October 2008

Internal Bylaws

Updates December 2004 December 2005 May 2005 November 2005 February 2006 September 2006 February 2007 October 2007 February 2008 October 2008

www.ssscairo.org

October 2008

Index

INDEX

Item Page

1. General Regulations 2

1.1. Name of the organization 2

1.2. Status 2

1.3. Mission Statement 2

1.4. Constitution and Bylaws 2

1.5. Logo 2

1.6. Supervision. 3

1.7. Communication. 3

1.8. The SSS headquarters. 3

2.Members 3

2.1. General 3

2.2. Candidate members 4

2.3. Associate members 5

2.4. Full members 5

2.5. Honorary Life Membership 5

3. General Assembly Meetings 6

3.1. General 6

3.2. Invitations 7

3.3. Agenda 7

4. Procedures of meetings 7

4.1. General 7

4.2. Participants and Observers 8

4.3. Chair 8

4.4. Constitution Credential Committee 8

4.5. Voting Rights 9

4.6. Roll Call and Voting Cards 9

4.7. Motion and Debate 9

4.8. Point of Order 11

4.9. Point of Information 11

4.10. Procedural Motion 11

4.11. Voting 12

4.12. Elections 13

4.13. Minutes 14

4.14. Reports 14

5. Amendments to the Constitution and bylaws 14

5.1 Amendments to the constitution 15

5.2. Amendments to the Bylaws 16

Item Page

6.3. Resignation of Officials 17

6.4. Suspension and removal of Officials 17

6.5. Replacement of vacant Official positions 18

6.6. Tasks 19

6.7. The Publications Support Division 20

6.8. Regulations for TOM’s 21

6.9. Overruling a Team of officials’ decision by the General Assembly 22

7. Standing Committees 22

7.1. General 22

7.2. Creation, changes and dissolution 23

7.3. Standing Committee Meetings 23

7.4. Standing Committee Assistants 23

8. Projects 23

8.1. SSS Projects 23

8.2. Regulations for the project proposal 24

8.3. Reporting 24

8.4. Project Promotion 24

9. Task Forces 25

9.1. General 25

9.2. Activities 25

9.3. Dissolution 25

10. Finances 26

10.1. General 26

10.2. Regulations for the SSS Budget 26

10.3. Financial Management 26

10.4. Supervision of finances 27

11. External relations 28

11.1. IFMSA Egypt and IFMSA 28

11.2. Official relationships 28

11.3. Liaison Officers 28

12. Exchange & International trav-eling opportunities 29

12.1. General 29

12.2. Exchange Officers 30

6. Team of Officials 16

6.1. General 16

6.2. Handover 17

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1.1. Name of the organization 1.1.1. The official name of the

organization is: Students' Scientific Society – Kasr Al Ainy

1.1.2. Recognized translation of this name is:

قصر العينى –الجمعية العلمية الطالبية 1.1.3. The only abbreviation recognized is

“SSS”. 1.1.4. The use of the organization’s

name, initials or logo is strictly prohibited in political or religious media under any circumstances.

1.2. Status 1.2.1. SSS is officially recognized as a

scientific society by the administration of Kasr Al Ainy Faculty of Medicine – Cairo University since 1968. SSS does not belong to the students' union or follow its activities by any means.

1.2.2. SSS is a member in the International Federation of Medical Students Association - Egypt (IFMSA-Egypt) which is a member of the International Federation of Medical Students' Association (IFMSA).

1.3. Mission Statement 1.3.1. The SSS mission is to offer future

physicians a comprehensive introduction to global health issues. Through the opportunities it offers, it develops culturally sensitive students of medicine, intent on influencing the transnational inequalities that shape the health of our planet. It sets the suitable atmosphere that qualifies them to be interactive medical students in their faculty and professional, skillful contributors to the welfare of their community.

1.3.2. The activities that take place through SSS are scientific, cultural

and/or social activities, with no religious, racial or political backgrounds.

1.3.3. SSS is a non-profit society and does not offer financial income to its members.

1.3.4. The detailed mission and goals of SSS are attached as an annex to the constitution.

1.4. Constitution and Bylaws 1.4.1. SSS shall be governed by its

Constitution and Bylaws. 1.4.2. The Constitution is the highest law

of SSS. The Constitution shall never be suspended. The constitution is registered at the Cairo University Administration and a stamped copy of it must always be available in the SSS archives.

1.4.3. The Bylaws regulate the practical internal management of SSS.

1.4.4. Whenever “he” is mentioned in the Constitution or Bylaws, this implies on both males and females.

1.5. Logo 1.5.1. The official logo of SSS is the logo

shown below.

1.5.2. Only the official logo of SSS can be

used. Changes in lay-out or any other additions are not allowed.

1.5.3. The official logo can only be used by Team of Officials and members only after informing the Team of

1. General Regulations

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officials. 1.6. Supervision: 1.6.1. All SSS activities taking place

inside the faculty must be approved by the SSS supervisor and the faculty administration.

1.6.2. The team of officials is in charge of issuing the official approvals for the different SSS activities.

1.6.3. The team of officials is the sole authorized body to communicate with the official faculty administrators and/or the supervisor using the name of SSS.

1.6.4. The items controlling the supervisor’s selection and job description are stated in the SSS constitution and cannot be amended or suspended by other than the General Assembly’s 2/3 majority.

1.7. Communication:

1.7.1. The online group of members is the official mean of communication between all the members.

1.7.2. All calls, announcements, candidatures, invitations to meetings and invitation to General Assemblies are done through the official online group.

1.7.3. All members shall inform the VPI about any changes in their contact information; any failure of communication is their own responsibility.

1.7.4. The official website for the SSS is www.ssscairo.org.

1.8. The SSS headquarters: 1.8.1. The SSS headquarters are the

responsibility of all the members and shall not be left unattended at anytime.

1.8.2. Permanent possession of the SSS headquarters keys is restricted to

the team of officials. 1.8.3. Political, racial or religious

discussions are not allowed within the vicinity of the SSS headquarters at any time.

2.1. General 2.1.1. Only full, candidate and associate

members shall participate in SSS activities. Observers are permitted at SSS meetings and events.

2.1.2. A member of SSS is a medical student who can either be a full, candidate, or associate member of the SSS.

2.1.3. SSS members are all medical students in the Kasr El Ainy medical school or in their period as house officers.

2.1.4. Full and associate members must pay an annual membership fee to the SSS:

a. The amount shall be determined by the General

Assembly in accordance with the proposed budget and recommendations of the treasurer.

b. In case a full or an associate member didn’t pay the annual membership fees, before the General Assembly, his membership will be put on hold and will not gain his membership upgrade rights till he pays the annual fees.

c. Any member can pay his late annual fees at any time of the year, restoring his upgrade rights.

d. When the member pays his annual fees he must be given a receipt from the treasurer, and the receipts must be shown to the chair before having the voting cards in the ordinary or extraordinary General Assembly meetings.

2.1.5. All members are free to resign

2. Members

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from SSS by sending a written notice to the VPI:

a. During a period of a month all the debts and the commitments of the resigned member must be fulfilled.

b. During this one month period, the resigning member has to meet with the team of officials to discuss the reason(s) of resignation. Otherwise the resignation will be invalid.

c. The resigning member may withdraw his resignation during this period.

d. Once the resignation is valid the team of officials must inform all members about the resignation of the member, and reason(s) of this resignation

2.1.6. In case of major damage or insubordination to the SSS constitution and bylaws and/or internal protocols, the team of officials may appoint a task force to investigate the issue and, may decide to suspend this member from his rights after reviewing the task force’s report. The decision of the task force is valid and must be applied till the adoption by the upcoming general assembly.

2.2. Candidate members: 2.2.1. All medical students or house

officers from the Kasr El Ainy Medical School are entitled to apply for SSS candidate membership.

2.2.2. Students wishing to apply for candidate membership are to apply for SSS membership via the website (www.ssscairo.org) before the deadline announced on the website.

2.2.3. Membership applications are considered invalid in the following conditions:

a. If the application was not submitted online before the specified deadline.

b. If any of the required

information is missing. c. If no valid email is

provided. d. If the applicant has been

degraded from a previous SSS membership for reasons of theft, fraud or unethical conduct.

2.2.4. Candidate members are selected by personal interview following the protocol selected by the team of officials and applied by the VPI.

2.2.5. Accepted candidate members are informed by the acceptance by the VPI.

2.2.6. Candidate members are temporary members for a trial period.

2.2.7. Candidate members are accepted 2 times per year following each Ordinary General Assembly meeting.

2.2.8. Candidate members have the right to participate in the various SSS activities without having major responsibilities.

2.2.9. Candidate members do not pay membership fees.

2.2.10. Candidate members are allowed to attend General Assembly meetings without voting or candidature rights.

2.2.11. Candidate members are not allowed to the general permanent members’ mailing list.

2.2.12. After 2 month of candidate membership, upgrade to the state of Associate member may be decided by the team of officials upon presentation of a motivation and involvement concerning each member by the VPI.

2.2.13. Members who failed to earn their membership status upgrade or maintain their candidate membership after 1 year are no more considered candidates but have the right to apply for the membership again. .

2.2.14. During the candidate membership period, orientation about SSS and

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motivation to work in SSS is to be carried out by the entire team of officials and especially the VPI.

2.2.15. Candidate members should be aware of the basics of SSS as soon as they got accepted as candidate members and before they get involved in SSS work.

2.3. Associate members: 2.3.1. Associate membership is granted

by the team of officials after 2 month of active candidate membership.

2.3.2. Associate members have proposing and speech rights in general assembly meetings, but do not possess voting or candidature right.

2.3.3. Associate members are allowed to participate in all SSS activities and to assume responsibilities.

2.3.4. Associate members must pay half the amount of the membership fees before any upgrade to their membership status.

2.4. Full members: 2.4.1. Full membership can obtained at

least half a year after the accepted membership.

2.4.2. Full membership is granted to all full and associate members who surpass the minimal participation level as defined by the team of officials and evaluated by the VPI upon reports from the different team of officials’ members and project coordinators over his preceding half year.

2.4.3. Every full member has one voting right during the general assemblies and in case of equal votes, the vote of the team of officials is the one adopted.

2.4.4. Full members have proposing right, voting right and the right of being project coordinators.

2.4.5. Full members may candidate for official posts a half year after they’ve obtained their full

membership. 2.4.6. Full members can be suspended

from their rights by a team of officials’ decision adopted by the general assembly in case of insubordination to the SSS constitution, bylaws, or general protocol or in case of deliberate damage to SSS. This is to be done by appointing a task force of members chosen by an online poll. The task force just investigates the case

. 2.5. Honorary Life Membership 2.5.1. Only individuals can become

Honorary Life Members. 2.5.2. The General Assembly can elect

Honorary Life Members. The status shall be granted to persons who have greatly contributed to the achievements and aims of SSS. A motion must be submitted to elect a person for Honorary Life Membership. Voting will be done by

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ballot and candidate shall be elected with the 50% majority.

2.5.3. Nominations for Honorary Life Membership must reach the secretary general at least 1 month before the general assembly and shall be sent out to all full members at least 2 weeks before the general assembly. Nomination should include:

a. Name of the candidate for honorary life membership

b. Contact information of that person.

c. Petition signed by at least five full and/or associate members announcing their support for the candidate for Honorary Life Membership.

2.5.4. Honorary Life Members shall be invited to SSS meetings and events by the Team of Officials without having candidature or voting rights.

2.5.5. Honorary Life Members shall not pay membership fees.

2.5.6. If the honorary member has violated the Constitution or Bylaws or when he has done considerable harm to SSS, the honorary life membership can be taken away from him. This requires formation of a taskforce for investigations. The taskforce can suspend the honorary life member. Such a decision is effective until adoption in the following General Assembly Meeting. 2.5.7. The names of the Honorary Life

Members of SSS shall be attached in a list to the SSS Constitutions and Bylaws as an annex. The Secretary General is responsible to update this list.

3.1. General 3.1.1. The General Assembly is composed

of all members of the SSS. It is the highest authority and decision making body of the Society. Every full member has one vote at the General Assembly meetings. The other categories of members are admitted to the meeting but have no voting rights.

3.1.2. Official invitations for General Assembly meetings have to be sent out to all members, including the candidate members, the associate members and the Honorary Life Members, at least one month in advance by the Team of Officials.

3.1.3. Meetings of the General Assembly of SSS are held twice a year. One General Assembly Meeting shall commence within September. The second General Assembly Meeting shall commence within February. Any exceptions to this bylaw regarding the commencing of the General Assembly Meetings can be decided by the Team of Officials between two General Assemblies to be held within a two week margin before or after the General assemblies original date.

3.1.4. The President of SSS & or the Team of Officials is entitled to call for extra ordinary General Assembly. Invitations have to be sent out to all members, including the candidate members, the associate members and the Honorary Life Members, at least one week in advance by the Team of Officials.

3.1.5. If half of the full members + 1 agree upon the necessity of an extraordinary meeting of the General Assembly, it must be arranged by sending the requests to hold the General Assembly to the Secretary General.

3.1.6. The authority which can call for the extraordinary general assembly is

3. General Assembly Meetings

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the only one with the right to cancel it.

3.1.7. Whenever a General Assembly is mentioned in the bylaws it means Ordinary or Extraordinary unless stated other

wise concerning description of ordinary or Extraordinary General Assembly

3.2. Invitations

3.2.1. The General Secretary must send out invitations and provisional agendas for General Assembly meetings to all Members, Officials and official relations invited by the team of officials after the call for the GA.

3.2.2 The official pathway for sending invitations is through the official online group of all the members.

3.2.3. Invitations shall include: a. The provisional agenda and

time schedule for the General Assembly Meeting.

b. Membership regulations. c. A list of all candidatures for

Team of Officials positions and events when it applies.

3.3. Agenda 3.3.1. The General Assembly meetings

agenda shall non-exclusively include:

a. Opening b. Introduction of all Team of

Officials. c. Election of the Constitution

Credential Committee. d. Adoption of the agenda. e. Adoption of the previous

meeting’s minutes. f. Adoption of changes of status

of Members. g. Adoption of all reports of Team

of Officials and SSS Projects. h. Adoption of the financial report

of the Team of Officials. i. Changes to the Constitution

and Bylaws.

j. Changes to the status (opening and closing) of the Standing Committees, Support Divisions and Task Forces.

k. Adoption of the reports of the Task Forces.

l. Any other business. m. Closure of the meeting.

3.3.2. The following items shall be included in the agenda of General Assemblies that have elections:

a. Presentation of candidatures for SSS Official Positions.

b. Election of the SSS official positions.

3.3.3. The following item shall be included in the agenda of the Septemeber General Assembly.

a. Adoption of next year’s budget. 4.1. General 4.1.1. Half of all full members with voting rights shall form a quorum. 4.1.2. If the quorum was not fulfilled

during the first hour of the General Assembly, then the quorum becomes 20% of all full members. And if the Quorum was not fulfilled at all, then the General Assembly is postponed to another date to be set by the Team of Officials.

4.1.3. Smoking or consumption of alcoholic beverages is prohibited during formal meetings of SSS.

4.1.4. Breaks: There will be breaks upon request of the Chair or a full member with voting rights. Such a request must be followed by the agreement of the majority of

4. Procedures of Meetings

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participants. 4.1.5. Adjournment: The Chairperson can

decide upon adjournment of the meeting. If the chair fails to adjourn the meeting, any delegate can suggest the adjournment of the meeting through a procedural motion.

4.2. Participants and Observers 4.2.1. Registration. All participants and

observers have to register themselves and pay their membership fees to the Treasurer before the start of the General Assembly.

4.2.2. Participants in General Assembly meetings are:

a. Full members. b. Associate members. c. Candidate members. d. Honorary Life Members

4.2.3. Observers in General Assembly Meetings are:

a. Supervisor b. Invited guests c. External advisor

The participation of persons of 4.2.3 b and c must be approved by the Team of Officials.

4.2.4. Speaking rights: All participants and observers have speaking rights during General Assembly Meetings according to the meeting’s regulations.

4.2.5. Proposing rights: Only participants have proposing rights during General Assembly Meetings.

4.3. Chair 4.3.1. The SSS President is the

chairperson of the General Assembly meetings.

4.3.2. The Secretary General shall assist the President in his work. The Secretary General shall take the Chair:

a. When requested by the President,

b. When the President is absent at the appointed

time for the opening of the meeting,

c. When the President is involved in the topic under discussion,

d. During the elections in which the President is a candidate,

e. When the President is removed through a “vote of no confidence”.

4.3.3. The Chairperson is responsible for the conduct of the meeting and for interpreting and giving his ruling on all matters of procedure, order, competency and relevancy, as stated in the Constitution and the Bylaws.

4.3.4. The Chair is responsible to inform the Members about the motions that are presented in the General Assembly meeting.

4.3.5. In the event that both the President and the Secretary General are absent by the appointed time for the opening of the meeting, one Member of the Team Of Officials shall take the Chair. This temporary Chairperson shall act until the President or Secretary General arrive at the meeting and take over the Chair.

4.3.6. To overrule a decision of the Chairperson a procedural motion to “Overrule the decision of the Chairperson” has to be passed. When the motion passes, the Chairperson shall reverse the ruling in question.

4.3.7. To remove the Chairperson a procedural motion of “No confidence in the Chair” has to be passed. When the motion passes the Chairperson shall immediately leave the Chair. In this case the Secretary General will become the Chairperson and if not present, a new Chairperson has to be elected from the Team Of Officials.

4.4. The Constitution Credential

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Committee “CCC” 4.4.1. The Constitution Credential

Committee is the advisory and reference body of all issues related to the interpretation of the Constitution and Bylaws of the SSS. It shall be the decision-making body when controversies in the interpretation of the SSS Constitution and Bylaws arise.

4.4.2. The Constitution Credential Committee has Three members. They should be full members who had voting rights at the previous General Assembly Meeting.

4.4.3. Election: The Constitution Credential Committee is elected at the beginning of the General Assembly by the full members that are present and have voting rights. Members of the Constitution Credential Committee must have participated in at least one previous General Assembly Meeting.

4.4.4. Tasks of the Constitution Credential Committee

a. Reviews whether motions and proposals contradict the Constitution and Bylaws. Motions and proposals that contradict the Constitution and Bylaws will fail immediately and will not be discussed.

b. Makes the final decision when disagreements in the interpretation of the Constitution and Bylaws arise

c. are responsible for counting the votes and informing the chair with the result.

4.4.5. To overrule a decision of the Constitution Credential Committee a procedural motion to “overrule the decision of the Constitution Credential Committee upon Constitutional controversies” has to be passed. When the procedural motion passes, the decision of the

Constitution Credential Committee will be reversed. If this concerns a proposal that had been refused by the Constitution Credential Committee, the proposal can be brought forward. If this concerns a proposal that had been allowed by the Constitution Credential Committee, the proposal will fail and not be discussed further.

4.5. Voting Rights 4.5.1. All full members who do not have

financial debts towards SSS can obtain voting rights during General Assembly Meetings.

4.5.2. Every full member with voting rights has one vote during voting.

4.6. Roll Call and Voting Cards 4.6.1. At the start of General Assembly,

the chair must do a roll call. All members with voting rights will be called to see if they are present. Official voting cards will be handed out to the members that are present. The results of the roll call will be recorded and incorporated in the minutes.

4.6.2. If any Member subsequently joins or leaves the session, they have to inform the Chair who will hand out or take back the voting card.

4.7. Motion and Debate 4.7.1. A written motion must be tabled

before debate is undertaken on a subject. Motions must be given to the Chair before the discussion.

4.7.2. All motions or alternative motions will be evaluated by the Constitution Credential Committee to ensure that the motions do not contradict the Constitution or Bylaws. If any contradiction is found, the motion will fail immediately.

4.7.3. The Chair shall decide when a tabled motion will be discussed. The Chair shall conduct the debate and decide upon the limitation of

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the discussion. 4.7.4. When a relevant motion is tabled,

the Chair shall read the motion. The proposer may briefly explain the purpose of the motion.

4.7.5. All motions, including the alternative motions, need a seconder. Any full member other than the proposer can second a motion. If no seconder is specified in the motion, the Chair shall ask for a seconder after the proposer explained the motion. If there is no seconder, the motion fails immediately.

4.7.6. The Chair shall ask if there are any questions to the proposer. If there are questions, the Chair shall make a speaker’s list and the discussion on the motion shall be opened. The proposer of the motion shall have the right to speak last before the closure of the discussion.

4.7.7. During the debate the speakers shall address the Chair. The Chair shall decide when a speaker gets the floor.

4.7.8. A motion or an alternative motion can only be withdrawn with the consent of both the proposer and the seconder. If only the proposer withdraws, the seconder automatically becomes proposer of the motion and another seconder needs to be found. In case that the proposer and the seconder withdraw at the same time the motion or the alternative motion fails immediately. In case the proposer withdraws before a seconder is found, then the motion or the alternative motion fails. From the time a seconder is found for an alternative motion then the alternative motion stands even in the case the original motion is withdrawn.

4.7.9. After the discussions have been closed and the Chair has announced to proceed to the vote, a motion can no longer be

withdrawn. 4.7.10. After the discussion is closed, the

Chair shall ask for amendments. An amendment can be submitted at this point.

4.7.11. In the case an amendment is proposed, the proposer of the amendment may briefly explain the amendment.

a. After this, the proposer of the original motion shall be asked if he accepts the amendment. If the proposer of the original motion accepts the amendment, then the seconder of the original motion shall be asked if he accepts the amendment. If both the proposer and seconder of the original motion accept the amendment, it shall be incorporated in the original motion.

b. If the seconder of the original motion does not accept the amendment, a new seconder has to be found. If a new seconder for the amended motion is not found, then the amended motion fails immediately.

c. After this the Chair shall ask if there are questions. If there are questions, the Chair shall make a speakers´ list and the discussion on the amended motion shall be opened. The proposer of the original motion shall have the right to speak last before the closure of the debate.

4.7.12. In the event of no or no further amendments, the Chairperson shall call for any direct negatives to the motion. Should no member give a direct negative to the motion, the motion passes nemo contra without further debate.

4.7.13. If there is a direct negative, the

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Chairperson shall call for an alternative motion. An alternative motion can be submitted at this point. The proposer of such an alternative motion shall speak before any discussion may begin. An alternative motion needs a seconder. If a seconder for the alternative motion is not found, the alternative motion fails immediately.

4.7.14. After the closure of debate, no withdrawal of motions is acceptable.

4.7.15. The Chairperson shall call the meeting to vote on the motion and the alternative motion.

4.7.16. A motion passes if: a. No member gives a direct

negative to the motion b. It reaches a simple majority

of votes c. It reaches a relative majority

of votes in case there is an alternative motion.

4.7.17. If a motion has not been seconded or has been defeated after voting, it shall not be reintroduced unless there is a procedural motion “The debate on a motion to be reopened”.

4.8. Point of Order 4.8.1. A point of order shall be concerned

with the enforcement of interpretations of the Constitution, Bylaws and policy statements of SSS.

4.8.2. A point of order shall take precedence over all other terms of address to the Chair and shall require the Chair immediately to allow the member to make his point of order.

4.8.3. In the event of any delegate using the point of order to make statements which are not directly related to the defined concern, he shall be called to order by the Chairperson.

4.8.4. In the event of a delegate being so

warned on three occasions during a General Assembly Meeting he shall lose the right to use the point of order for the rest of that Plenary Session.

4.9. Point of Information 4.9.1. A point of information TO

somebody shall be a brief fact that is of value and relevance at this moment to the current speaker or to the meeting as a whole. It can in no case be used to express a personal point of view.

4.9.2. A point of information FROM somebody serves to put a brief question to the current speaker or the meeting at large, which is relevant to the particular debate.

4.9.3. When a point of information is indicated to the Chairperson while a speaker is speaking, the Chairperson will ask the speaker whether he will accept the point of information.

4.9.4. In the event of the speaker refusing it, the Chairperson must make it as soon as the speaker has finished.

4.9.5. In the event of any member using the point of information to make statements that are not directly related to the defined concern of it, he shall be called to order by the Chairperson. In the event of a member being so warned on three occasions during a General Assembly Meeting he shall lose the right to use the point of information for the rest of that Plenary Session.

4.10. Procedural Motion 4.10.1. A procedural motion shall take

precedence over all terms of address to the Chair apart from points of order, but shall not carry the right of interrupting the current speaker or a voting procedure.

4.10.2. A procedural motion can be submitted at any time during a

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session. In the event of a procedural motion being proposed, the Chairperson shall after a brief introduction by the proposer ask for a seconder. If the motion is seconded, the Chairperson shall immediately put the procedural motion to a vote.

4.10.3. All procedural motions require a two-thirds majority.

4.10.4. In the event of a procedural motion being carried it shall be put into effect immediately.

4.10.5. The following motions shall constitute procedural motions:

a. To change the agenda. b. The meeting to be adjourned. c. The meeting to proceed

immediately to a vote. d. The meeting to proceed to

the next business. e. Consideration of present

motion to be postponed. f. The debate on a motion to be

reopened. g. The speakers’ list to be

reopened. h. Let the meeting take an

unofficial vote. i. Candidates for election leave

the hall during preliminary discussion.

j. To suspend a bylaw until the end of the General Assembly Meeting or until it will be resumed by the General Assembly.

k. To resume a bylaw that has been suspended.

l. A discussion not to be recorded in the minutes.

m. Overrule the decision the Chairperson.

n. No confidence in the Chair. o. Overrule the decisions of the

Constitution Credential Committee.

p. Observers must leave the room.

4.11. Voting

4.11.1. Decisions will be taken with a simple majority in cases of a single motion and relative majority in case of several motions, unless otherwise specified in the Constitution or Bylaws.

4.11.2. Majorities will be defined as follows:

a. Simple Majority: more votes IN FAVOUR than AGAINST. ABSTENTIONS do not count.

b. 50% majority (Absolute Majority) : more than 50% of all the votes IN FAVOUR. ABSTENTIONS do count.

c. Relative Majority: the proposal receiving the most votes carries. ABSTENTIONS do not count. In case there are more votes AGAINST than for any of the proposals, all proposals fail.

d. Two-thirds majority: The number of votes IN FAVOUR is at least the double of the number of votes AGAINST. ABSTENTIONS do not count.

4.11.3. Voting is done by raising the Voting Card. The Chair will call all members with voting rights and ask for their vote. When called, the members have to clearly raise their voting cards for the time necessary for the CCC to count all votes. After having called for the votes on every option available to vote upon, the Chair shall match the results with the registered number of members present at the General Assembly.

4.11.4. Voting during elections will be done by ballot, except for the election of Constitution Credential Committee. In addition, voting by ballot shall take place if requested by a full member with voting rights using a motion.

4.11.5. Voting by ballot is done by indicating the vote on ballot paper. Ballot paper should be signed and stamped by the Chair. The Chair

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will hand out the ballots to the members with voting rights. They have to write their vote on the ballot paper after which it has to be returned to the Chair. The CCC will count the votes. Before voting by ballot all observers have to leave the hall. During the voting by ballot the doors of the hall will be closed and nobody will be allowed to enter or leave the room. After the votes have been counted and before the results are announced, the doors will be opened again and observers are allowed to enter the room.

4.11.6. Ballots must always contain an option to vote for an ABSTENTION, and also an option to vote AGAINST all of the other options.

4.11.7. All ballot papers must be kept for archiving until the minutes of the General Assembly Meeting have been adopted.

4.11.8. In case of suspected fraud or mistakes, the Chair shall call for a re-vote.

4.12. Elections 4.12.1. Candidatures have to be

submitted before the deadline specified by the secretary general. Candidates should apply by giving the requested documents to the secretary general. The candidatures will be announced publicly.

4.12.2. If no candidatures are received by the deadline, it will be possible to extend the deadline for candidature for this position until two days before the day of the elections.

4.12.3. The Secretary General should send to the members a list of the candidatures

4.12.4. Candidates may run for only one Official position.

4.12.5. Candidates for SSS Officials have to provide the following documents:

a. A motivation letter. b. A curriculum vitae.

c. A provisional plan of action. 4.12.6. Candidates must give an oral

presentation before the elections. 4.12.7. Candidates will have a limited

time to present themselves. The speaking time includes audiovisual presentations.

a. President: 7 minutes speaking time and 4 minutes for questions.

b. Other Officials: 5 minutes speaking time and 3 minutes for questions

4.12.8. If there is more than one candidate for a position the order of presentations will be decided by the Chair through a lottery. During the presentation of the candidate, the other candidates for the same position have to leave the room.

4.12.9. Presentations and elections will be done in the following order:

a. Standing committee officers and Publications support division director

b. Treasurer, Secretary general and vice presidents

c. President. 4.12.10. The election will be done by

ballot. 4.12.11. All SSS Officials will be elected

with 50% majority (absolute majority).

4.12.12. If there is more than one candidate for a position and no candidate gains 50% majority there will be a second round. Only the two candidates with the highest number of votes in the first round will continue to the second round, where the candidate who gains relative majority will be elected.

4.12.13. If the two candidates gain the same number of votes in the second round , the newly elected team of officials will have the right to vote between them where the candidate who gains relative majority will be elected if the quorum of the new team of

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presentation. The oral presentation shall not contain any new information unless the secretary general has been notified, in order to add it to the original reports.

4.14.4. For all reports, a motion shall be

tabled to adopt the report. The motion shall be handled as described in the section “Motion and debate”.

4.14.5. In case a report of an Official is not adopted, the General Assembly

officials was fulfilled , and if the two candidates gain the same number of vote the casting vote will be drawn from a lottery performed by the chair

4.12.14. In case there is only one

candidate for a position who fails to gain 50% majority, the candidate will not be elected.

4.13. Minutes 4.13.1. Minutes have to be taken during

the General Assembly. Minutes should contain:

a. Name, date and venue of the session.

b. Time of opening, breaks and closure of the session.

c. The names of the Chairperson

d. The items on the agenda. e. The results of the roll calls. f. All motions and

amendments, including the number, the name of the proposer and seconder and the full text.

g. All decisions. h. The results of the voting

and elections.

i. The most important points of discussions.

4.13.2. The Secretary General is responsible for the production of the minutes.

4.13.3. The minutes should be handed to the Team of Officials after the meeting.

4.13.4. The minutes of the meeting should be presented to the supervisor before being presented to the members.

4.13.5. The Team Of Officials is responsible for the publication and distribution of the minutes to all the Members.

4.14. Reports 4.14.1. All reports shall be written. A

digital copy must be handed in to the secretary general before the specified deadline.

4.14.2. All reports shall include: a. the title of the report, b. the author of the report, c. the date of the report, d. the meeting for which the

report was written, e. the report itself.

4.14.3. If necessary, reports can be explained with an oral

5. Amendments to the Constitution and Bylaws

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will then propose further action to be taken.

4.14.6. In case a report of a committee, task force or any other group is not accepted, the report can be amended, changed or deleted by the General Assembly by separate motions.

4.14.7. All reports, accepted or not accepted, shall be attached to the minutes as annexes. Above the report shall be mentioned if the report was accepted or not.

5.1 Amendments to the constitution 5.1.1. Proposals for changes must be

submitted to the SSS secretary general at the latest one month before the September GA.

5.1.2. The SSS secretary general has to send the proposed changes to all full members at the latest 3 weeks before the GA.

5.1.3. Proposed changes not fulfilling these requirements cannot be voted upon by the General Assembly. Once a change to the Constitution has been proposed, no further amendments to that proposal may be submitted at any time.

5.1.4. The team of officials is responsible for acquiring advice from the supervisor or the supervisor and a lawyer concerning legal consequences of the proposed amendment. The team of officials

must present this advice to the General Assembly prior to the vote.

5.1.5. Proposed changes not fulfilling these requirements cannot be voted upon by the General Assembly.

5.1.6. Changes to the Constitution are voted upon by ballot.

5.1.7. Changes to the Constitution require a two-thirds majority.

5.1.8. Amendments to the Constitution will take effect immediately after the General Assembly unless otherwise specified in the proposal.

5.1.9. Any amendments to the Constitution shall be exclusively discussed and voted on under the point of the agenda “Amendments to the Constitution and Bylaws”. This point cannot be reopened during the same General Assembly Meeting.

5.1.10. Full members unable to attend the General Assembly Meeting can vote by proxy on amendments to the bylaws by handing the proxies combined with their voting wishes to the Secretary General. Proxies are considered invalid if any further amendment to or discussion of the point are opened in the GA.

5.1.11. The Secretary General is the only person allowed to hold the members’ proxies and incase of his absence it will be handed to and handled by the VPI.

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5.2. Amendments to the Bylaws 5.2.1. A proposal to change the Bylaws

must be submitted by e-mail to the Secretary General at the latest 3 weeks before each ordinary general assembly. The Secretary General has to send a compilation of all the received proposals by e-mail to the members 2 weeks before the opening day of the General Assembly Meeting.

5.2.2. Changes to the Bylaws require a simple majority. However, changes to chapter concerning ‘Procedures at Meetings’ require a two-thirds majority.

5.2.3. Changes to the Bylaws will take effect immediately after their adoption in the General Assembly unless otherwise specified in the proposal.

5.2.4. Any amendments to the Bylaws shall be exclusively discussed and voted on under the point of the agenda “Amendments to the Constitution and Bylaws”. This point cannot be reopened during the same General Assembly Meeting.

6.1. General 6.1.1. An SSS Official is any person

elected by the General Assembly, ordinary or extraordinary GA or appointed by the team of officials, as defined by the constitution.

6.1.2. An SSS Official must meet the following requirements at the time of application:

a. Be a medical student, or will not be graduated more than 6 months by the time his office term starts.

b. Be a Full Member. c. Have attended at least one

General Assembly Meeting as a full member; for candidates for the post of

president, at least two General Assembly Meetings as a full member .

d. Have basic knowledge of the structure, function and relations of SSS.

6.1.3. SSS Officials are: a. The president b. Secretary General c. The treasurer d. Vice President for External Affairs “VPE” e. Vice President for Internal Affairs “VPI” f. Local Exchange Officer, outgoing division “LEO-Outgoing” g. Local Exchange Officer, incoming division “LEO-Incoming” h. Local Officer On Medical Education “LOME” i. Local Public health Officer “LPO” j. Local Officer on Reproductive Health including AIDS “LORA” k. Standing committee on Child Health and Humanitarian Projects Officer "LCO" l. Publications Support Division Director

6.1.4. The Officials shall: a. Abide by the Constitution and Bylaws. b. Fulfill the described tasks of the appointed positions as specified in the Bylaws. c. Apply strategic and operational planning, execution control/monitoring/evaluation and project management standards and make an effort to fulfill his proposed plan of action. d. Make an effort to attend all Team of Officials Meetings. e. Send a report to the SSS Secretary General at the latest

6. Team of Officials

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one week before each ordinary GA. f. Provide information concerning his activities upon request to any other Officials of the SSS. g. Maintain regular communication with the SSS members and team of officials. h. Do efforts to make sure that the members are aware with their rights & duties stated by the bylaws

6.1.5. The managerial group (President, VPE, VPI, Secretary General and treasurer) is entitled to decide upon SSS matters related to membership, projects, finances, national and international policies and fundraising strategies. These decisions must be adopted in a team of officials meeting.

6.1.6. The Team of officials can delegate tasks to others. Any Team of officials member can propose to delegate one of his personal tasks to another person.

6.1.7 The president & /or the team of officials are entitled to call for a team of officials meeting

6.2. Handover: 6.2.1. The resigning/leaving official must

complete his handover to the following official/team of officials at most 2 weeks after the elections.

6.2.2. Failure of refusal of complete handover must be handled by the team of officials as non-abidance to the SSS bylaws.

6.3. Resignation of Officials: 6.3.1. In the event of the resignation of

an official, an extraordinary team of officials meeting must be held to discuss the reason(s) behind this resignation in the presence of the resigning official. Otherwise, the resignation is considered as invalid.

6.3.2. The supervisor must be notified of

the result of this meeting and handed a resignation letter signed by the resigning official explaining the reason(s) of resignation.

6.3.3. The resigned official is entitled to present the reason(s) behind his resignation to the official members’ mailing list.

6.3.4. The resigned official is entitled to a recommendation letter stating the post he was occupying and the period he was filling this post. The team of officials has the right to issue the recommendation letter or not .

6.3.5. The Team of officials is entitled to mention the official’s resignation in the recommendation letter.

6.4. Suspension and removal of

Officials 6.4.1. Officials shall be suspended from

their functions by the General Assembly for the following important reasons: a. Fraud b. Committing a criminal offence c. Malfunction of office d. Inability to fulfill duties e. Breaking the Constitution or

Bylaws f. Deliberately working against

Team of Officials or General Assembly decisions

g. Failing to communicate with the Team of officials

h. Refusing to report 6.4.2. Procedure for suspension of

Officials: a. Only SSS Officials or SSS full

members may issue a complaint for any action(s) taken by an SSS Official for the important reasons listed in the previous article (6.4.1.). The General Assembly or the Team of Officials will be in charge of creating a task force that is responsible for investigating such claims.

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b. In the event that the task force determines that an Official has committed the offences described in the previous article (6.4.1) the task force shall suspend that Official and must notify all other Officials and members of their findings within one week of their decision and their decision is valid and must be applied till the next ordinary general assembly

c. Any decision made by the task force to suspend or not to suspend an Official shall be voted upon at the next General Assembly Meeting. A two-thirds majority shall be required to remove or not to remove the Official from office. If such a majority is not reached the Official shall resume his functions.

6.4.3. Upon suspension of an Official, he shall return all funds allocated by the SSS to him as well as the headquarters keys in his possession, which have not been used at this moment. Furthermore he shall not receive any more reimbursements or be given further funding.

6.4.4. If the Official is to resume his function, the remaining money allocated will be returned to the Official.

6.4.5. If an Official is removed from office by the General Assembly, he can never again be elected or appointed as SSS Official.

6.4.6. If an Official is removed from office by the General Assembly, the Team of Officials shall write a letter explaining the removal. This letter shall be send to all SSS members. Furthermore the Team of Officials can decide to send this letter to any external relation, institution or person, with whom the removed Official has been in contact.

6.5. Replacement of vacant Official

positions 6.5.1. In the absence, suspension,

removal, resignation, or death of an elected SSS Official or non-elected official position, the Team of Officials must make a decision regarding the replacement of that Official. The Team of Officials may decide either to redistribute tasks amongst themselves, or to have a special election for that position at the next General Assembly meeting. This decision can only be made during a Team of Officials Meeting.

6.5.2. In the event that the Team of Officials takes the decision to have a special election for a vacant position at the next General Assembly Meeting, then the election may take place at either the February Meeting or the September Meeting. Candidates must fulfill all criteria for becoming an SSS Official. The elected candidate will assume office immediately upon election and will fulfill only the remainder of the current term.. During the interim period between when the vacancy is created and the new officer is elected, the Team of Officials may choose to appoint an interim officer to fulfill relevant responsibilities for the interim period.

6.5.3. Vacancy of specific Team of Officials positions. In the special instance of the suspension, removal, resignation, or death of a Team of Officials member, there shall be a right of ascension as follows:

a. The Sec Gen shall replace the President, in the event of the absence, suspension, removal, resignation, or death of the President. The Team of Officials must decide if this is to be an interim or

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permanent appointment. . b. The Vice-President for

Internal Affairs shall replace the Secretary-General/treasurer, in the event of the absence, suspension, removal, resignation, or death of the Secretary-General. The Executive Board must decide if this is to be an interim or permanent appointment.

c. If the Team of Officials decides to make an interim appointment as listed above, then the Team of Officials member granted the interim appointment must return to his original elected position at the next General Assembly Meeting. In this instance an election must be conducted to elect a permanent Team of Officials member for the vacant position at the next General Assembly meeting.

d. If the Team of Officials decides to make a permanent appointment as listed above, then the Team of Officials may decide either to have a special election for the vacant position at the next General Assembly Meeting, or to redistribute these tasks among themselves.

6.6. Tasks 6.6.1. President:

a. Chair the team of officials. b. Call for meetings of the Team of

Officials. c. Represent SSS on the national

and international levels and maintaining contacts.

d. Follows up and supports the activities of Team of Officials & maintaining the flow & harmony of work between the Team of

officials & doing an effort to resolve any problem arising & making sure that each official is getting his rights & fulfilling his duties

e. Develop short-and long-term strategies for the work and structure of IFMSA, especially in relation to national and international involvements.

f. Report on the status of the SSS on the national and international levels.

g. Is entitled to take the necessary decisions related to the work progress and the welfare of the society in cases of emergencies where the team of officials cannot be reached. These decisions must be adopted in a following team of officials meeting.

6.6.2. Secretary General: a. Be responsible of the

administration, correspondence and archives of SSS.

b. Produce the minutes of the Team of Officials meetings and General Assembly Meetings, and send them in due time to the members and the supervisor.

c. Update the Constitution and Bylaws with the changes decided upon the General Assembly.

d. Prepare and send out invitations, provisional agenda, and other relevant information concerning General Assembly Meetings.

e. In charge of the official relationships and documents with the faculty and university administrations.

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6.6.3. Treasurer: a. Be responsible for the financial

administration and bookkeeping of SSS.

b. Collect membership fees. c. Be responsible for the official

bank accounts of the SSS. d. Present an adequate report, as

decided by the Team of Officials, on the financial situation of SSS at every Team of Officials meeting.

e. Propose the budget of the next financial year to the General Assembly.

f. Present an annual financial report.

g. Review the budgets of all SSS projects and events.

h. Collects receipts received during his term and hands them over to the following official

6.6.4. Vice-President for Internal Affairs: a. Be responsible for the

development, recruitment and motivation of SSS members.

b. Be responsible for maintaining contact between the members and the Team of Officials.

c. Develop an annual evaluation procedure and subsequent needs assessment for full members.

d. Inform SSS members about their membership status upgrades.

e. Maintain an updated database of SSS members and alumni.

f. Prepares trainings for the members upon need.

6.6.5. Vice-President for External Affairs: a. Develop and implement

fundraising strategies for SSS. b. Be responsible for the public

relations and mass media contacts of SSS.

c. Be responsible for the development of promotional

material for SSS. d. Raise funds for SSS. e. Establish contacts with non-

member students and encourage them to join and participate in SSS activities.

f. Maintains the SSS corporate identity and quality standards of all its activities.

6.6.6. Standing Committee Officers: a. Represent SSS in the

corresponding committee’s field of work on national and international levels.

b. Represent the corresponding committee on the different electronic mailing lists.

c. Responsible for monitoring the corresponding standing committees work on the SSS level.

d. Must inform the team of officials the general assembly of any updates related to their standing committee.

e. Have the non-exclusive right to become the project coordinator of projects related to his committee

f. The Standing Committee officers can appoint assistants to help in the work of the Standing Committee.

g. The Standing Committee officer should be able to create a solid team for his committee & make sure that the experience gained is being passed from more experienced members to others & to guarantee a competent second line in the committee

6.7. The Publications Support

Division: 6.7.1. The Publications Support Division

Director is responsible for producing the SSS online and hard copy publications, including: the social publications, scientific publications, promotional publications and other press

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Releases and is responsible for maintaining the official website updated after collecting the materials from the team of officials.

6.7.2. The Director may appoint other persons to the Publications Support Division as needed to fulfill the tasks of the Publications Support Division.

6.7.3. Any appointed members work directly with the Director of the Publications Support Division. The Director of the Publications Support Division offers advice and technical expertise when needed and supervises the work. The SSS Director of the Publications Support Division also works to ensure the timely production and distribution of the publications.

6.7.4. Press releases: a. The SSS Publications Support

Division Director prepares press releases to commu-nicate newsworthy events through the media. These press releases are prepared on an as needed basis.

b. The Director of the Publications Support Division is the primary author of SSS press releases. All press releases must be submitted to the team of officials for final approval before being submitted to the media. The Director of the Publications Support Division may appoint other persons to assist in the task of writing press releases as needed.

6.8. Regulations for Team of officials meetings

6.8.1. The Team of officials shall meet at least once per month.

6.8.2. The quorum for a Team of officials meeting is the half the number of

Team of officials members plus 1. 6.8.3. Additional meetings to discuss any

other issues or projects are considered valid by the attendance of the Managerial group and the concerned official(s). Decisions taken are adopted by online voting or in the next team of officials meeting.

6.8.4. All Team of officials members have one vote at the Team of officials meeting.

6.8.5. All decisions in Team of officials meetings are taken with simple majority, and, in case of equal number of votes, the presidents vote is applied.

6.8.6. The Executive Board takes decisions with at least half of the present officials plus 1.

6.8.7. Executive Board members who are not present can submit written reports/updates in advance.

6.8.8. Participants of Team of Officials meeting are the SSS Officials.

6.8.9. Only the Team of Officials may allow observers to be present at Team of officials meetings.

6.8.10. Invited observers of Team of officials meeting can be:

a. SSS Members. b. Honorary Life Members c. Invited guests d. Members from organizations

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in an official relation with SSS e. External advisors

6.8.11. All participants have both speaking and proposing rights during the Team of officials meeting.

6.8.12. Observers have neither speaking nor proposing rights, unless given by the Team of officials.

6.9. Overruling a Team of officials’

decision by the General Assembly.

6.9.1. A decision of the Team of officials can be overruled by the General Assembly for the following important reasons:

a. When the decision will result in an illegal or criminal offence

b. When the decision violates the Constitution or Bylaws

c. When the decision violates decisions of the General Assembly

d. When the decision is beyond their mandate as specified in the Constitution or Bylaws

6.9.2. Procedure for overruling a Team of officials’ decision:

a. Any Full member of SSS may inform the General Assembly of any decision of the Team of Officials for the important reasons listed in the previous article (6.4.1.) The General Assembly may assign a task force that will then be responsible for investigating such claims.

b. In the event that the task force determines that the Team of officials has committed the offences described in the previous

article (6.4.1.), the task force shall overrule this decision and must notify all other members of their findings within one week of their decision.

c. Any decision by the task force to overrule or not to overrule a decision by the team of officials shall be voted upon at the next General Assembly Meeting. A two-thirds majority shall be required to overrule or not to overrule the decision of the team of officials. If such a majority is not reached the decision is reinstated.

7.1. General 7.1.1. A Standing Committee works to

benefit a specific field of interest. The activities of a Standing Committee shall be continuous.

7.1.2. A Standing Committee consists of a Standing Committee Officer and the medical students working in the fields of interest within SSS which are members of the Standing Committee.

7.1.3. SSS Standing Committees are: a. The Standing Committee On Medical Education (SCOME) b. The Standing Committee On Professional Exchange (SCOPE) c. The Standing Committee On Public Health (SCOPH) d. The Standing Committee On Reproductive health and AIDS (SCORA) e. The Standing Committee On Research Exchange (SCORE) f. The Standing Committee On Child Health and Humanitarian

7. Standing Committees

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Projects (SCOCH) 7.1.4. In order to regulate their practical

internal management, a Standing Committee can have internal working groups. The working groups have to comply with the Constitution and Bylaws of IFMSA. They are decided by the Standing

Committee officer. 7.2. Creation, changes and

dissolution 7.2.1. To create a Standing Committee of

SSS, a proposal to establish a Standing Committee must be written. At least five full members

8. Projects

must announce, in this proposal, their interest and active participation in the Standing Committee in question. The General Assembly will decide about this proposal with a two-thirds majority.

7.2.2. The General Assembly can decide to dissolve, change the activities, or change the name of a Standing Committee. Such a decision needs at least two-thirds majority.

7.3. Standing Committee Meetings 7.3.1. The Standing Committee meetings

are called for by the Standing Committee officer of the respective Standing Committee.

7.3.2. The objectives of a Standing Committee meeting are:

a. To run activities with concrete plans of action, co-ordination and working strategies.

b. To formulate policies by resolutions and declarations to be incorporated in the policy statements of SSS after decision by the General Assembly.

c. To report their activities back to the members.

7.4. Standing Committee Assistants 7.4.1. The Standing Committee Assistant

has to be a member of SSS. 7.4.2. The Standing Committee Assistant

cannot represent SSS in any way to externals without approval from the Standing committee officer.

8.1. SSS Projects 8.1.1. The term Projects refers to

activities in any field of interest of medical students within SSS principles, aims and policy statements. This includes Projects,

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Events, Workshops, Surveys, Networks and Campaigns.

8.1.2. Any full member of SSS can propose a project as candidate for SSS Endorsed Project.

8.1.3. The candidature may be sent to the team of officials by email at any time of the year. The candidature must include a proposal with the name of the Coordinator, executive summary, project objectives and methods.

8.1.4. The team of officials will review the project and will decide upon the endorsement and inform the members of the endorsement.

8.1.5. The project proposer that fails to receive the endorsement will be notified by the team of officials.

8.1.6. To keep the endorsement of the project the project coordinator has to deliver a periodic report. This must be sent to the secretary general in electronic format.

8.1.7. The team of officials or the General Assembly can decide to remove the endorsement from a project from proposal of any member or SSS Official. This calls for simple majority.

8.2. Regulations for the project

proposal 8.2.1. These items must be considered in

the written project proposal for new projects and events. They should be explained as clearly as possible:

a. Name of the project or event b. Name of Responsible member c. Coordinates of the project

coordinator. d. Details of any participating

organizations e. Executive summary f. Background and identification

of a problem, reasons and aims of the project

g. Methods h. Expected outcome i. Description of the evaluation

procedures j. Duration of project k. General plan of action l. Detailed plan of action for the

coming year m. General budget

8.3. Reporting 8.3.1. All reports have to be sent to the

General Secretariat in electronic format. Only in the case that project Coordinator has difficulties with electronic communication, the Coordinator can ask permission from the team of officials to submit reports on paper to the secretary general.

8.3.2. All SSS projects have to submit at least one report to the secretary general.

8.3.3. This report must include: a. Activities conducted after previous report if any, b. General financial status, c. Plan of action for the next period, d. Coordinator’s description of the status of the project, e. Problems faced and recommendations.

8.4. Project Promotion 8.4.1. The team of officials, particularly

the President, the Vice Presidents for Internal and External Affairs Publications support division director shall make the necessary efforts to promote the SSS projects.

8.4.2. There may be a designated space on the website (www.ssscairo.org) available for the promotion of all SSS Projects. Projects are allowed to have their own individual websites, but are encouraged to use the designated webspace on the SSS website.

8.4.3. SSS projects shall submit their data for the website to the Director of the publications Support Division, who is responsible for

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keeping this information at www.ssscairo.org up to date.

9.1. General 9.1.1. A Task Force is a group of people

working with a specific task for a limited period of time.

9.1.2. A Task Force can be formed by the General Assembly, team of officials or Standing Committees.

9.1.3. A Task Force is composed of volunteers wanting to participate in the solution of the problem at hand. External experts can be invited to participate in a Task Force.

9.2. Activities 9.2.1. Participants must appoint a

Coordinator among themselves. This Coordinator is responsible for creating and updating an address list of the participants. The Coordinator is responsible for

internal and external communication.

9.2.2. The Task Force has the mandate to create and develop products, prepare proposals and give advice on the specific issue.

9.2.3. The task force shall report its activities at to the team of officials and/or at General Assembly Meetings. The report shall be submitted to the Secretary General at the least one week before the General Assembly.

9.2.4. The Task Force has speaking rights during General Assembly Meetings.

during General Assembly Meetings. 9.3. Dissolution 9.3.1. The Task Force is dissolved when

9. Task Forces the task is completed or if no solution is

found. 9.3.2. The Task Force must present a

final report to the team of officials or the General Assembly stating all activities and results.

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10.1. General 10.1.1. The official SSS currency is the

Egyptian Pound (EP). 10.2. Regulations for the SSS General

Budget 10.2.1. The SSS General Budget includes

all income and expenses related to the management of SSS.

10.2.2. The Treasurer shall propose the SSS General Budget for the upcoming financial year to the General Assembly who will decide upon it during the September Meeting. The Treasurer shall send the proposed SSS budget to all SSS Members at the latest 2 weeks before the general assembly.

10.2.3. A budget must be adopted by the General Assembly.

10.2.4. In case the budget proposed by the Treasurer is not adopted, the Team of officials must consult the members and submit a new budget or amendments.

10.2.5. The budget shall include: a. Expenses:

i. Maintenance ii. Board expenses iii. Exchange iv. Annual Fees v. IFMSA meetings

support vi. Stationary and

printing vii. Publications and

promotion viii. Projects ix. Reserve x. Unexpected expenses

b. Income: i. Original cash ii. Membership fees iii. Summer and winter

schools profit iv. Exchange quota sales v. Exchange exam fees vi. Any debts vi. Unexpected income

10.2.6. Travel expenses exceeding the budget will not be refunded.

10.2.7. Expenses, which are not related to travel costs, can exceed the budget with no more than 25%.

10.2.8. Only in case the existence of IFMSA is threatened, the budget may be exceeded with more than 25% after a decision of the Team of Officials. The team of officials has to inform all the Members immediately when such a situation occurs.

10.3. Financial Management 10.3.1. Any expenses and expenditures

of SSS not directly allocated in the budget can be extracted from the “unexpected” item by:

a. The Treasurer. b. The Treasurer and the president. c. The team of officials.

The limit for the decisions on level A is 100 EP and for decision on level B is 300 EP. Expenses exceeding this amount must be decided at level C. In case of an urgent matter the Treasurer or the President may make decisions to the economic limits of level B. The team of officials must reconfirm such a decision as soon as possible.

10.3.2. All payments to SSS must be accompanied by the extraction of an official receipt signed by the

10. Finances

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treasurer. 10.3.3. To ensure the continuity of SSS,

the organization shall possess a reserve fund consisting of at least 10% of the total budget. The capital from the reserve fund can only be released with signatures of the complete Team of Officials.

10.3.4. Any SSS projects pays for itself. SSS projects can obtain financial support from the SSS budget if granted by the team of officials to be extracted from the “Projects” item.

10.3.5. Financial surplus. a. Financial surplus from any

occasional SSS activity shall be divided equally between the general budget of SSS and the budget of the relevant Standing Committee(s), projects, or specific functions that are currently operating.

b. Financial surplus from any occasional SSS activity not included in the SSS budget shall be added into the “unexpected income” item and transferred in total to the general SSS account.

c. Financial surplus from ongoing SSS activities shall remain in the budget of the ongoing activity.

10.3.6. It is possible for a maximum of 50% of the approved budget for a Standing Committee, project or task force to be paid in advance. The remaining part of the budget can be obtained once the advance has been accounted for.

10.4. Supervision of Finances 10.4.1. The team of officials shall provide

a detailed report of the current fi-nancial status within the minutes of the Team of Officials Meetings. With this report the Team of Offi-cials can provide their opinion on the financial status to the mem-bers.

10.4.2. The Treasurer must be able to present a detailed report about the financial status of SSS at all times.

10.4.3. The financial administration is open to be reviewed by all full SSS members upon request. The re-quested detailed report on the fi-nancial status shall be submitted no later than 3 weeks after the date of the request. date of the request.

10.4.4. SSS must have continuous inter-nal monitoring regarding finances by the SSS supervisor. The super-visor must receive a copy of all bank statements straight from the bank. This person has interference power when the budget is not re-spected.

10.4.5. The signature of both the supervi-sor and the treasurer are manda-tory for issuing official cheques from SSS.

10.4.6. The treasurer is allowed to pos-sess cash money not exceeding 500 LE for emergencies.

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11.1. IFMSA Egypt and IFMSA: 11.1.1. IFMSA Egypt and IFMSA relations

and communications is the absolute authority of the team of officials. Any communication or involvement in IFMSA Egypt and/or IFMSA must be preceded by the team of officials’ notification and within the limitations set by the team of officials.

11.1.2. Each team of officials’ member is responsible for representing SSS in the committee/field/ task that corresponds to his official position.

11.1.3. The SSS president is responsible for representation of SSS on national and international level and has the right to delegate other members of his selection to carry on this task.

11.1.4. Selection of the SSS candidates in officials’ posts in IFMSA Egypt or IFMSA is strictly the responsibility of the team of officials.

11.1.5. A support letter signed and stamped by the SSS President is mandatory before candidature to any national or international post

11.1.6. The team of officials possesses the right to withdraw the SSS support from SSS delegates in IFMSA Egypt and/or IFMSA upon damage to SSS welfare or non abidance to the SSS constitution and bylaws.

11.1.7. The team of officials is in charge of putting the selection protocol of the SSS delegations in national and international gatherings and meetings.

11.2. Official relationships: 11.2.1. Official relationships of the SSS

with other organizations shall be based on health, education, sci-ence, social and humanitarian af-fairs.

11.2.2. The decision to establish an offi-cial relation with another organiza-tion can be made by the team of officials and has to be approved by the General Assembly, or can be decided by the General Assembly and has to be pursued by the team of officials. In the case of a deci-sion to establish an official relation with another student organization, this should always be decided by the General Assembly and pursued by the team of officials. The final agreement with the other student organization has to be approved by the General , Assembly.

11.2.3. Organizations with an official rela-tionship to SSS may be invited as observers to the General Assem-blies.

11.2.4. Any communication or co-operation with an external organi-zation, institution or partner of SSS, either on behalf of SSS or concerning an official project of SSS, has to go through therelevant SSS team of officials members or must have the approval and the supervision of the SSS team of offi-cials.

11.3. Liaison Officers 11.3.1. The Team of Officials is entitled to appoint a Liaison Officer.

11. External relations

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12. Exchange and International traveling opportunities

12.1. General 12.1.1. Students Exchange is an

international opportunity offered to medical students to attend a scien-tific medical training for a limited period in a foreign country through students based networks such as IFMSA.

12.1.2. The hosting organization the SSS are bound to provide the training for the exchanged student and the accommodation for the specified period of time.

12.1.3. International Students Exchange is open to all medical students of the faculty starting from the 3rd year upon prior selection.

12.1.4. The team of officials, the outgoing exchange division and the SSS su-pervisor are in charge of setting the protocol for selection of the ex-change students and the attribu-tion of the different exchange con-tracts without interference from the faculty’s administration.

12.1.5. The outgoing exchange division and the team of officials should make sure the exchange selection is fair and provides equal opportu-nities to all medical students. 12.1.6. The team of officials pos-

ses the right of distribution of 10% of each year’s contracts upon their will without prior evaluation in the condition of not affecting the quality of the exchange contracts that are offered to the applicants.

12.1.7. All team of officials members (except the outgoing exchange division officer) have the right to apply for exchange as ordinary exchange candidates and to get the extra marks they have earned following the extra marks attribution protocol that is in order.

12.1.8 .The Following practices are absolutely prohibited in any activity of the SSS exchange (An activity of the SSS exchange is defined as: Any activity that includes members of the SSS with exchange students even if the setting is not part of an SSS outing. Any activity between an SSS member and an incoming exchange student is considered part of the SSS if the SSS member met the exchange students through the SSS at all times throughout the period of the exchange student’s visit ): a. Alcohol, drugs, weeds, gambling etc...

b. Dating or any other inappropriate physical behavior between SSS members and exchange students

c. Traveling with an exchange student without the social program ,alone or exclusively without the remaining students

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12.2. Exchange Officers: 12.2.1. Outgoing Exchange Officer (LEO/

LORE Outgoing) a. In charge of applying the exchange

applicants protocol and distributing the different exchange contracts upon informing them of the exchange conditions that are to be applied.

b. Should take all the necessary measures to select presentable outgoing exchange students.

c. Is allowed to refuse any exchange applicant if he does not provide the necessary paperwork and/or doesn’t respect the exchange conditions he was informed of.

12.2.2. Incoming Exchange Officer (LEO/LORE Incoming) a. In charge of supervision the incoming

exchange and chairing the incoming exchange team.

b. In charge of arranging the scientific program for the exchange students, summer and winter school as well as the social program provided.

c. Has to send the necessary cards of acceptance and invitation letters to the incoming students.

d. Has to provide suitable lodging place for the incoming exchange students.

d. Inviting outsiders without the preceding specific permission from the Leo-in on each and every occasion, If the outsiders are accompanying the leo-in then the rule applies on the LEO-in by taking permission from the social coordinator, bearing in mind that the actions of the outsiders will be theresponsibility of the accom-panying member and the LEO-in and that all rules that apply for SSS members will subsequently apply on the outsiders

e. Any other practices that are specified by the Leo-in in the exchange guide

f . Any SSS member who violates this code will be subject to:

i . Immediate suspension from the SSS exchange activities pending a full investigation ii . A full investigation by a task force . iii. If the SSS Member is found to have violated the SSS code he will be treated according to the degree of the offence and the given punishment will be the joint decision of the SSS team of officials and the task force and can range from suspension from SSS ex-change for that year up to suspension from the SSS as a whole

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