JIPMER SCIENTIFIC SOCIETY |
JSS Bulletin, 2000
Meeting Announcement
1. NAME
The organisation shall be called "The JIPMER Scientific Society' hereinafter referred to as 'the Society'.
2. AIMS & OBJECTIVES
The aims & objectives of the society are:
2.1 To promote interchange of academic and scientific knowledge in the field of medicine and allied sciences.
2.2 To provide a forum for the members of the society to present their clinical research work for academic discussion.
3. MEMBERSHIP
3.1 Regular Membership of the society is open to:
i. Residents in all the departments of JIPMER
ii. Medical Officers working in JIPMER
iii. Faculty of all departments in JIPMER
iv. Other scientists (Non-teaching) working in JIPMER
3.2 The following personnel can join as Associate Member:
i. Interns
ii. Scientists working in other institutions in Pondicherry
iii. Retired members of the faculty of JIPMER
iv. Any other person on approval of the Executive Committee.
4. MEMBERSHIP FEE
4.1 The membership fee shall be decided from time to time by the Executive Committee
4.2 Non-payment of the subscription shall entail loss of rights of membership and office.
5. MANAGEMENT
5.1 The affairs of the Society shall be managed by an Executive Committee, which shall consist of the following 12 members:
i. President
ii. Vice President
iii. Secretary
iv. Treasurer
v. Joint Secretary
vi. Five ordinary members
vii. The immediate past-president as an ex-officio member
viii. The immediate past-secretary as an ex-officio member
6. ELECTIONS
6.1 Only full members will have the right to contest for the posts of the Society,
6.2 Only full members will have the right to vote in the election to the posts of the Society.
6.3 Except for the immediate past -president and immediate past-secretary, members of the Executive Committee shall be elected at the Annual General Body Meeting from amongst the members with rights, present and voting by a majority decision employing a suitable means of voting including a secret ballot if necessary.
6.4 Nomination and withdrawal shall be made on the floor of the said meeting.
6.5 The duly elected office bearers will takeover in the meeting of the Society held in the month of July/ August.
7. REMOVAL OF OFFICE BEARERS
7.1 After giving due notice, in a regular or requisitioned General Body Meeting in quorum, the office of the President and /or the Executive Committee as a whole may be terminated by a duly proposed and seconded motion of no confidence passed by a two-third majority of members with rights, present and voting.
8. MEETINGS OF THE SOCIETY
8.1 REGULAR MONTHLY MEETING
8.1.1. A regular meeting of the Society shall be held normally once a month with President in the chair.
8.1.2. In case of absences, the Vice-President, the immediate past-president, the senior-most member of the Executive Committee in the given order may chair the meetings.
8.1.3. This regular meeting is not to be considered as a General Body Meeting for transaction of business.
8.1.4. At these regular meetings a scientific session shall be held wherein scientific papers/clinical cases may be presented and discussed.
8.1.5. The Meeting is open to all members and visitors who are interested in the scientific deliberations.
8.1.6. Suitable dignity and decorum shall be maintained by all those attending on the floor of the scientific meeting.
8.2 GENERAL BODY MEETING
8.2.1 The General Body of the Society shall meet atleast once in a year at the Annual General Body Meeting, in the months July/August.
8.2.2. At this meeting the annual statement of account shall be presented by the Treasurer to the General Body for acceptance.
8.2.3 Election of the office-bearers of Executive Committee for the forthcoming year shall be conducted at the same meeting and amendments to the constitution shall be enacted.
8.2.4. The meeting of the General Body may otherwise be called by the President with the consent of the Executive Committee (by a simple majority decision) and after proper and due notification of the purpose of the meeting, Such a meeting must have an advance notice of at least 15 days.
8.2.5. There shall be no guests or special invitees to the General Body Meeting.
8.2.6. General body Meeting shall be in quorum when at least 40% of the members with rights attend.
8.2.7. In the General Body Meeting if the quorum is not present, the person in chair shall adjourn the meeting for 5 minutes to be recalled. Such of those members present in the recalled meeting shall constitute the quorum for the meeting.
8.2.8. The recalled quorum shall have no powers to amend the constitution or terminate the office bearers of the Society.
8.2.9. Suitable dignity and decorum shall be maintained by all those attending on the floor of the General Body Meeting.
8.3. REQUISITIONED MEETING
8.3.1 These meetings shall be called by the President on receipt of authentic, signed requisitions for the meeting specifying the purpose, by not less than one-third of the members with rights of membership.
8.3.2. Such a meeting shall be called within 28 days of the receipt of the proper requisition.
8.3.3. Requisitioned General Body Meeting shall be in quorum where atleast 40% of the members with rights attend.
8.3.4. Suitable dignity and decorum shall be maintained by all those attending on the floor of the requisitioned meeting.
8.4. EXTRA-ORDINARY GENERAL BODY MEETING
8.4.1. At short notice an EXTRAORDINARY General Body Meeting can be called by the President at his discretion.
8.4.2. Suitable dignity and decorum shall be maintained by all those attending on the floor of the meeting.
8.5. GUEST LECTURES
8.5.1. In addition to the regular monthly meeting the Society shall also arrange guest lectures on specific request of various departments of the Institute.
9. BEST PAPER AWARDS
9.1 The society shall award "best paper award" in each of the three categories as indicated below, from among the papers that are presented in the monthly meetings during the year.
Category A: Short communications like case reports (Exclusively for Residents only)
Category B: Papers based on research in clinical basic sciences.
Category C: Papers based on innovations of new techniques in clinical or laboratory practice.
9.2 At the time of presentation in the meeting, a score will be given to each paper by three judges.
9.3 The judges should not themselves be authors of the papers being scored.
9.4 All papers for which the full text has been submitted will be judged for the ' best paper award".
9.5 These papers shall be judged separately by a panel of judges constituted from among the members of the Society.
9.6. The' best paper award' will be presented by the Guest Orator after the Annual Guest Oration.
10. ORATIONS
10.1. There shall be three Annual Orations of the society during the course of the year as follows:
a. Annual Guest Oration
b. Annual Faculty Oration
c. Annual Alumni Oration
The orators will be chosen as follows:
10.2. ANNUAL GUEST ORATION
10.2.1 The Annual Guest Oration will be normally held in the month of July/August.
10.2.2. The Executive Committee will call for nomination from all members.
10.2.3. The orator should be a person of eminence in the scientific field with demonstrated contribution to scientific education/research.
10.2.4 In case of more than one nomination the name of the orator will be finalised by the Executive Committee who will duly invite the orator officially.
10.2.5. In case no nominations are received, the Executive Committee can on its own finalise the name of the Orator.
10.2.6. The Annual Guest Oration will be followed by the annual contributory dinner on the same day, open to all members of the Society and their guests.
10.3. ANNUAL FACULTY ORATION
10.3.1 Nominations for the oration shall be called by the Executive Committee from all members of the Society. The following criteria will be applied for choosing the Orator
a. The work being presented should have been done in JIPMER.
b. It should have been published in indexed journals. (Reprints should be sent along with the nomination
c. The nominations should be approved by a Credentials Committee which should be set up by the Executive Committee.
d. All other things being equal, seniority will be the deciding criteria for selection.
e. Members who have delivered this oration shall not be considered again.
10.4. ANNUAL ALUMNI ORATION
10.4.1 The JIPMER Alumni Association shall nominate the orator of its choice from@among the alumnus.
11. EXECUTIVE COMMITTEE
11.1 The Executive Committee shall hold office at the pleasure of the General Body of the Society for a period of one year, until the next Executive Committee takes charge.
11.2 The meetings of the Executive Committee may be held as and when required and shall be presided over by the President or the Vice President.
11.3 Six of the twelve members of the Executive Committee shall constitute the quorum for all the Executive Committee Meetings.
11.4. The Executive Committee Meeting may be requisitioned by the President or by at least 4 members of the Executive Committee in writing, specifying the purpose of the meeting.
11.5 On such requisitions, the meeting of the Executive Committee shall be held within 15 days of the receipt of the requisition and after giving due notice of the meeting seven days in advance.
11.6 Decisions on policy shall be by a simple majority vote. The President shall have a casting vote in all meetings of the Executive Committee.
11.7 In the absence of the President, his authority, powers and responsibility shall devolve on the Vice-President.
12. ADMINISTRATIVE RESPONSIBILITIES
12,1 The day-to-day administrative responsibility shall rest with the Secretary of the Society under control of the President acting on behalf of the Executive Committee.
13. FINANCIAL RESPONSIBILITIES
13.1 All financial responsibilities of the Society shall rest with the Treasurer under control of the President acting on behalf of the Executive Committee.
13.2. All expenses incurred by the Treasurer shall be subject to the approval of the Executive Committee.
14. CHANGES TO THE CONSTITUTION
14.1 The clauses of the Constitution, or of the entire Constitution in force may be nullified or amended only at the Annual General Body Meeting in quorum and passed by a two-third majority vote of the members present and voting.
14.2 Notice of such amendments and alterations shall be submitted at least 15 days in advance before the meeting to the Secretary who shall circulate the same to all the members one week before the meeting.
15. DISSOLUTION
15.1 The Society may dissolve itself by two-third majority decision of the General Body, duly notified and present in full quorum.
15.2 All the sums in the accounts of the Society residual after expenditure for such dissolution and after clearing all the outstanding dues of the Society upto the date of dissolution, if any, shall be disposed of and disbursed as specifically decided by a simple majority vote of the General Body which voted for the dissolution.