Bye-Laws of the 1. Article 1: Membership1.1 Membership categories 1.1.1 All applications for Membership are made directly to the Secretary of EUPSA as a member of the EB. The Secretary shall consider the qualifications of all candidates, and shall recommend to the EB those suitable to be approved as members. The EB decides four times a year about the acceptance of applicants as members of EUPSA. 1.1.2 The application for active membership has to be endorsed by two Active Members of the EUPSA. 1.1.3 Application for trainees membership has to be endorsed by one active Member of the EUPSA and shall be accompanied by a letter from the chief of his/her department indicating that he/she is a paediatric surgeon in training. Upon registration of paediatric surgeons, Trainees Members may apply to become automatically Active Members 1.1.4 Application for corresponding membership has to be endorsed by two Active Members and shall be accompanied with a curriculum vitae and other pertinent information. A corresponding membership has to be recommended or can be proposed by the EB. Corresponding membership must be approved by the General Assembly. 1.1.5 The election for a honorary membership will be recommended by the Executive Board to the General Assembly 1.1.6 Application for overseas membership has to be endorsed by one Active Member and by one Overseas Member. 1.2 Membership Fee 1.2.1 All members, except Senior Members and Honorary Members shall be charged membership fees in an amount proposed by the EB and approved by the General Assembly. Any member who, after appropriate notification, does not pay membership fees within two years will be expelled from the EUPSA membership. Their names will be published in the EUPSA- Newsletter 1.2.2 Expelled members may request reinstatement – after payment of any back fees owed – subject to the approval of the EB 1.3 Membership Privileges 1.3.1 All members shall receive a document that certifies their membership within the EUPSA as well as the type of their membership 1.3.2 The Mission Statements, the Statutes and the Bye-Laws as well as a roster of membership are regularly published on the EUPSA website.1.3.3 All members shall be entitled to receive the EUPSA- Newsletter at least once a year 1.3.4 All members are entitled to participate in the EUROPEAN CONGRESS of Paediatric Surgery – if applicable at a reduced registration fee 1.3.5 All members are entitled to participate in postgraduate teaching activities of the EUPSA, organized by an EUPSA Office – if applicable at a reduced registration fee 1.3.6 All members are entitled to participate in EUPSA accredited paediatric surgical congresses, meetings, symposia and workshops – if applicable at a reduced registration fee 1.3.7 All members are entitled to apply for support, fellowship, grants, awards and prizes in association with the EUROPEAN CONGRESS and postgraduate activities the EUPSA, as well as for funding of European or international multi-centre research studies. 1.3.8 All members are entitled to apply for support in the broadest sense from the EUPSA as a scientific organization 1.4 Termination of membership Membership terminates 1.4.1 on death of a member 1.4.2 on receipt of a written resignation of the member 1.4.3 unpaid membership fee for two years 1.4.4 when the member ceases, for whatever reason, to be a registered paediatric surgeon whether in Europe or elsewhere 1.4.5 when a member fails to fulfill his statutory obligations to the EUPSA, acts against the Bye-laws or the ethical standards in paediatric surgery, or prejudices the Association in any way. This kind of termination of membership must be recommended by the Executive Board and approved by the affirmative vote of two-thirds of the eligible members present and voting at the General Assembly 1.5 Communication with Members 1.5.1 Communication with Members occur primarily via the website and by e-mail. 2. Article 2: Executive BoardThe EB is the decision-making organ and is responsible for all administrative and management functions. Delegates of the Executive Boards of other Associations may be affiliated as Members of the EB (without active voting rights). The EB proposes programmes and formulates new strategies to improve and strengthen the EUPSA. The EB may propose to the General Assembly the candidates for corresponding or honorary membership. The EB nominates the candidates for Honorary Lectures to be delivered, and for the Honorary Medals to be awarded at the EUROPEAN CONGRESS and decides about the type of prize (e.g. a two year free subscription of a Journal, a travel award, a scholarship) or the quantity of money for the EUROPEAN CONGRESS prizes (young investigator award, best oral presentation, best poster presentation). The EB shall install special Offices and subsection of Offices to fulfill the EUPSA strategies and shall nominate their members. The nominations must be approved by a majority of votes of the eligible members and voting at the General Assembly. The EB is entitled to propose the installation of Committees for paediatric surgical subspecialities such as trauma, cancer, paediatric urology, etc. These Committees shall focus their work on research, good practice and the progress of that subspeciality. All members of the EB shall serve for the term specified in the Statutes and at the expiry of such term or terms new members shall be appointed following nomination by the General Assembly. Members elected by a majority vote of the EB may fill vacancies that occur in any of the Offices for the unexpired term. The EB shall, from time to time, have the power to employ paid or unpaid agents, staff or advisers to the Association, which may include a Senior Executive. Such persons would have charge of the administration of the Association, and would work to further the aims of the Association as determined by the EB. All staff including the Senior Executive will be responsible to the President of EUPSA 2.1 President 2.1.1 The President shall serve as Chair of the EB and the European Council and shall serve on all Offices 2.1.2 The President convenes and presides over the meeting of the General Assembly and is responsible for the Agenda of the meeting. 2.1.3 The President convenes and presides over meetings of the EB and is responsible for the Agenda 2.1.4 The President represents the EUPSA on all occasions in national, international and intercontinental organizations 2.1.5 The President is responsible for all correspondence related to the Association and administers the archives 2.1.6 The President manages the affairs of the Association and at all times acts as its principle representative The President coordinates all activities and collects reports from the Offices of the Association 2.2 President Elect 2.2.1 The President Elect gains for two years experience as a leading person of the EUPSA 2.2.2 The President Elect supports the activities of the President and works in close collaboration with the President 2.2.3 The President Elect is Co-chairman of the European Council and the General Assembly and is member of all Offices 2.3 Past President 2.3.1 The Past President may advise the President and supports his activities by his experience 2.3.2 The Past President is Co-chairman of the EB and a member of all Offices 2.4 Secretary 2.4.1 The Secretary is responsible for the minutes of the meeting of the EB and the General Assembly and shall provide the minutes to all members 2.4.2 The Secretary shall, not less than 4 (four) months, prior to the date notify all members of the Association of the venue and date of the General Assembly and invite all members to submit comments, suggestions and/or recommendations to the President or to the Secretary, or nominations for elections if appropriate. 2.4.3 The Secretary shall send out, not less than 4 (four) weeks prior to the General Assembly, the formal invitation to all members of the Association to attend the General Assembly. The Invitation shall include the Agenda and anonymous ballot sheets for elections. 2.4.4 The Secretary is the chairman of the Media Office and a member of the Congress Office. 2.4.5 The Secretary is responsible for keeping the homepage up to-date stage, with special regard to oncoming nominations for elections 2.4.6 The Secretary shall publish the EUPSA-Newsletter of the Association in close collaboration with the President and the Members of the EB. The EUPSA-Newsletter must contain all membership movements, news from the past and oncoming Congress, EUPSA courses and oncoming international meetings, the reports from the EB, the Offices and the Committee’s, approved good practice strategies, ect. 2.4.7 The Secretary distributes the appropriate certification of membership to new members. 2.4.8 The Secretary shall prepare the certificates and medals for the EUROPEAN CONGRESS awards and the honorary lectures and lifetime achievement medals 2.4.9 Standby Secretary: The General Assembly is entitled to elect a second Secretary (standby Secretary) who supports the main Secretary by his/her work. The Executive Board proposes the name of one or several persons to the General Assembly. The election should take place one or two years after the election of the main Secretary. The standby Secretary is not a member of the Executive Board but works in close contact with the main Secretary. The term of this position is three years. 2.4.10 The General Assembly is entitled to elect a second Secretary (standby Secretary) who supports the main Secretary by his/her work. The Executive Board proposes the name of one or several persons to the General Assembly. The election should take place one or two years after the election of the main Secretary. The standby Secretary is not a member of the Executive Board but works in close contact with the main Secretary. The term of this position is three years. 2.5 Treasurer 2.5.1 The Treasurer shall be the custodian of the assets of the association and shall adhere to the principles of appropriate bookkeeping and accounting 2.5.2 The Treasurer shall collect the subscriptions of the Association 2.5.3 The Treasurer shall work with the President and the EB-members in overseeing all general accounting and financial record keeping functions of the Association 2.5.4 The Treasurer shall assure that all funds of the Association are audited each year by two independent Auditors and shall present the report of this audit to the EB and to the General Assembly 2.5.5 The Treasurer shall make proposals to the General Assembly for investing not for working purposes required money. 2.5.6 The Treasurer is the chairman of the Funding and Financial Affairs Office and a member of the Congress Office and the Scientific Office. 2.5.7 Standby Treasurer: The General Assembly is entitled to elect a second Treasurer (standby Treasurer) who supports the main Treasurer by his/her work. The Executive Board proposes the name of one or several persons to the General Assembly. The election should take place one or two years after the election of the main Treasurer. The standby Treasurer is not a member of the Executive Board but works in close contact with the main Treasurer. The term of the position is three years. 2.5.8 The General Assembly is entitled to elect a second Treasurer (standby Treasurer) who supports the main Treasurer by his/her work. The Executive Board proposes the name of one or several persons to the General Assembly. The election should take place one or two years after the election of the main Treasurer. The standby Treasurer is not a member of the Executive Board but works in close contact with the main Treasurer. The term of this position is three years. 2.6 Congress Chairman 2.6.1 The Congress Chairman is the chairman of the Congress Office and shall present to the members the plans for the EUROPEAN-CONGRESS 2.6.2 The Congress Chairman is responsible for the local organization of the EUROPEAN-CONGRESS and shall build up a local organizing team 2.6.3 The Congress Chairman has to adhere to the principles of appropriate bookkeeping and accounting in close collaboration with the Treasurer 2.6.4 The EUROPEAN-CONGRESS shall achieve possibly a net income. 70% of that income belong to the EUPSA assets while 30% remain with the local organizing team 2.6.5 The term of the Congress Chairman ends after having presented the congress balance to the EB and the report to the General Assembly. 2.7 Chairmen of Offices 2.7.1 The Chairman of an Office is a member of the EB 2.7.2 The Chairman of an Office is elected by the members of that Office, unless differently specified in the Bye-laws. 2.7.3 The Chairman of an Office shall stimulate, coordinate, promote and organize the special purpose of the Office together with the nominated Delegates. 2.7.4 The Chairman of one Office cannot chair a second Office 2.7.5 The Chairman is responsible for the minutes of the Office meetings. The minutes have to be sent to the Secretary and distributed to the Members of the EB. 2.7.6 The Chairman shall present a report at least once a year to the General Assembly 3. Article 3: The EUPSA OfficesOffices are institutions of the EUPSA with special purposes to fulfill the aims of the Association. Offices shall assist the EB. If a nominated Delegate of any Office fails to attend the meetings without any serious reason or does not reply within a certain sensible time to the request of the chairman of the Office, he/she can be asked to resign and the Chairman proposes a new Delegate. The President, the President Elect and the Past President are members of all Offices and are therefore not specially mentioned in the following paragraphs. 3.1 The Funding and Financial Affairs Office It consists up to 10 (ten) members. The Treasurer, by its function, is the chairman of this Office. Every question, request or initiative concerning financial matters received by the EB will be transferred to the chairman of the Funding and Financial Affairs Office and answered within reasonable time. The Office is responsible for raising money from outside sources, from advertisement in the EUPSA-Newsletter and in other EUPSA-publications, thereby supporting primarily the purposes and strategies of the EB, the Educational Office and the Scientific Office. Any contracts with commercial companies have to be in accordance with the Statutes of the Association and shall be approved by the EB. The term for appointed members is 3 (three) years, one reappointment is possible 3.2 The Education Office It consists of up to 10 (ten) members. Possibly, 2 (two) or 3 (three) additional members shall be Trainees (from different countries. The members elect a chairman. The aim of the Education Office is to support and promote the organization of the postgraduate education, lectures, scholarships, exchange of colleagues between institutions and countries, EUPSA-surgical workshops, ect. The Education Office shall formulate good practice standards in paediatric surgery, which shall be published in the EUPSA-Newsletter. Every question, request or initiative concerning education received by the EB will be transferred to the chairmen of the Education Office and will be dealt with within a reasonable period of time. The Education Office decides whether congresses and scientific meetings may receive the EUPSA accreditation. The term for appointed members is 3 (three) years, one reappointment is possible. The Education Office prepares evaluation procedures for congresses, courses, Meet the Expert Lunches etc. The Education Office presents the results of the evaluations to the local organizers and to the EB. 3.3 The Congress Office It consists of the Congress Chairman, the President of the previous Congress, the Chairmen of the Scientific Office, the Treasurer, the Secretary, and 1 (one) member of the local organizing team (appointed by the Congress Chairman). The chairman is the Congress Chairman by its function. The aim of the Congress Office is to make sure that the EUROPEAN-CONGRESS meets the highest management standards. The EB decides about the timetable of the Congress, special structures - such as Meet- the Professor sessions -, the length of the oral presentations and the allowed discussion time. 3.4 The Scientific Office It consists of up to 12 (twelve) members, including the Congress Chairman and the Treasurer. The Editor of European Journal of Pediatric Surgery is, by his function, a member of the Scientific Office. The members elect a Chairman. The aim of the Scientific Office is to maintain the Association’s scientific production at the highest level. Every question, request or initiative concerning the scientific matters received at the EB will be transferred to the chairman of the Scientific Office and will be answered within reasonable time. 3.4.1 The Scientific Office is responsible for the rating and acceptance or rejection of the anonymous submitted abstracts. For this purpose, the Scientific Office may appoint further Active Members, Senior Members or Overseas Members of EUPSA to build up a Scientific Congress Committee. 3.4.2 The Scientific Office proposes the special topics of the EUROPEAN-CONGRESS, the invited speakers, and other scientific features of the congress. These decisions will be felt by the EB. 3.4.3 The Scientific Office decides about the recipients of the EUROPEAN CONGRESS awards: 3.4.3.1 2 (two) young investigator awards (for the best research works; the recipients must not be older that 35 years) 3.4.3.2 2 (two) best oral presentation awards (for the best presentations of a clinical or research paper; the recipient must not be older than 35 (thirty five) years) 3.4.3.3 3 (three) best poster presentation awards (for the best 3.4.4 The Scientific Office proves the scientific content of post-graduate courses and other EUPSA-organized meetings, as well as official scientific publications of the EUPSA. 3.4.5 The Scientific Office suggests, promotes, and supports and approves multicentre EUPSA-Studies on all fields of clinical work and basic research from European countries. The members elaborate the needed financial support for EUPSA-Studies and submit the financial plan to the Funding and Financial Affairs Office. 3.4.6 The Scientific Office approves or rejects submitted international research studies between countries of Europe and Overseas and may suggest funding to the Funding and Financial Affairs Office. The term for appointed members is 3 (three) years, one reappointment is possible 3.5 The Overseas Member Office It consists of all overseas members, which may elect a chairman. The chairman is a member of the EB. The aim of the Overseas Member Office is to promote collaboration between the EUPSA and Overseas National Paediatric Surgical Associations on all fields of good paediatric surgical practice, research, exchange of members, postgraduate teaching, lectures and workshops. The term of the chairman is 3 (three) years, one re-election is possible. 3.6 The Media Office It consists of up to 10 (ten) members. Possibly, 2 (two) or 3 (three) additional members shall be Trainees (from different countries). The chairman is the Secretary by its function The Editor in Chief of the European Journal of Paediatric Surgery is ex officio a member. The Media Office shall prepare the EUPSA-Newsletter together with the President of EUPSA. The Media Office and shall be responsible for the preparation of the Homepage including a “Question and Answer Room” and for the development of an electronic information system of the EUPSA. The Media Office shall work in close connection with the Funding and Financial Affairs Office (advertisement) and the Education Office (publications) The Media Office shall prepare and promote information systems to the public in regard to the role and significance of Paediatric Surgery for children and adolescents. The Media Office may nominate a responsible person taking care about the website of EUPSA. This “webmaster” is a member of the Executive Board without voting rights. The term for the Delegates is 3 (three) years, one re-election is possible 4. Article 4: The EUPSA Committees The EB shall install Committees with the aim of promoting research, good practice standards and progress within defined subspecialities of Paediatric Surgery. 5. Article 5: Honorary Lectures and Lifetime Achievement AwardsTo honour distinguished paediatric surgeons who have contributed significantly to the progress and international acknowledgment of paediatric surgery in Europe and in the world the EUPSA shall award those outstanding contributions on the occasion of the EUROPEAN CONGRESS. The decisions are made by the EB
for outstanding contributions in the field of paediatric surgical research
for outstanding contributions to the progress of clinical management
for outstanding lifetime achievements in paediatric surgery 6. Article 6: Language The official language of the Association is English 7. Article 7: CongressesThe EUROPEAN CONGRESS will be organized regularly, annually or at least biannually. The EUROPEAN CONGRESS is open for all paediatric surgeons and other interested parties and individuals. The Scientific Office is responsible for the scientific program of the congress and the EUROPEAN CONGRESS awards; The Congress Office is responsible for the management of the congress and the specified structure. The financial responsibility will remain with the Congress Chairman, who has to adhere the principles of appropriate bookkeeping and accounting in close collaboration with the Treasurer. The definitive goal shall be to achieve a positive balance in order to improve the financial position of the Association. 8. Article 8: Official Journal The official Journal of the EUPSA is the European Journal of Pediatric Surgery. 9. Article 9: Disagreements The Members are obliged to promote friendship and fraternity. In the worst case of a serious disagreement between members or failure to uphold the ethical guidelines of the Association, the EB shall nominate 5 Delegates from the Senior and Honorary Members which shall investigate independently the case and present a written report to the EB. The EB will then present a proposal to the General Assembly, which may be approved or rejected by a simple majority of votes of eligible members present and voting at the General Assembly.
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