THE CONSTITUTION OF THE ASIAN MEDICAL STUDENTS ASSOCIATION INTERNATIONAL

Transcription

1 PREAMBLE THE CONSTITUTION OF THE ASIAN MEDICAL STUDENTS ASSOCIATION INTERNATIONAL We, students from the medical schools of Asia and Oceania, realizing the need for greater interaction and cooperation among ourselves and cognizant of our common problems, interests and goals, do hereby organize ourselves into a non- - - political, non- - - sectarian, and non- - - profitable conference- - - based organization the ASIAN MEDICAL STUDENTS ASSOCIATION. ARTICLE 1. NAME AND SEAT 1.1 The name of the organization shall be the ASIAN MEDICAL STUDENTS ASSOCIATION, hereinafter referred to as AMSA. 1.2 Its seat or head office shall be in the origin of the Overall Chairperson, unless otherwise agreed upon by the Executive Committee, hereinafter referred to as EC. ARTICLE 2. OBJECTIVES 2.1 To promote understanding in medical and health problems as well as to share experiences in solving them 2.2 To promote the interest and welfare of medical students in Asia and Oceania 2.3 To foster unity and promote profound inter- - - personal relationships amongst its members 2.4 To uphold humanitarian ideals and medical ethics 2.5 To encourage cooperation among future doctors in Asia and Oceania ARTICLE 3. MEMBERSHIP 3.1 Membership status is defined by a Chapter. The name of the chapter may not be changed without its own assent. 3.2 A Chapter is defined as a cluster of medical schools determined discrete by a representative body comprising of other chapters headed by the Secretary of Membership and Development. 3.3 Founding members are defined as participating chapters at the 6th Asian Medical Students Conference, hereafter referred to as AMSC, Manila, This includes AMSA Australia, AMSA Hong Kong, AMSA Indonesia, AMSA Japan, AMSA Korea, AMSA Malaysia, AMSA Philippines, AMSA Taiwan and AMSA Thailand. 3.4 Membership status is divided into full membership, associate membership and observer status. 3.5 Full members are defined as founding members and all new chapters within the geographical region of Asia and Oceania that have fulfilled the admission criteria for full membership and been approved as a full member by two- third majority in an Executive Committee Meeting. 3.6 Associate members are defined as chapters outside the geographical region of Asia and Oceania and have fulfilled the admission criteria for associate member and been approved as associate member by two- third majority in an Executive Committee

2 Meeting. 3.7 Observers are defined as all new chapters that wish to join as full or associate member and have fulfilled the admission criteria for observer status and have been granted observer status at an Executive Committee Meeting. 3.8 Admission criteria for membership and observer status are regulated in Bylaw for AMSA Membership. 3.9 Expulsion of a member chapter can only be affected by 2/3 votes of existing full member chapter only if that member chapter violates the constitution. ARTICLE 4. RIGHTS OF MEMBER CHAPTERS 4.1 Any member of AMSA has the right to participate in all activities organized and/or sponsored by AMSA. 4.2 Any member of AMSA has the right to terminate their membership upon presentation of a letter of resignation. 4.3 The rights of full members include: The right to propose and vote at meetings of the EC The right to attend and host AMSA conferences Right to negotiate for quota of delegates at conferences Access to the EC online mailing list 4.4 The rights of associate members include: The right to propose, but not voting or seconding rights, at meetings of the EC The right to attend and host, AMSA conferences Right to negotiate for quota of delegates at conferences Access to the EC online mailing list 4.5 The rights of observers include: The right to propose, but not voting or seconding rights, at meetings of the EC The right to attend, but not to host, AMSA conferences Access to the EC online mailing list 4.6 Suspension of full membership rights Full members may have their rights suspended under the following conditions when their responsibilities are not fulfilled Member chapters have not attended an AMSA- - - International meeting more than twice in any 6 month period, without notifying the Overall Chairperson or Secretary in advance of their absence. Meetings include Head- to- head meetings held at the annual AMSC and EAMSC and the monthly online meetings The member chapters have repeatedly (i.e. more than three times in a row) failed to submit required reports or documents on time, or notified of any delay in being able to submit these documents.. If member chapter has difficulty in submitting the documents, the deadline may be postponed by the AMSA- - - International Overall Chairperson or the secretary requesting the report The Organizing Committee of the EAMSC/AMSC or the member chapter does not pass the AMSA- - - International fee to AMSA- - - International in the method (cash, bank transfer etc) preferred by the Secretary of Finance before the conference. If the Organizing Committee has difficulty in handing in the AMSA- - - International fee on time, the deadline may be postponed upon the approval of AMSA- - - International

3 Overall Chairperson and Secretary of Finance but it shall not be postponed for more than 6 months The member chapter is in violation of other agreements made between AMSA- - - International and member chapters The process for nomination is as follow Any member of the EC can nominate a chapter for suspension weeks prior to an OLM where the possible suspension can be discussed the EC member who is nominating the chapter for suspension must send an to the RC of the chapter being nominated, the OC and the Vice OC, notifying them of the Intention to Nominate for Suspension. This will outline the reasons for the nomination The RC has 4 weeks to respond to this and rectify the situation At this stage the member who notified the chapter of intention to suspend has two options. - If they wish to proceed with the nomination to suspend the chapter they must advise all EC members 2 weeks prior to the next meeting of the nomination. The issue is then to be discussed at the next meeting where a quorum of 75% of RCs is present. A vote will then be taken with a majority of 75% of the quorum required to suspend the chapter. In discussion at the meeting, the RCs/EC should first discuss whether an issue requiring attention exists and then that suspension of voting rights is a suitable punishment for the failure of a chapter to meet their requirements. - If the nominating EC member is satisfied that all issues have been resolved, or that suspension is no longer warranted, the EC member can send an to the RC of the chapter involved, the OC and Vice- OC notifying them of their withdrawal of their intention to nominate a chapter for suspension. This matter is then considered closed If the nominating EC member does not withdraw their intention to nominate or nominate the chapter within 10 weeks of first notification (i.e. does not act), the nomination will be considered withdrawn and the matter closed During a suspension, the RC of a suspended member chapter is still able to attend EC meetings and discuss the issues debated. However, they will not have rights of full membership such as voting rights. Obviously any attendance whilst suspended will be considered favorably when considering re- admittance Any suspended chapter is able to apply for re- admittance to full membership rights after a 3 months period of suspension. The suspended chapter s RC must contact the OC at least 2 weeks prior to a meeting. This matter can then be discussed at the next meeting with a 75% majority vote of RCs (with a quorum of 75% of RCs present) required for re- admittance. When contacting the OC, the suspended chapter must outline why they should be readmitted and how they will prevent the lapses that resulted in their original suspension. If there fails to be a quorum at two consecutive committee meetings the suspension will be automatically lifted. ARTICLE 5. RESPONSIBILITIES OF MEMBER CHAPTERS 5.1 The member chapter is the basic organization unit of the association and all individual member of a member chapter shall be represented by a Regional Chairperson to the

4 Executive Committee 5.2 The member chapter shall maintain autonomy and initiative with regards to local affairs. The Executive Committee shall lend its support to the undertakings of the regional branch. To maximize participation and efficiency, it shall be the duty of the member chapter to establish and maintain an organizational structure according to the minimal requirement in his chapter preferably in accordance with the structure of AMSA 5.3 It shall be the duty of the member chapter to organize local activities, preparation to conferences, implement conference results according to the minimal requirement and participate in AMSA- - - International projects 5.4 Full and associate members have the responsibility to attend all meetings of the EC and are eligible to run for all positions on the EC. ARTICLE 6. ACTIONS 6.1 Actions should be centered on the conferences aiming in achieving better conference results. 6.2 Conferences Conferences are the main projects each year and belongs to AMSA- - - International AMSA- international shall elect the host of conferences through an opening bidding procedure involving all the delegates during conferences The Organizing Committee of the hosting chapter shall fulfill the minimum requirements of conferences An agreement between AMSA- - - International and the Organizing Committee of the hosting chapter should be signed after election and at least 6 months before the conference Organizing Chairperson for the committee shall be elected by the host chapter and be approved by the Executive Committee The Regional Chairperson of the hosting chapter holds the highest responsibility of overseeing the preparation of conference for AMSA- - - International Membership fee for every individual delegate attending the conference shall be included in the registration fee. The Organizing Committee shall hand in the fee to the secretary of finance by the end of the conference. The fee should be decided upon by the EC and it s subjected to annual review and signed in the agreement Another 16 USD fee for every individual delegate (with the exception of GM s) attending the conference shall be included in the registration fee. This money will be used as AMSA- - - International fund for sponsoring under- developed countries and emergency Executive Committee of AMSA- - - International automatically has its own quota apart from the chapter s quota in attending conferences Non- member Chapters could join conferences as a guest following an invitation from AMSA- - - International or the Organizing Committee of the conference. 6.3 Pre- conference Member chapter s shall conduct pre- conference activity aim in preparing delegates for conferences. These activities include: local gathering, training program, paper/research competition, etc.

5 6.3.2 Other pre- - - conference projects, workshops, campaign, etc can be organized by the organizing committee of the conference 6.4 Post- conference Chapter s must conduct post- conference projects aiming in implementing the result of the conference. These activities include: academic/social research, public welfare project, etc ARTICLE 7. RIGHTS AND RESPONSIBILITIES OF THE EXECUTIVE COMMITTEE AND ITS MEMBERS 7.1 The Executive Committee shall be the policy- making body and implementing arm of AMSA. As such, it has the following functions and powers: It shall systematize the ideas of the members into a coherent plan of action It shall make periodic assessment of all activities, biannually at least. 7.2 The Executive Committee consists of Advisory Board, Overall Chairperson, Vice Overall Chairperson Internal, Vice Overall Chairperson External, General Secretary, Secretaries, Chief Editor of Official AMSA Newsletter, IT Officer, Marketing and Sponsorship Officer, Director of AMSEP, Liaison Officers, Regional Chairpersons, and Chairperson of the next AMSC/EAMSC. 7.3 Application for the EC shall be open to all individual members from full and associate member chapters. No person on the EC shall bear more than one post and the same person can only hold one post for two consecutive years. 7.4 The EC shall be elected at GMs. When there are vacant posts in the EC, the OC and Vice OC have the right to decide whether to re- - - open the application or to appoint someone to take over the post The EC shall hand over at the AMSC Any member of the EC or GM may make a proposal to the EC meeting EC meetings shall be held when necessary. Quorum for voting shall be defined as more than half of the total numbers of EC members and decisions shall be made by a simple majority of EC members present. In the event of a tie, the highest- ranking EC member without conflict of interest will have deciding power 7.8. Executive Committee - Powers and Duties: The Overall Chairperson (OC) To lead and coordinate activities of the AMSA International Executive Committee (hereafter referred to as EC.) To convene and preside over all meetings To form the necessary committees that shall initiate the activities of AMSA and to appoint a chairperson for the respective committees To officially represent AMSA To exercise discretionary powers in situations that require immediate decisions and actions, provided that it is not contrary to the objectives of the association and provided that he informs the member chapters not later than two months after the said decision/action was done, to be ratified by the Executive Committee To preside over the elections for the incoming EC To ensure a smooth handover of all affairs of the current EC to the incoming EC To assist and act as an ex- official adviser to the incoming set of officers The Vice Chairperson Internal (VoCi) Represent the OC in the absence of the OC for internal matters relating

6 to the executive board, leadership and online meeting Support the OC with internal matters relating to the executive board, accountability and support for executive members Provide support and strategy to executive officers Provide a point for grievances to be properly investigated To take over the responsibilities and authorities of the Overall Chairperson in times of his/her absence To officially represent the association with the Overall Chairperson Cooperating in partnership with the Overall Chairperson to lead the Executive Committee To give input to the Overall Chairperson as making any decision for development of AMSA The Vice Chairperson External (VoCe) Represent the OC in the absence of the OC to external organizations and to AMSA International Support the OC in representing the organization Provide support and strategy particularly to MnD, development and new partners To take over the responsibilities and authorities of the Overall Chairperson in times of his/her absence To officially represent the association with the Overall Chairperson Cooperating in partnership with the Overall Chairperson to lead the Executive Committee To give input to the Overall Chairperson as making any decision for development of AMSA The General Secretary (GS) To take down the minutes of regular meetings of the EC To assist the Overall Chairperson and Vice Overall Chairperson in ensuring that meetings are run smoothly To keep and safeguard all official files and documents of the Association To continually update all files of AMSA by securing relevant material or reports To assist the Overall Chairperson and Vice Overall Chairperson, in compiling official documents and reports To respond to s to the Association and direct them to the EC member(s) concerned if necessary To initiate contact with organizations which are currently not affiliated with the Association, if necessary To collect and file the yearly progress reports from all EC's and RC's The Secretary for Membership and Development (MnD) To formulate the requirements for membership and enlist the membership To formulate and update the membership regulations of the Association To coordinate and maintain contact with RCs of all member chapters To make recommendation for revocations of membership in the event of violations of the constitution To promote membership of new member chapters

7 To promote and open activities purposed for the development and welfare of the members To facilitate the setting up of the Executive Committee in new member chapters, working in close collaboration of the RCs concerned To coordinate and promote public welfare activities intended for further development of the Association The Secretary of Finance (SoF) To take charge of the collection of fees and other obligations from the RC s responsible for the collection from their local branch To recommend fund- raising programs to the Executive Committee To be responsible for the implementation and coordination of approved charity and fund- raising programs To keep records of all funds and expenses To disburse funds necessary for the operation of the AMSA upon discretion of the Executive Committee To prepare annual report on the financial status of the association To safeguard all funds of AMSA The Secretary for Promotions and Publications (PnP) Cooperate with Webmaster and General Secretary to update the official websites Is responsible for the printing of official publications and documents of the Association To work in close coordination with the Chief Editor of the Official AMSA Newsletter in promoting the Association to medical students The Secretary of Academics (SoA) To lead and coordinate the Annual Academic Project of AMSA, which will be presented during the AMSC every year (progress reported at EAMSC) and published in leading national and international medical journals. This project should try to include as many member chapters as possible, in processes such as research and review To promote and facilitate the intra- national and international sharing of medical/health information and subsequent exploration and discussions To support and encourage academic excellence and provoke thought and research amongst AMSA members through regular academic content in the AMSA International Newsletter To oversee the International Academic Council, supporting these regional representatives in their academic projects and assisting them wherever appropriate and possible To ensure the publication of the winning paper and poster presentations from the AMSA conferences in the next AMSA newsletters, encouraging ongoing learning amongst members To create and coordinate any other relevant projects or activities that aim to promote awareness of international health issues among members of AMSA The Information and Technology Officer (IT)

8 To be in charge of the development and maintenance of the official website, while collaborating with the General Secretary in publishing and updating of its content To work in close coordination with the Chief Editor of the Official AMSA Newsletter in promoting the Association to medical students To regularly reporting web usage and monitoring tuning server performance To initiate activities that will improve the IT skills of the members of the EC To recruit manpower when necessary in discussion with the Sec. for Promotion and Publication Director for Asian Medical Student Exchange Program (AMSEP) To direct and encourage exchange student program, AMSEP, among the member chapters To create a suitable and systemize structure of exchanging medical students among AMSA members or any non- AMSA member chapters To be responsible for the implementation of AMSEP activities To facilitate every member of AMSA to fulfilled their need in involving AMSEP activities To regularly update the EC on the progress of AMSEP Secretary for Marketing and Sponsorship (MnS) To organize sponsorship and to conduct fund- raising activities for the Association To maintain contact and record of any sponsors of the Association To contact the media in collaboration with the AMSC/EAMSC Organizing Committee in order to promote the Association To initiate contact with organizations that do not have existing affiliations with AMSA, working in close collaboration with the General Secretary To participate in conferences or meetings of organizations that the Association currently liaises with and represent AMSA, especially where the Liaison Officer concerned is unable to be present Chief Editor of the Newsletter of AMSA International (CEN) To be in charge of compiling and publishing the official AMSA Newsletter To recruit and coordinate a team, if necessary and with the consent of the EC, to assist in the publication of the official Newsletter Is responsible for the continuity of the official Newsletter Liaison Officers (LO) to the AMDA, ASEAN, EMSA, IFMSA and WHO To establish and maintain mutual understanding and cooperation with representatives of organizations that is affiliated or related to the Association To make recommendation to the Executive Committee about the relation and needed progress for both organization benefit especially for AMSA To represent the Association at meetings or conferences of

9 these organizations To search for any possibilities of cooperation and create any needed memorandum of understanding accepted by the Executive Committee To distribute every useful resource by the result of relation with other similar organization To coordinate any projects or activities held jointly by AMSA and the organization concerned To work in close collaboration with the Secretary for Membership and Development in the recruitment of new members of the Association Organizing Chairperson for the upcoming AMSC/EAMSC To be responsible for the materialization and success of the next conference To be responsible for reporting to the Executive Committee the progress of the preparation To see to it that the following objectives of the conference will be attained: a. To promote better relationships among medical students from Asia and Oceania b. To promote mutual understanding in medical and health problems as well as to share experience in solving these problems c. To promote humanitarian ideals of medicine among medical students from Asia and Oceania; d. To be a forum for Asian medical students to discuss various topics of common medical interest; and e. To encourage future medical cooperation among doctors from Asia and Oceania To submit to the Executive Committee a post conference report no later than one month after the last day of the conference To advise the host member chapter of the following conference after the one organized by his committee To form a committee if need arises Regional Chairpersons To evaluate all applications for local membership To encourage the members to submit articles to the Secretary for Promotions and Publications To promote AMSA locally, subject to the discretion of the Secretary for Membership and Development Physically present or officially represented during the international conference To collect and hand over to the Secretary for Finance dues approved by the Executive Committee. 7.9 Ad Hoc Committees May be created as the need arises for specific purposes or special tasks Shall be made by the Overall Chairperson after discussion with the EC Overall Chairperson shall directly coordinate all Ad Hoc Committees It shall cease to exist when the Overall Chairperson of the Executive Committee dissolves the committee.

10 ARTICLE 8. ELECTION OF EXECUTIVE COMMITTEE MEMBERS AND TENURE OF OFFICE 8.1 Application for the Executive Committee will be open to all individual members of a chapter by handing in an application form and being interviewed by the executive committee. 8.2 The Regional Chairpersons shall elect the following Executive Committee members: Overall chairperson, Vice Overall chairperson (Internal and External), General Secretary, Director of AMSEP, Secretary of Finance, Secretary of Academics, Secretary of Marketing and Finance, IT officer and other Liaison Officers. 8.3 The outgoing Overall chairperson automatically sits in the advisory board along with 2 persons appointed by the outgoing and incoming Overall chairperson. 8.4 The Chairperson of the next AMSC and EAMSC will be elected by the host chapter upon approval of the Executive Committee. 8.5 The Regional chairpersons shall be appointed or chosen through formal process as defined by the constitution of the member Chapters. During the Executive Committee meetings, the RCs shall meet and elect the offices mentioned in Article VIII Section 2 from all the applicants who attended the interview. The outgoing Overall chairperson of the Executive Committee shall preside over the election. 8.6 No person on the EC should bear more than one office 8.7 A person may hold one office for a maximum of two consecutive years. 8.8 Handover shall be done as soon as possible after election but the outgoing committee has the responsibility to preside and assist the incoming committee for at least 4 months. ARTICLE 9. GENERAL MEETING 9.1 The General Meeting is the decision- - - making body of AMSA. A Regional Chairperson, hereinafter referred to as RC, should represent each full member and is entitled to one vote. Associate members and observers are allowed to attend but may not vote. 9.2 A minimum of three GMs should be held every year After the AMSC (Beginning of the term) EAMSC Prior to AMSC (End of term) 9.3 Quorum shall be defined as more than 50% of the total number of member Chapters 9.4 Any member of the EC and RC may make a proposal to the GM 9.5 During the Executive meetings, only RC shall be entitled to one vote each. 9.6 Decisions shall be made by a simple majority of the chapters present provided that quorum exists 9.7 In the event of a tie, the highest- ranking executive member without conflict of interest will have the deciding power. 9.8 Handover meeting shall be held upon election of new Executive Committee during or after the conference. 9.9 Voting at online GM s may be held only if there is a matter that must be decided urgently. ARTICLE 10. IMPEACHMENT 10.1 A member of the Executive Committee shall be impeached and thus removed from

11 office only upon: Violation of the provisions of this constitution Failure to perform his duties as defined by this constitution Disgraceful acts which are contrary to the objectives of AMSA At least 25% of member of the Executive Committee, are required to bring forward the motion of the impeachment. At least 75% of the members of the Executive Committee are required to carry a motion of impeachment 10.3 The Executive Committee, with the Overall Chairperson as the presiding officer, shall have the power of impeachment. In the case the Overall Chairperson is charged, the Vice- Chairperson presides The accused officer shall be given a thirty- day notice before the impeachment proceedings. The said officer has the right to legal defense and is protected against self- incrimination. ARTICLE 11. FUNDS 11.1 The funds of the association shall come from membership fee(from conference delegates), collections, and proceeds of the projects undertaken by the association Membership fee for every individual delegate attending the conference shall be included in the registration fee. The Organizing Committee shall hand in the fee to the Secretary of Finance by the end of the conference. The fee is currently charged at USD 16 per delegate and it s subjected to annual review and signed in the agreement No collection will be made without the approval of the Executive Committee The funds of the association shall be deposited by the Secretary for Finance to an internationally reputable bank Details of regulation on funds are stated in Bylaw for AMSA Funds. ARTICLE 12. AMMENDING THE CONSTITUTION 12.1 Amendment to any part of the constitution should be proposed to the Executive Committee at an OLM. The EC shall then undergo consultation and put forward the motion to the RC s of Full Member Chapters The RC s shall be provided a copy of the constitution with the amendment and given two weeks for verification and consultation before it is put forward for voting Voting for amendment will be done by RC s of Full Member Chapters and will be passed with greater than 2/3rd majority votes Voting can be conducted only in the presence of a quorum of greater than 3/4th RC s of Full Member Chapters, the Overall Chairperson, Vice Chairperson Internal and the General Secretary of AMSA International Voting for amendment shall be conducted at the General Meeting during the EAMSC/AMSC except for special circumstances where more than 2/3rd EC s and RC s believe that the change is required immediately. AMMENDMENTS TO THE CONSTITUTION AMMENDMENT MADE - YEAR - OC - ARTICLE AND SECTION NUMBER 1. Appointment of VoCi and VoCe instead of one VoC Omar Mansour -

12 Article 7 Section 8.2 and Section Delegate Fee Increase to US$ Omar Mansour - Article 11 Section 2 3. Membership (Countries/Regions to Chapters) Aditya Kumar - Article 3 Section 1 4. Delegate fee exemption for GM s Aditya Kumar - Article 6 Section Amending the Constitution Aditya Kumar - Addition of Article 12