Draft Amended Rules and Regulations
of the
The Indian Academy of Cytologists
(Draft prepared by Dr.M.Balaraman Nair, on authorisation by the EC and GB.
and submitted to the Secretary Dr. Pinto in April 2006, for circulation and necessary action, so that the draft can be discussed at the next annual conference in a special meeting convened for this purpose.
Part I Memorandum of Academy
Part II. Constitution and Rules
Part III. Byelaws
Part I
Memorandum of academy
(This statement is not included in the rules and bye-laws. It is for the consideration of the Executive Council. The IAC should be registered as Charitable Society to avoid inviting income tax, as has been done by IAPM)
The Academy shall be called ‘The Indian Academy of Cytologists’ here-in after called ‘The IAC’ and shall be registered as a Charitable Society, for the attainment of its objectives. There shall be an elected and or constitutionally valid Executive Committee here in after called the EC. All the members present at a meeting other than that of the EC, shall be the General Body, here in after called the G.B.
Objectives:-
1. to promote and advance knowledge in Cytology and allied subjects, to promote public health and play an important role in the control of Cancer and other diseases in which Cytology has a role to play.
2. to promote research and encourage members to publish articles in the subject.
3. to consider and express its views on all questions and Laws pertaining to the practice of cytology and its techniques.
4. to effect purchase, take on lease or otherwise, acquire, hold, manage, let, sell, exchange and or mortgage any of its movable and or immovable properties of every description and of all rights and privileges necessary and convenient for the purposes of the IAC, in particular any land, buildings, furniture house-hold and other effects, utensils, books, news-papers, periodicals, instruments, fittings, appliances, apparatus, conveyance, accommodation and such other items as and when deemed necessary, in the interests of the IAC.
5. to collect subscriptions, donations and raise money by such manner and methods as the IAC may think fit and ethical for the purposes of the IAC.
6. to invest any money of The IAC, not immediately needed, in any manner approved by the EC (Executive Committee) and approved by the GB (General body)
7. to do all such things and acts as are cognate with the indent and objectives of the IAC.
8. to coordinate activities of the IAC with those of other organisations of similar nature and intention.
9. to seek assistance from International agencies and National bodies as well as the State and Central Government, to promote the activities of the IAC.
10. to promote activities for making use of the expertise of the IAC for relevant public service activities such as education and promotion of health.
11. to conduct Annual Conferences and CME programmes, as and when the GB decides, to publish such proceedings, Journals, News letters and other publications decided by the EC and approved by the GB.
12. to maintain liaison with other Scientific organizations of objectives acceptable to the IAC.
13. to secure, operate and maintain funds from sources approved by the Executive Council (EC)/ GB, always keeping up the ethical principles.
14. to promote and assist research activities in Cytology and allied subjects.
15. to undertake any activities for the promotion and welfare of the IAC approved by the Executive Council and the GB.
(State Chapters. Each State can have a State chapter of the IAC, with the approval of the EC. These Chapters will have the same rules and regulations of the parent body. No new rules or regulations can made without the approval of the parent body. The EC reserves the right to cancel the continuation of any Chapter, for indulging in activities against the interests of IAC. Only members of the IAC can become members of the Chapter and shall pay the fees prescribed by the Chapter).
Part II
Constitution of the Academy
Office bearers.
1. President.
2. President elect.
3. Honorary Secretory.
4. Honorary treasurer.
5. Hon. Editor of the Journal and other publications (will be assisted by an Editorial Board, nominated by the Editor and approved by the EC).
6. A member elected by the GB.
7. Local organizing Secretary.
8. Chapter chairperson or representative.
9. All past Presidents shall be Honorary members with no voting rights.
The EC shall be a continuous body.
Election of office bearers All the members of the Executive Council shall be elected. Application for standing for election to any post shall be obtained from the Secretary and shall be returned in the prescribed time. Each nominee for election to any post, shall be proposed by a member of minimum of three years of continuous membership and seconded by another member. The date and time of election will be announced by the Honorary Secretary.
Duties and responsibilities of office bearers
The president
Shall preside over, all ordinary and or special meetings of the IAC and EC regulating the procedure.
The President with the assistance of the EC will be responsible for the day to day administration of the IAC.
The President shall have a casting vote in situations of an equal division of votes.
The term of office of a person as President shall be for one year, unless he is removed for any reason by the EC and or GB. He or she is not eligible to stand for election in the immediately succeeding year.
The President - elect
The President-elect will automatically become the president, when the term of the elected president is over.
President for a meeting. The President-elect shall preside over the meetings and other functions in the absence of the president or on authorisation by the President. If the President-elect also is absent, the EC or GB can elect at that time, any other eligible member.
The Honorary Secretary Is elected from among the members, who has a continuous membership of IAC for three years.
Shall be in the office for a continuous period of three years.
Shall be in charge of the Head Quarters under the guidance of the President and the EC.
Shall function as the Secretary of all the meetings, record the minutes of all the meetings of the Councils, is responsible for maintaining the records of the IAC and will be
responsible for the day to day administration of the IAC under the guidance of the President and the EC.
The records may be maintained in the electronic media.
Shall be responsible for all accounts in collaboration with the Hon. Treasurer.
Pass bills for payment on approval of the President and the EC.
Shall prepare the annual budget to be presented to the EC and the GB.
Shall be eligible for re election for another term.
Shall organise and help organise the meetings of the EC, GB, all conferences, CMEs,
Workshops etc. in collaboration with the organizing secretary of the Annual Conference.
Shall be ex-officio member off all meetings and act as the secretary.
Shall assist the Editor in all official publications of the IAC.
Shall initiate all steps for the for the smooth running of the affairs of IAC and for its
advancement.
Shall continue in the office till the next appointed Secretary relieves him or her.
Hon. Treasurer
Is elected as per rules and regulations.
Will hold the office for period of three years.
(Preference to be given for a candidate from the same place as the Hon. Secretory, for administrative convenience).
All accounts shall be operated through a Nationalised Bank only.
Shall be responsible for maintaining and operating the Accounts of the IAC.
Shall carry on all financial transactions through cheques signed by both Secretory and the treasurer.
Shall assist the Secretory in preparing and presenting the annual budget to the EC and GB.
Shall get the accounts audited by approved auditors to be presented before the EC and GB.
To take necessary steps to get the tax benefits to the IAC.
To advice the EC regarding the profitable deposits and investments of the funds of the IAC.
Hon. Editor
Shall be responsible for the regular publication of the Journal and all other publications of the IAC.
Shall make every effort to maintain the standards of the publications and make
every effort secure enough funds by ethical means, to maintain all publications on no loss basis.
Shall arrange distribution of the all the necessary publications and journals to the eligible members. No defaulter is eligible to receive the journal.
Shall maintain the accounts of the Editor’s Office.
Shall submit the annual accounts to the EC through the Secretary.
Shall choose referees for the articles etc. submitted by members for publication in the Journal or presentation in conferences if necessary and get them evaluated before publishing them.
The Executive Committee
The E.C. shall be a continuous body.
There shall be eight members in the EC, of which six are elected by the GB,
from among the members as per the rules and regulations, the President,
President-elect, Past Presidents, ( no voting rights),Chapter nominee if any, Secretary and the Treasurer.
The term of office of the members is one year except that of the Secretary, President-elect and the past Presidents. The Hon. Secretary and the treasurer shall continue for two years. A member can stand for election for a second term. A member of the EC can be removed by the President with the approval of the EC, for valid reasons, after the approval of the GB. In case any such member is removed from the post, the post shall remain vacant till the next term. .
Powers of the EC
To make regulations which become effective after the approval of GB. the IAC and its publications. Appoint subcommittees including Disciplinary and Ethics Committees which shall report their findings to the EC. Responsible for the day to day functioning of the IAC, with the assistance of the
Secretary and the Treasurer.
Represent to the Government, courts or other bodies which involve the
interests The IAC and its members.
Consider applications for membership or resignations of members, take
disciplinary action on members and or staff appointed by the EC, subject to the
approval of the GB.
Write off whole or in part any of the unrealisable arrears of membership fees or
other dues outstanding against the IAC, to be approved by the GB.
To appoint or dismiss staff or employees of the IAC.
Sanction TA and Or DA as per the existing rules of eligibility.
The functioning of the EC shall be as per the constitution which is the ultimate
guide and the decisions of the GB shall be final.
All decisions shall be taken by consensus. If any disagreement arises it shall be
decided by voting. The President shall have a casting vote.
The EC is empowered to take decisions on behalf of the GB on all matters
concerning the IAC, as and when required, to be ratified in the GB later.
Annual meeting of the EC shall ordinarily be held a day before the Annual
Conference and the GB.
The TA, DA and sitting fee of office bearers or participants, in an official
meeting..
may be sanctioned by the EC, as per the Central Government rules or as decided
by the GB..
Members participating in official functions approved by the EC, are eligible
for a sitting fee approved by the EC and decided earlier.
Meetings of the IAC. There are three types of meetings,
1. The annual meeting. Shall be convened as decided in the previous GB. The date and place will be decided by the Organising Secretary in consultation with the EC.
2. Special Meeting As in the case of amendment of the constitution or removal or appointment of an office bearer when an unexpected vacancy arises.
3. Requisition meeting. When more than 1/ 3 of the current members request in writing. The request shall be sent to the Secretary, showing the reason and the Agenda. The Secretary ion consultation with the EC will decide the place and date of such meeting, if the EC approves such convening. Two thirds of the members who request for such meeting, will be the quorum.
Affiliation of the Academy. In the interests of the IAC, the EC can decide to affiliate or to be affiliated to any other Scientific body of similar interest and objectives after approval of the GB.
Amendments to the Rules. Regulations and or bye-laws shall be made at a meeting convened specially for that purpose. The proposed amendments shall reach the secretary at least 4 months before the date of the special meeting to be convened for that purpose. The amendments shall be circulated to the members of the EC. Notice shall be given at least two months before the special meeting. The special meeting can be held on the same date of the Annual Conference, before the GB. The amendments shall come in to force only after the approval of the GB if necessary by voting with a majority of 3/4th of the members present.
Part III.
BYE –LAWS.
The EC shall meet once a year at least, before the Annual Conference, to enable the EC to present decisions to the GB, for approval.
The IAC will consist of :-
Membership of the IAC.
Is open to all Medical graduates, Post graduates and to others who hold qualifications recognized by the Executive Council of IAC and who are indulged in the practice of cytology. Applications in the prescribed form (obtained from the Secretary) should be sent to the EC through the Secretary. On approval by the EC and GB, the membership fee shall be paid to become a member of the IAC, from the date of acceptance of the fee.
The terms and conditions for awarding honorary membership will be decided by the EC from time to time and approved by the GB.
The membership fee for the current year for ordinary members is ….. and for overseas applicants ………. The overseas members shall pay the membership fee only in the foreign currency of the respective country of the applicant.
Applications may be rejected by the EC without assigning any reasons, subject to approval of the GB.
An applicant becomes a member only after approval by the EC and the GB. Therefore an applicant becomes a member only after the approval of the next GB. The membership fee need be paid only after approval by the GB and shall be paid as DD from a Nationalized Bank recognised by the IAC. Since the EC meetings are ordinarily held once a year, the membership becomes valid from that period only.
The year of the academy shall be from 1st of April to 31st March of the succeeding year ( financial year) for purposes of accounting.
Privileges of Membership.
A member is eligible to attend and participate in all the annual meetings, CME and other academic activities, either as a delegate or as a faculty or both after fulfilling the conditions and on payment of the prescribed fee, if any. The payment of any concessions, remunerations or other facilities like free accommodation, to faculty members including the foreign faculty, will be decided by the EC.
Payment of each years of membership fee shall entitle that member for all the privileges of membership of the IAC. The membership of succeeding year shall be paid on or before the Annual Meeting.
The membership fee of the Chapters will be will be decided by the chapters.
Every member, other than Honorary members, possesses the right to stand for election to eligible posts and vote in the election. The privilege to stand for election and or to vote is subject to the up-to-date payment of the membership fee and any other dues to IAC. The member shall have no disqualification to vote or stand for election.
The Honorary members will be elected by the EC on application and on payment of the prescribed one time fee if any. They are eligible to get all publications including the Journal, on payment of the additional fee prescribed by the EC. The EC can terminate the honorary membership for legitimate reasons on approval by the GB.
Any member of three years of continuous membership can propose a person for honorary membership. The EC will scrutinize the credentials and recommend the name to the GB. A person becomes an honorary member only on approval by the GB. There shall be only ten honorary members at one time.
Life members. A person becomes a life member after completion of five years of continuous membership, on application to the EC through the Secretary and on payment of the prescribed fee after approval by the EC and the GB.
Fellows.
This a matter to be discussed by the GB. An Indian College of Cytologists
(ICC) may be instituted on the lines of the ICP.
Fellowship may be awarded to deserving members, as recommended by the EC. This
is a policy matter to be discussed in the GB and if approved this also may be
included in the regulations).
Overseas-members. Over-seas personals can become members of
IAC, if otherwise they satisfy the conditions of membership. The membership fee
has to be paid in the currency of the state where they are practicing, as per
rules of foreign exchange.
Associate members. All Postgraduates in Cytology and allied subjects recognised by the EC, can become an associate member on payment of the prescribed fee and on production of a certificate to that effect from the Head of the Department or Institutional head. Their associate membership will terminate on termination of the course and on obtaining the PG degree or diploma. After this they can apply for full time membership
Each member should contribute positively, to the progress of the IAC and maintain the highest ethical standards in the practice of our profession.
Termination of membership.
2. if there are any disciplinary proceedings or disqualification against the
member.
3. if any member indulges in any activity causing disrepute to the IAC
4. If a member withdraws voluntarily, subject to the approval of the EC and on clearing all the dues to the IAC.
5. the renewal of membership shall be done only after approval by the EC and GB
and on payment of all pending dfues, if any, from the date of termination of
membership and after fulfilling other conditions prescribed by EC.
General procedure of the meetings.
The agenda for meetings shall be prepared by the Secretary and if necessary circulated early to the concerned members.
The minutes of each meeting shall be prepared by the Secretary to be presented
for approval of the EC and the GB.
No resolutions or decisions made at a meeting and adopted or approved shall be reconsidered either before 12 months have passed, unless 1/3 of the members of the EC or 30 ordinary members request in writing.
The Chairperson of any meeting may adjourn the meeting if deemed necessary or if there is no quorum. In case there is no quorum the chairperson if found necessary reconvene the meeting after five minutes.
In special meetings no matter other than the agenda shall be considered.
The quorum for any meeting shall be 2/3 of the members present for that meeting.
The Journal committee. The elected Editor can have an Editorial board of three additional members nominated by him and approved by the EC. They shall be members of the IAC.
Funds Theunds for publication and circulation of the Journal shall be from:-.
1. Membership fees and contributions from members.
2. Donations of Chapters and well wishers provided the contributions are ethically correct.
3. Income generated by the Journal including advertisements.
4. Subscriptions from affiliated organisations.
5. Income from any other source considered ethically acceptable to IAC.
6. Income accrued from deposits.
7. Donations from organisers of Annual Conferences of IAC.
The funds of IAC shall be operated through a Nationalised
Bank approved by the EC, through of the IAC.
Expenses.
The EC shall operate the accounts through the treasurer and provide sufficient funds for publishing the Journal, News letters and other publications, ballot papers etc. The EC is also empowered to finance research, conferences, award of prizes of any form and for such purposes the EC may decide to finance, for furtherance of the IAC.
Election of Office Bearers. The election to the various offices, including that of the Secretary, shall be conducted by the Secretary as per bye-laws and the results published. The President elect may assist the Secretary for the smooth conduct of the elections and for counting votes.
The elections may be conducted during the Annual Conference and the quorum for the election is 2/3 of the persons attending the Annual Conference.
Elections by voting through secret ballot, if ever the GB decides, can be conducted by the Secretary by calling for nominations supported by two members of the IAC of whom one should have a continuous membership of three years. The election can be conducted through secret postal ballot completed at least two months before the Annual GB and the results should be announced in the GB
.( The possibility of conducting the election by secret ballot during the GB may be considered. This will avoid unnecessary expenditure of Postal ballot).
The decisions necessary for the conduct of the election can be made by the EC if and when needed.
The Annual Conferences may be held in places decided by the GB, generally on invitation from the members or member organisations.
(Should the host organisation give part of the profit if any, to the IAC.? )
The Annual statutory meeting of the EC and other Committees, if needed, can be held at the place of the Annual Conference, before the GB, to finalise the matters to be presented to the GB for approval.
The prizes and other honours can be given during the Annual Conference.
Annual Orations shall be held during the Annual Conference. The Secretary shall be responsible for the above proceedings. new orations, awards and competitions.
New Orations prizes and or awards may be accepted only if the annual income accrued is sufficient for the conduct of these. The Amount to be provided for each new Oration shall be decided by the EC on the basis of the Bank interest rates prevailing at that time. The EC may propose the name of an Orator to the GB for approval.
( Include all the existing Orations etc and the present rules for conducting them in this space of the draft)
Special guest lectures.
All the expenses of the Guest lectures shall be met by the host, organizing the Annual Conference.
Auditors. All the accounts of the IAC shall be audited by a competent, registered Chartered Accountant, nominated by the EC.
ANY AMENDMENTS TO THE RULES, REGULATIONS, MEMORANDA AND BYE-LAWS OF THE IAC WILL COME INTO FORCE ONLY AFTER APPROVAL OF THE EC AND GB.
THE CONSTITUTION AND THE GB SHALL BE THE FINAL DECISION MAKING AUTHORITY.
NO DECISION CAN BE MADE AGAINST THE CONSTITUTION UNLESS IT IS FIRST AMENDED.
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