INDIAN ACADEMY OF ECHOCARDIOGRAPHY
( Registered with the Registrar of Societies , Delhi vide No. S- 33301 )
CONSTITUTION |
ARTICLE I Name:
The name of the Academy shall be “Indian Academy of Echocardiography “, hereinafter called as Academy
ARTICLE II Headquarters of the Academy:
The headquarters of the academy, for efficient functioning, shall be at Delhi, the present registered address being:
C-1/16, Ashok Vihar, Phase-2
Delhi- 110 052
ARTICLE III Aims and Objectives
Aims and objectives for which the academy is established are as follows: |
- To encourage and advance the knowledge, study and practice of echocardiography
- To promote research and stimulate interest in echocardiography by encouraging teaching and training programs at various centers by seminars, conferences and publication of books, periodicals, pamphlets, magazines or any other literature relating to the science of echocardiography
- To formulate guidelines for training in echocardiography
- To liase and cooperate with any other association or individual that has, either in part or in entirety, objectives similar to those of the Academy
- To raise money or legacy of moveable property either with or without conditions to promote the objectives of the academy. All income of the Academy shall be utilized and invested in a manner as the Academy deems fit
- To construct, maintain or alter any building, rooms or other structures occupied by the Academy
- To engage individuals as may be found necessary or convenient for the conduct and management of the affairs of the academy
- To organize branches of the Academy for promoting all or any of the objectives of the Academy
- To do all such other acts as may be necessary, incidental, conducive or convenient to the attainment of above objectives or any of them
ARTICLE V Application for Membership
(a) Request for membership
Request for membership shall be made on forms prescribed by the general secretary and obtained from the headquarters. These will be scrutinized and approved by the credential committee comprising of the President, Vice President and General Secretary. The application forms, original and in triplicate, shall be accompanied by documentary evidence of eligibility and prescribed fees
(b) Membership Fee
( i ) Life Member : One time payment of Rs. 5000 /-
( ii ) Technician : One time payment of Rs. 4000 /-
( iii ) Associate Member : One time payment of Rs. 5000 /-
( iv ) Corporate Member : One time payment of Rs. 1,00000 /-
( c ) Register of Membership
A register of membership containing their names, postal addresses, e-mail address, relevant telephone and fax numbers shall be maintained by the joint secretary at the headquarters. A CD of the same will be provided to the general secretary. Any change in the address shall be notified to the HQ. A complete list of the members with their addresses shall be circulated to all members once in four years
ARTICLE VI: Privileges of Membership
( a ) Life Members
The members shall have the privilege to attend and take part in all the general meetings, conferences, lectures, discussions and demonstrations. They would also receive a free copy of the scientific publications.. They can propose or second any application for membership of academy
( b ) Associate Members
They have all the privileges as in Article V1 (a) but cannot apply for any post in the executive committee.
( c ) Corporate Members
A representative of each corporate membership would be on a special technical committee of the Academy. This committee would actively interact with the academy in the research and newer developments in echocardiography and its related equipment. They would be actively involved in various educational activities of the academy.
( d ) Termination of Membership
If the conduct of any member, as deemed by the executive committee, is prejudicial to the interest of the academy or who deprives the academy of its rightful money may be requested to resign from the academy. This should be approved by 2/3 majority of the members of the executive committee after the member has been given proper opportunity to defend himself. Such action of the executive committee is subject to ratification by not less than 2/3 rd of members of the general body of the academy.
ARTICLE VII: Executive Committee
A: The executive committee shall consist of the following office bearers:
President : 1
President – Elect : 1
Vice – President : 1
Hon. General Secretary : 1
Hon. Joint Secretary : 1 (From Headquarters)
Treasurer : 1 Nominated by Secretary
Editor : 1
Members : 9
Immediate Past President : 1
Immediate Past Secretary : 1
Permanent Invitees : All Past Presidents
B. Duties of Office Bearers of Executive Committee
President
The President shall be nominated annually from amongst the members of the academy and should have a standing of at least 8 years in the academy and should have previously served for at least 2 years on the executive committee. He shall hold office for a term of one year. He shall not be eligible as president for more than one term. He shall preside over the meetings of the executive committee and general body and regulate the proceedings. He shall guide the activities of the academy and further the aims and objectives of the academy. In his absence the vice-president shall officiate for him, failing which a member nominated at the meeting shall perform his duties.
President – Elect
The President-Elect shall be nominated from amongst the members of the academy and should have a standing of at least 8 years in the academy. He should have previously served for at least 2 years on the executive committee. He shall hold office for one year as President-Elect and shall automatically become the President following year.
Vice – President
The Vice-President shall be nominated from the members of the academy and shall have a standing of at least 6 years in the academy and have previously served for at least 2 years on the executive committee. His term will be for 2 years and is eligible for a maximum of 2 terms. In the absence of the President, he shall perform the duties of the President.
General Secretary
The General Secretary shall be nominated from the members of the academy and should have a standing of at least 6 years in the academy. The secretary shall hold term for 2 years. No person shall be secretary for more than one term, unless approved by executive committee under exceptional circumstances.
Subject to the control and regulation of the executive committee, the secretary will be responsible for carrying out the decisions of the executive committee and the affairs of the academy as laid down in the constitution. In particular, the secretary shall:
- Convene meetings of the executive committee whenever necessary or called upon to do so
- Have administrative control over the affairs of the academy
- Keep accurate minutes of all the meetings of the academy
- Guide the joint secretary of all the correspondence in relation to the academy
- Prepare annual report of the academy
- Be responsible for all documents and other assets of the academy
- Shall perform all such duties as are incidental to the office
Honorary Joint Secretary
The tenure of the Joint Secretary will be for 3 years. He will work under the directions of the president and general secretary. In the absence of secretary, he shall carry out duties of the secretary
He shall perform the following duties:
- He shall be fully responsible for proper functioning of the headquarters
- He shall be responsible for maintenance of all documents and other assets of the academy
- He shall be responsible for maintaining the register of the members in various categories of the membership
- He shall maintain a record of all correspondence from HQ
- He shall maintain the accounts of membership fees received and be responsible for transferring the money to the treasurer
- He shall take the directions from the general secretary on any important correspondence and decision making process
- Shall perform any other duty as are incidental to that office
Treasurer
The treasurer shall be elected for a term of 2 years. The treasurer shall receive all moneys relating to the academy and deposit them in respective accounts in banks to the credit of an account kept in the name of the academy.
The treasurer shall:
- Collect all dues to the academy and pay in all amount into the banking accounts of the academy
- Make disbursements within the limits of the annual budget and maintain vouchers and records of all such disbursements
- Make monthly disbursement to the joint secretary as decided by the executive committee
- The balance sheet, accounts and audited report shall be submitted at the time of annual meeting of the executive committee and the general body
- Any change of office bearers should be notified to the banks as per banking laws
- All cheques will be jointly signed by the treasurer and the secretary / president
Editor
The editor of the journal of the academy shall hold office for a period of 4 years. He should have a standing of 6 years in the academy and served on the executive committee for a minimum term of 2 years. He should have published minimum 3 full length articles as first author in indexed journals. He shall be an active participant in the academic activities of the academy. He shall be responsible for all the publications of the academy. He shall bring out at least 3 issues of the journal every year, and a midterm news letter. He shall be assisted by an editorial board nominated by him. The editor and the editorial board shall be under overall guidance of the executive committee. For publication of the journal, a financial help will be provided up to Rs. 2.0 lacs annually by the executive committee in the form of contribution by the organizing secretary of the annual conference and the interest of fixed deposits. Balance money will be raised by the editor. He shall operate a separate account for all publications. The annual report, balance sheet and audited accounts shall be presented at the meeting of the executive committee and later at the annual general body meeting Powers and Functions of the Executive Committee.
The management of the academy shall be vested in the executive committee, who in addition to the powers by these rules expressly conferred upon them may exercise all such powers and do all such acts and things, as may be exercised or done by the academy and are not hereby or by law expressed directly or required to be exercised or done by the academy in general body meeting.
Without prejudice to the general powers hereby conferred, the executive committee shall have the following powers, that is to say, power:
(a) Executive committee shall direct and regulate the general affairs of the academy and shall, subject to confirmation at a general body meeting, have power to frame rules and bye-laws for the conduct of business at meetings and conference of the academy.
(b) The executive committee shall have the power to form sub committees as and when necessary
(c) The executive committee shall meet at such times as may be necessary for transacting the business of the academy. At least one meeting will be held at the time of annual conference before the annual general meeting. The notice of such a meeting shall be dispatched to each member of the committee at least 3 weeks before the meeting
( d ) The secretary shall call for a meeting of the executive committee with the consent of the president if a special meeting is requested in writing by not less than 6 members of the committer
(e) Quorum for the executive committee meeting shall be 6 members of the committee. If there is no quorum within 10 minutes at the time when meeting is called, the meeting concerned upon the requisition of the members under (d) shall stand dissolved and in any other case shall stand adjourned for 10 minutes in the same place. At such in an adjourned meeting, members may transact the business for which the meeting was called
( f ) The executive committee may appoint or dismiss such staff as may be found necessary to manage the work efficiently
( g ) To borrow and secure the payment of any sum or sums of money for the purpose of the academy
( h ) To institute, conduct, defend, compound or abandon any legal proceedings by or against the academy
( i ) To acquire by purchase, lease or otherwise, for the academy, rights or privileges which the academy is authorized to acquire at any such price and generally on such terms and conditions as they may think fit
( k ) To direct the secretary to carry out the general affairs of the academy
( l ) The executive committee shall ordinarily function for two years or till the new executive committee duly formed will take over
( m ) It shall guide the activities of the editor and the editorial board
ARTICLE VIII Nomination Office – Bearers of Executive Committee
The nomination of the new executive committee members will be made every two years. The recommendation will be made by the outgoing executive committee and approved in GBM. The criteria of nomination will be the credentials of the member based on his /her seniority and academic contribution to the IAE.
ARTICLE IX General Body Meeting (GBM)
(A) The GBM will be held every year at the time of Annual Conference. The day, time and venue will be fixed by the executive committee. The notice and the agenda for the GBM shall be posted by the HQ at least 30 days in advance of the date fixed for the meeting. The business to be transacted at the Annual General Body Meeting shall be :
- Apologies
- Condolences
- To receive and adopt the annual report of the academy and the journal for the past year
- Minutes of the last Annual General Body Meeting
- Matters arising out of the minutes
- To receive and adopt the audited accounts of the academy and the journal
- To declare the nominations of the new office bearers of the executive committee
- To appoint an auditor and fix up his remuneration
- To decide the venue of the of the annual conference of next two years and appoint chairman and secretary of the organizing committee
- To transact such other business as should or may be brought up at GBM
- Consider any other business brought forward by and with the consent of the President
- Installation of office bearers.
B: Special General Body Meeting
A special general body meeting may be called by the secretary if :
(i) Requisition is made in writing by at least 10% of the valid members of the academy
( ii ) Authorized by the executive committee to discuss the emergency agendum
C : Quorum of General Body Meetings
50 members shall form the quorum for a general body meeting. If at the time appointed for the general body meeting there is no quorum, the meeting shall stand adjourned for 5 minutes at the very same time and place of the meeting. After this the meeting shall start. The quorum for a special general body meeting under (B) shall comprise of 25 members
ARTICLE X Executive Committee Meeting
The committee, initially, shall meet once a year during the annual conference. The notice of the meeting shall be dispatched to each individual member of the committee at least 3 weeks before the meeting. Statement of accounts of the academy and the journal shall be placed in the meeting. The agenda of the meeting will be made in consultation with the President.
Quorum of the Committee Meeting: 6 members shall form a quorum at a meeting of the executive committee. In case there is no quorum an adjourned meeting will be held at the same place on the same day 5 minutes later
ARTICLE XI Branches of the Academy
For furthering the aims and objectives of the academy, branches may be formed in any city, where there are at least 15 valid members of the academy. This shall have the approval of the executive committee.
Guidelines for the branches
( i ) there shall not be more than one branch in any city
( ii ) the branches shall be called by the name of the area ( e.g. Chennai Branch )
( iii ) the branches in any state can have their own academic meetings
and may also form a state branch
( iv ) all branches ( city & state ) shall be under the administrative control of the parent body and shall be governed by the constitution of the academy. However they may adopt their own constitution in accordance with the constitution of the academy for their day to day functioning. Each branch should be registered with the registrar of societies.
( v ) Membership of the academy is mandatory to become a member of the branch
( vi ) Branches shall enjoy complete financial autonomy with regards to the funds collected by them. Each branch should have its own bank account , PAN, TDS number and 80 G certificate
( vii ) A branch must submit yearly an audited account and its academic activities to the parent body. Based on these the best branch, as decided in the general body meeting, will be honored.
( viii) the branches may organize National or International Conferences. 30% of the profit must be paid to the central office of the academy. The academy is not liable to help with any losses incurred by the sponsored conferences. Proper decorum has to be maintained by inviting the president and general secretary of the academy to such conferences.
ARTICLE XII Conferences
( i ) An annual scientific conference shall be held every year by the academy
( ii ) The scientific program will earlier be scrutinized by the scientific council of the academy, chaired by the President- Elect
( iii ) The audited financial statement of the annual conference shall be submitted to the executive committee and the next general body
Norms for the organizing secretary for the annual conference of academy
- Title: The title of the conference will be “Annual International Conference of Indian Academy of Echocardiography”
- Venue: The venue will be decided by the local organizing committee. However the following criteria are advised (a) the main hall should have a seating capacity of about 700 delegates. One smaller hall should be available for any parallel session, if need arises (b) sufficient space should be available for registration and trade exhibition booths. It should be ensured that exhibition area is easily accessible and so strategically placed that it is well attended by the delegates (c) the venue should have an easy accessibility with sufficient parking space (d) adequate space should be available for catering within the conference venue.
- Timing of the Conference: The conference should preferably be held in the month of September. It should be ensured that the dates do not clash with any other major conference.
- Registration Fees: The various categories of registration fees will be decided by the local organizing committee and approved by the Executive Committee of the IAE. All members of the executive committee and past presidents of IAE will be provided with complimentary registration. It is preferable that the faculty be also provided with complimentary registration, but can be decided by the organizing committee.
- Publicizing the Conference: The conference should be publicized one year prior to the conference (a) first information circular should be placed in the delegate bags of the previous years annual conference of CSI so that it is publicized beyond the members of the IAE (b) every issue of the Journal of Indian Academy of Echocardiography will have a full page information circular (c) information of the conference should be provided in every issue of the Indian Heart Journal (d) local organizing committee has the discretion of publicizing the conference, by any other means, in their state or elsewhere (e) separate information circulars will be sent to all the members of IAE
- Sponsorship: It isnot mandatory for the organizing secretary to provide airfare to the faculty and the executive committee members. However it is on the discretion of the local organizing committee. As a normal protocol, the President, President – Elect and Secretary of IAE should be provided with airfare.
- Accommodation: The executive committee members and past presidents will be provided with complimentary hotel accommodation. The type of accommodation is on the sole discretion of the organizing secretary but should be a decent one.
- Seating arrangement on the Dias during Inauguration: Chief Guest should be in the centre and on each side – President of IAE & Chairman of the Organizing Committee will be seated. Next to them will be the Organizing Secretary and the President – Elect either side. The secretary will be seated next to President-Elect. If any other VIP is invited then he will be seated next to the Chief Guest.
- Organizing Secretary,s Share: The organizing secretary will contribute Rs. Two Lacs towards the IAE. This fund is partly utilized for the Journal of IAE and the HQ office.
- Scientific Council: The scientific council will be chaired by President of IAE. The other members will be President – Elect, Secretary of IAE, Organizing Secretary and two Past Presidents of IAE by rotation. A tentative scientific program will be circulated to all members of IAE, by the organizing secretary, by end of August of the previous year. The final scientific program will be placed in the delegate bag of the preceding CSI conference and circulated to all members of IAE by end of December. One copy of the Scientific Program should be sent to Head of the Departments of Cardiology / Medicine of all medical colleges for their own information and for the department staff. The scientific council chair will have frequent interaction with the organizing secretary.
- Oration & Awards: The following are the details of these special events (a) Bijoy K, Khandheria Presidential Lecture (b) Navin C Nanda Oration ( c) Natesa G. Pandian Oration (d) Young Investigator Award by RNT Medical College, Udaipur (e) Natesa G Pandian Medal for Best Case Presentation. The Secretary of IAE will liase with the Organizing Secretary, well in advance, about the certificate and the medal.
- Accreditation Test: The HQ IAE will inform the organizing secretary one month before the conference so that suitable arrangements can be made
- Fellowship Function: The fellowship to selected members of IAE will be given during the inaugural function. HQ IAE will inform the organizing secretary who will make arrangement for the gowns. Details of the fellowship awardees will be communicated to the organizing secretary four weeks in advance.
- Executive Committee Meeting: The meeting of the executive committee of IAE will be held in the afternoon of the first or second day of the conference. The organizing secretary will make necessary arrangement to seat 25 members.
- General Body Meeting: The GBM will be held on the same day the EC meeting is held, after the scientific sessions are over. It will be held in the main hall of the conference.
- Audio-visual arrangements: All modern audio-visual facilities will be made available, Management of timing is extremely important to make the scientific sessions a success The duration of lectures will be monitored by a timer located at a suitable place on the dais which the speaker can clearly see. Moreover an auto- shut off system of presentation may be installed, which will automatically shut off the presentation after the allotted time and a slide mentioning” your time is over” is automatically projected and the speaker can conclude his talk. .
- The organizing secretary is the most important link in the success of the conference. As such a frequent interaction with him is very desirable.
- The guidelines to the speakers and chairpersons shall be sent as and when their involvement is communicated. Stress will be placed on strict maintenance of timing to ensure smooth running of the scientific program
- The accounts of the conference should be audited by an accredited chartered accountant at the local level. The audited account should be submitted to HQ within 8 months of the conclusion of the conference and placed before the executive committee. Finally the accounts shall be submitted to the General body for approval.
ARTICLE XIII Subsections of the Academy
For furthering the aims of the academy it shall encourage the formation of subsections hereinafter, called councils of the academy. These councils will comprise of one convener and 3 members. Their term shall be for 2 years. They shall be nominated by the executive committee considering their expertise and interests. Such members should have taken interest in their field and also participated actively in the academic affairs of the academy
ARTICLE XIV Credential Committee
The credential committee will consist of President, President- Elect and the Hon. General Secretary. The tenure of office will be 2 years, the year being counted from the annual general meeting. The committee shall scrutinize all applications for membership and fellowship and send their recommendations to the HQ prior to final approval by the executive committee
ARTICLE XV Awards & Orations Committee
The committee will consist of President, President- Elect, Hon. General Secretary, Immediate Past President and one Past President by rotation. The committee will decide about suitable person to deliver the oration
ARTICLE XVI Endowment Fund
The academy shall maintain endowment funds. All moneys received from life membership fees, corporate members, donation, gifts, legacies, proceeds from the conferences and other sources thought appropriate by the executive committee shall be invested in separate endowment funds which shall constitute the principal of the academy. The principal itself shall not be used unless, under unusual circumstances, approved in the general body meeting. However the income from this source is to be used primarily for furthering the aims and objectives of the academy or other expenses thought fit by the executive committee. For meeting day to day expenses of the HQ, 25% of the share of the contribution of the organizing secretary will be transferred to the savings bank account of the HQ. Rest of the 75% shall be utilized for the journal of the academy. Any other money collected will be put in a fixed deposit account
ARTICLE XVII Amendment and Repeal
The members of the general body meeting shall have the power to add, vary or repeal any of the provisions in the constitution and the procedure shall be as follows:
Notification of the proposal of any amendment must be sent to the general secretary of the academy. If approved by the executive committee, it will be placed before the annual general meeting, when it will be discussed. The motion shall be approved and passed only if it obtains at least 2 / 3 majority at the general body meeting. If approved as above, the changes become active forthwith. The secretary shall circulate the approved amendment.
Certificate
Certified that it is the correct copy of the Rules and Regulations of the Academy
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President Secretary Treasurer
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