INDIAN PROSTHODONTIC SOCIETYRESOLVED THAT Dr. N. Gopi Chander be and is hereby elected as the Editor of the Indian Prosthodontic Society for a term of three (3) years. Agenda No. 10

INDIAN PROSTHODONTIC SOCIETY (Registered under The Societies Registration Act 1860, Reg No : BOM553/78GBBSD)

No:34, Ground Floor, Topaz, 6-3-680/2, Punjagutta, Hyderabad - 500082.

Email : [email protected], URL : www.ipsonline.in

President Dr. Ravindra Savadi

Immediate Past President Dr. K R Kashinath

Editor Dr. N.Gopi Chander

Joint Secretary Dr. Jangala Hari Treasurer

Dr. George P. John

President-Elect Dr. J.R.Patel

Vice-Presidents 1st Dr. Manesh Lahori, 2nd Dr. Ramesh A S

Secretary Dr. Rupesh P L

Auditor M/s . Rajagopal & Badri Narayanan, Chennai Banker ICICI Bank, Royapettah Branch, Chennai

Executive Council Members

Dr. F.D.Mirza, Founder Member Dr. Neeta Pasricha Dr. Mahesh Verma, Permanent EC Member Dr. Smita Athavale Dr. Suhasini Nagda, Permanent EC Member Dr. Vasudha, NV Dr. T.V.Padmanabhan, Permanent EC Member Dr. Baburajan, K Dr. U.V.Gandhi, Permanent EC Member Dr. Bharath Kumar Yerramsetti Dr. K.Mahendranadh Reddy, Permanent EC Member Dr. V.Rangarajan , Permanent EC Member

Dr. Chalapathi Rao Dr. Sridharan R

Dr. H.U.Malik Dr. Sesha Reddy Dr. Venkatakrishnan .C.J. Dr. Srinivasan B Dr. Sanketh Kethireddy Dr. Satyendra Kumar K Dr. Sunil Dhaded Dr. Rajesh Sethuraman Dr. Chandrasekhar Nakka Dr. Saloni Mehta Mistry Dr. Manish Katyayan Dr. Jigna Shah Dr. Rohit Raghavan Dr. Narendra Padiyar Dr. Vivek Choukse Dr. Khalid Ghiaz Dr. Naveen Yadav Dr. Gururaj Rao Dr. Parmeet Banga Dr. Gaurav Pal Singh Dr. Rathin Das Dr. Ranganatha Rao K Jingade

Dr. Roshan Kumar P

Indian Board of Prosthodontics Council for Prosthodontic Research Dr. T.V. Padmanabhan - Chairman Dr. K. Mahendranadh Reddy – Chairman Dr. G.N. Anandkrishna – Secretary Dr. Mahadev Shastry – Secretary

AGM NOTICE

http://www.ipsonline.in/

CONTENTS

CONTENTS

SL.NO. PARTICULARS PAGE NO.S 1.

2.

3.

4.

5.

6.

7.

8.

NOTICE

ANNEXURE

AGM MINUTES

EOGM MINUTES

AUDIT REPORT & ACCOUNTS

EXECUTIVE COUNCIL REPORT

ELECTION NOTIFICATION

NOMINATION FORM

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2

3

8

40

45

53

56

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NOTICE

NOTICE

To All Members, Indian Prosthodontic Society

NOTICE is hereby given for the Annual General Body Meeting of the Indian Prosthodontic Society to be held on November 30th 2019, at 11.00am, at Main Hall, Pt Deendayal Upadhyay Auditorium , Raipur , Chhattisgarh, to transact the following business:

1. To confirm the minutes of the Annual General Body Meeting held on 17th November 2018 at Mangalore

2. To receive, consider and adopt the Balance Sheet as on 31st March 2019 and the Income & Expenditure account for the year ended on that date together with the Auditor’s Report thereon of the Society.

3. To receive, consider and adopt the Report of the Executive Council during the year 2018-19.

4. To elect the President-Elect of the Society to hold office for a term of one (1) year.

5. To elect two (2) Vice-Presidents of the Society to hold office for a term of one (1) year

6. To elect fifteen (15) Members to the Executive Council of the Society to hold office for a term of two (2) years.

7. To consider any other matter with the permission of the Chair.

For INDIAN PROSTHODONTIC SOCIETY

DR.RUPESH P L Place: Hyderabad Secretary Date: October 13th 2019

NOTE: Refer to ‘Annexure’ for the protocol to be followed during the AGM.

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ANNEXURE

Annexure

AGM PROTOCOL

11AM – Only election agenda will be taken up, nominations will be announced & electoral officers will be appointed. The rest of the agendas will be adjourned to 5.30PM 11 .30 AM-3.30 PM – Members can cast their secret ballot in a designated area after verification of their identities by the appointed electoral officers. Members are requested to bring their IPS membership card or any photo ID card (Driving license, Voter’s ID, Aadhar card, PAN card, Passport)

5.30 PM – AGM will be reconvened & rest of the agendas will be discussed along with declaration of election results.

Sd/- Dr. RUPESH P.L SECRETARY

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AGM MINUTES




MINUTES OF THE ANNUAL GENERAL BODY MEETING OF THE MEMBERS OF THE INDIAN PROSTHODONTIC SOCIETY HELD ON NOVEMBER 17TH 2018 AT 10.30 AM, AT THE MAIN

AUDITORIUM ,FR MULLER CONVENTION CENTRE , MANGALORE PRESENT:

Dr. K R Kashinath, President Dr. Ravindra Savadi, President-Elect Dr. V.Rangarajan, Secretary-cum-treasurer Dr. Gopi Chander, Editor Members – 495 President, Dr. K R Kashinath welcomed the members and called the meeting to order. He added that as per the new AGM protocol followed since the AGM at Ahmedabad, we will take up only the election agendas now & the remaining agendas would be taken up in the evening at 5.30pm. if there was a need for election proceedings, members could vote from 11am to 3pm at a designated place. The identity of members would be verified prior to voting. The results along with the rest of the agendas would be taken up at 5.30pm, he added. He then requested Dr. Rangarajan, Secretary-cum-treasurer, to proceed with the agendas.

Agenda No.4 - To elect the President-Elect of the Society to hold office for a term of one (1) year

Secretary-cum-treasurer Dr. V.Rangarajan announced that for the post of President-Elect there was only one nomination – Dr. J.R. Patel , and it was in order.

Hence thereafter it was:

RESOLVED THAT Dr. J. R. Patel be and is hereby elected as the President Elect of the Indian Prosthodontic Society for a term of one (1) year .

Agenda No.5 - To elect two (2) Vice-Presidents of the Society to hold office for a term of one (1) year

Secretary-cum-treasurer Dr. V.Rangarajan stated that for the two posts of Vice-President, there were only two nominations – Dr. Manesh Lahori and Dr. A. S Ramesh and both nominations were in order. Dr. A. S. Ramesh magnanimously requested Dr. Manesh Lahori to be the first Vice President. Hence thereafter it was:


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AGM MINUTES

RESOLVED THAT Dr. Manesh Lahori and Dr. A .S. Ramesh be and are hereby elected 1st and 2nd

Vice Presidents respectively , of the Indian Prosthodontic Society for a term of one (1) year . Agenda No. 6 –To elect Secretary of the society to hold office for a term of three (3) years

Secretary-cum-treasurer Dr. V.Rangarajan announced that for the post of Secretary, there was only one nomination- Dr. Rupesh P. L , and it was in order. Hence thereafter it was: RESOLVED THAT Dr. Rupesh P. L be and is hereby elected as the Secretary of the Indian Prosthodontic Society for a term of three (3) years .

Agenda No. 7 – To elect Treasurer of the society to hold office for a term of three (3) years

Secretary-cum-treasurer Dr. V.Rangarajan announced that for the post of Treasurer, there was only one nomination- Dr. George P.John and it was in order.

Hence thereafter it was: RESOLVED THAT Dr. George. P. John be and is hereby elected as the Treasurer of the Indian Prosthodontic Society for a term of three (3) years.

Agenda No. 8- To elect Joint- Secretary of the society to hold office for a term of three (3) years

Secretary-cum-treasurer Dr. V.Rangarajan announced that for the post of Joint Secretary, there was only one nomination- Dr. Hari Jangala, and it was in order. Hence thereafter it was:

RESOLVED THAT Dr. Hari Jangala be and is hereby elected as the Joint Secretary of the Indian Prosthodontic Society for a term of three (3) years.

Agenda No-9 - To elect Editor of the society to hold office for a term of three (3) years. Secretary-cum-treasurer Dr. V.Rangarajan stated that for the post of Editor, there was only one nomination- Dr. N. Gopi Chander, and it was in order.


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RESOLVED THAT Dr. N. Gopi Chander be and is hereby elected as the Editor of the Indian Prosthodontic Society for a term of three (3) years.

Agenda No. 10 -To elect fifteen (15) Members to the Executive Council of the Society to hold office for a term of two (2) years

Secretary-cum-treasurer Dr. V.Rangarajan announced that for the 15 posts of Executive Council member, there were 17 nominations -

Dr. Bharath Kumar Yerramsetti Dr. ChalapathiRao, D. Dr. Gaurav Pal Singh

Dr. GururajRao

Dr. Jigna Shah Dr. KhalidGhiaz Dr. NarendraPadiyar Dr. PankajPrakashKharade Dr. RajeshSethuraman Dr. RanganathaRaoK.Jingade

Dr. Roshan Kumar, P. Dr. Saloni Mehta Mistry Dr. Satyendra Kumar, K. Dr. Sesha Reddy Dr. Sridharan, R. Dr. Srinivasan, B. Dr. Venkatakrishnan, C.J.

The Secretary informed the members that out of the 17 Dr. Pankaj PrakashKharade’s nomination was found to be invalid by the scrutiny committee and was withdrawn. The rest of the 16 nominations were all in order.

President enquired if there were any withdrawal on the floor and if the Executive council posts could be decided without election.

Dr. Venkatakrishnan. C. J was gracious enough to withdraw his nomination on the floor, stating that having served three terms in office he would like to make way for new members. All members present appreciated this gesture.


RESOLVED THAT

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AGM MINUTES

Dr. Bharath Kumar Yerramsetti Dr. ChalapathiRao, D. Dr. Gaurav Pal Singh Dr. GururajRao Dr. Jigna Shah Dr. KhalidGhiaz

Dr. NarendraPadiyar Dr. RajeshSethuraman Dr. RanganathaRaoK.Jingade Dr. Roshan Kumar, P. Dr. Saloni Mehta Mistry Dr. Satyendra Kumar, K. Dr. Sesha Reddy Dr. Sridharan, R. Dr. Srinivasan, B.

be and is hereby elected as members of the Executive Council of the Indian Prosthodontic Society for a term of two (2) years. The President Dr. Kashinath then thanked the members and appreciated the fact that there was no contest or election for any posts, and all were elected unanimously. He then requested the members that since there were no elections if all other agendas could be taken up in the morning itself. All members consented. President then requested Dr. V.Rangarajan, Secretary-cum- treasurer, to proceed with the remaining agendas.

Agenda No.1 - To confirm the minutes of the Annual General Body Meeting held on 4th November 2017 at Bali

The minutes of the Annual General Body meeting held on 4th November 2017 at Bali was placed before the meeting. There being no objections, it was unanimously: “ RESOLVED THAT the draft minutes of the annual general body meeting of the members of the Indian Prosthodontic Society held on 4th November 2017 at Bali, as placed before the meeting be and are hereby confirmed and taken on record.”

Agenda No.2 - To receive, consider and adopt the Balance Sheet as on 31st March 2018 and the Income & Expenditure account for the year ended on that date together with the Auditor’s Report thereon of the Society.

The audited annual accounts of the Society for the year ending on 31st March 2018 were placed before the meeting. There being no objections, it was unanimously:

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“RESOLVED THAT the audited annual accounts of the Indian Prosthodontic Society for the year ending 31st March 2018, as placed before the meeting be and are hereby approved & taken on record.”

Agenda No.3 - To receive, consider and adopt the Report of the Executive Council during the year 2017-18.

The Secretary read the report of the Executive Council and informed the members about the various developments made by the Society during the year. Members appreciated the efforts of the Executive Council and accepted the same. There being no objections, it was unanimously: “RESOLVED THAT the report of the executive council of the Indian Prosthodontic Society for the year 2017-18, as placed before the meeting be and are hereby approved & accepted.”

Agenda No. 11 - To consider any other matter with the permission of the Chair

1. Dr. Suresh Meshram expresses his profound gratitude to the outgoing EC and places on record his sincere appreciation for the tireless efforts put by Dr. V.Rangarajan during the last twelve years as Secretary cum Treasurer, IPS. He on behalf of the members of the Indian Prosthodontic Society placed on record their greatest appreciation to the untiring efforts of Dr. V Rangarajan and elevating it to its current stature . He requested the members to accord a standing ovation to Dr. V Rangarajan. 2. Dr. Sridhar Shetty expresses his concern on the dilution of IPS History and the misleading information that was passed on during the Inaugural function. He also raised his personal observations on the recognition of the IPS Karnataka State Branch, the lack of clarity in its acceptance across the state and requested a decision in this regard. He also pointed out the need to ensure access to backdated articles published in the JIPS before the current publisher to allow its continued availability.

3. Secretary cum Treasurer Dr.V.Rangarajan placed on record his appreciation for the commendable work done by Dr. Kashinath during his tenure as President. He also expressed his sincere thanks to all past office bearers and members of IPS for their wholehearted support over the last twelve years during his term which permitted the smooth functioning of the IPS Head Office and the growth of the Society to where it stands today.

There being no other business, meeting was adjourned with a vote of thanks to the Chair.

(Dr.Rupesh P L ) Secretary Indian Prosthodontic Society

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EOGM MINUTES




MINUTES OF THE EXTRAORDINARY GENERAL BODY MEETING OF THE MEMBERS OF THE INDIAN PROSTHODONTIC SOCIETY HELD ON 27th JANUARY 2019, SUNDAY , 2 pm, AT TAGORE

DENTAL COLLEGE AUDITORIUM , RATHINAMANGALAM , MELAKOTTAIYUR ,CHENNAI 600 127

PRESENT:

DR. RAVINDRA SAVADI, President DR. J R PATEL, President-Elect DR. KASHINATH K R Immediate Past President DR. MANESH LAHORI, 1st Vice-President DR. RAMESH A S, 2nd Vice-President

DR. RUPESH P L, Secretary- DR. HARI JANGALA – Joint secretary DR. GOPI CHANDER - Editor DR. GEORGE P JOHN -Treasurer Members – 43

President Dr. Ravindra Savadi called the meeting to order. The house was adjourned for quorum & reconvened. President welcomed the members and requested Secretary Dr. Rupesh P L to proceed with the agendas.

AGENDA NO.1 – TO CONSIDER & ADOPT THE CONSTITUTIONAL AMENDMENTS:

Amendment 6 (c) The Secretary stated that in this clause ‘Member of good standing for one at least one year shall be eligible to vote has been recommended to be changed to “ Member of good standing shall be eligible to vote” The president explained that all member at any point should have eligibility to vote .This was approved by all

It was thereafter unanimously,

RESOLVED THAT Ordinary Member should be read as any person being registered in Part A of the Indian Dentists Register and possessing postgraduate qualification in Prosthodontics scheduled in section of the Indian Dentists Act, 1948 or a qualification equivalent to Indian postgraduate qualification in Prosthodontics in terms of duration of course, examination and contents as approved by Dental Council of India. Further it is stated that Ordinary Member of


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EOGM MINUTES

good standing shall be eligible to vote in the general body meeting. be corrected in the constitution.

Amendment .8 Membership fee

It was decided unanimously that the membership fee be modified as was proposed

Class of Member

Entrance fee (n Rs)

Life membership Fee (in Rs)

Founder Member

100 30

Co- founder Member

50 30

Ordinary Life Member

500 7500

Student Member

500 7500

Honorary member

--- ----

Associate Life member

500 7500

RESOLVED THAT clause .8. The member ship fee of the ordinary life member , student member and associate life member be raised to Rs 8000/- from Rs 4000/- associated taxes as applicable by the law of the land will apply in addition Amendment 10 , The President explained that this clause do not hold good as the member ship fee is no more annual but for life . Hence this clause was proposed to be deleted RESOLVED THAT , Clause 10 . Be deleted from the constitution .

Amendment 12 (b) The President said that clause 12.b. be removed as it is not binding since the clause 10 was deleted

RESOLVED THAT clause 12.b. to be read as thus:- A Member shall cease to be a Member of the Association, if: a. The Member tenders his resignation in writing to the Executive Council giving three months notice and on the acceptance of the same by the Executive Council. b. The conduct of any Member be deemed by the Executive Council to be prejudicial to the interests of the Association or to bring the dental profession or the Association into disrepute

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in violation of the Constitution of the Association or to create obstacles or hurdles in the working of the Association. c. He or she is registered as an Ordinary Member, not being qualified so, and has secured such registration, either by misrepresentation to the Association or by oversight of the Association, and such cessation shall be soon after such fact comes to the knowledge of the Executive Council. d. Provided that such Member who is ceasing to be a Member under sub-clause (c) above may be shifted to associate Member if qualified and fulfills all other requirements of the respective categories. Amendment 14 (a) The President proposed that the composition of the Executive Council of the Association and the tenure of the Members shall be reconstitutes, from the existing format as follows .The Secretary and Treasurer were proposed to be two separate posts and there shall be one Joint secretary .

The Secretary , Treasurer, Joint Secretary and the Founder member representatives will hold a term of 3 years This was approved by the members unanimously

RESOLVED THAT Amendment 12(a) be reconstituted in the constitution as thus and be included in the constitution.

Post Number Term of office

President 1 One year

President-Elect 1 One year

Immediate Past President

1 One year

Vice-President 2 One year

Secretary 1 Three Years

Treasurer 1 Three years

Joint-Secretary 1 Three years

Editor 1 Three Years

Founder Member Representatives

2 Three Years

Council Members As in 14(b)

Two Years

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EOGM MINUTES

Amendment 14 (b) – Number of Executive Council Members

President explained that the present constitution allowed 12 members for first 600 and subsequently 1 member for every 100 new membership. But in future it will be impractical to continue the same due to the exponential growth of the Society. A cap or restriction on the number was needed to make it practically viable similar to most societies. So a maximum number of 30 was suggested.


RESOLVED THAT “Amendment 14(b) - The Executive Council shall have a minimum of twelve Members and one Member for every hundred Ordinary Members or part thereof of the Association after the strength of the number of the Ordinary Members of the Association exceeds six hundred. The maximum number will be 30. This will apply only to elected EC members” be included in the constitution.

Amendment 14 (d) 14(e) 14 (f) it was resolved that the following corrections be made on these clauses and added to the constitution.

14(d) The election of the Secretary shall be held every three years, and shall be amongst the Founder, Co-Founder, and Ordinary Life Members. No Secretary shall hold the post for more than two consecutive terms. 14(e) The election of the Treasurer shall be held every three years, and shall be amongst the Founder, Co-Founder, and Ordinary Life Members.

14(f) The election of the Joint- Secretary shall be held every three years, and shall be amongst the Founder, Co-Founder, and Ordinary Life Members

Amendment 14 (l)

President explained that members who had spent more than 15 years in the EC, would be an asset to the EC for ever because of their knowledge of history & experience in matters in the Society. It would be invaluable to make them as EC members during their lifetime with no voting rights.


RESOLVED THAT “Amendment 14(l) - A member who has served in the Executive Council for more than 15 years with at least 50% attendance in the EC meetings will be eligible to be a member of the Executive Council during their lifetime with no voting right in EC” be included in the constitution.

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Amendment 15

The President mentioned that the Secretary & Treasurer will be the authorised signatories for any bank account opened by the Society or as specified by the Executive Council. This was approved by all

RESOLVED THAT “Amendment 15 -The management of the business and affairs of the Association shall be vested in the Executive Council. The Secretary & Treasurer will be the authorised signatories for any bank account opened by the Society or as specified by the Executive Council. The Executive Council shall have power to appoint a Member from amongst its Founder Members or Ordinary Members to fill a casual vacancy caused in the Executive Council” . Amendment 19

The President opined that when the President is absent or is unwilling to act as the Chairman or is not present within fifteen minutes after the time appointed for holding such meeting, the 1st Vice President or the 2nd Vice President, shall chair the meeting in the same order. This was unanimously agreed upon by all

RESOLVE THAT “Amendment 19 The President shall always be the Chairman of all the meetings of the Executive Council. When the President is absent or is unwilling to act as the Chairman or is not present within fifteen minutes after the time appointed for holding such meeting, the 1st Vice President or the 2nd Vice President, shall chair the meeting in the same order.” be included in the constitution

Amendment 28 (c)

The President informed the members that it was ideal that all communications to members be done through electronic means which was the most practical means so as to make the office paper less and more environment friendly . This also will help cut cost he added He also added that the election nomination by members be mailed to the Secretary through electronic means only. All the members appreciated this proposal and unanimously approved it

RESOLVED THAT “ Amendment 28(c) Notice of every meeting of the Members of the Association shall be sufficiently given, through email to the Members at his or her registered email id and also be posted in the IPS official web site The accidental omission to give notice of any meeting to or the non-receipt of notice by any member shall not invalidate the proceedings at the meeting. The election nomination of members will be send to the Secretary through email only.” Be included in the constitution .

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Amendment 31

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The President proposed that in the case of chairman of the general body meeting in case the President was absent or unwilling to act as the chairman , the 1st Vice President or the 2nd Vice President shall chair the meeting in the same order. If the 1st Vice President or the 2nd Vice President is not present within fifteen (15) minutes after the time appointed for holding such meeting or is unwilling to act, the Members of the Executive Council present may choose one of the Executive Council Members to be the Chairman and in default of their doing so, the Members present shall choose one of the Members to be the Chairman. This was approved unanimously

RESOLVED THAT “ Amendment 31 The President shall always be the Chairman of all the meetings of the Members of the Association. When the President is absent or is unwilling to act as the Chairman or is not present within fifteen (15) minutes after the time appointed for holding such meeting, the 1st Vice President or the 2nd Vice President shall chair the meeting in the same order. If the 1st Vice President or the 2nd Vice President is not present within fifteen (15) minutes after the time appointed for holding such meeting or is unwilling to act, the Members of the Executive Council present may choose one of the Executive Council Members to be the Chairman and in default of their doing so, the Members present shall choose one of the Members to be the Chairman” be added to the constitution

Amendment 38

The President informed that this clause do not hold ground as members no more pays annual subscriptions and hence it was better to delete this clause . This was unanimously agreed by all.

Resolved that “Amendment 38 is deleted from the constitution “

Amendment 40 (a) 40 (b) 40 (c)

The President said that to be elected to the post of President Elect, Vice President , Secretary , Joint Secretary , Treasurer and Editor the conference attended should not include P G conventions . He also added that in the case of Editor , since it is a prestigious and important post , to seek election for the post of the Editor, apart from the criteria given in clause (a), the aspiring member should also have a minimum of 10 publications in Pub Med indexed journals. This was unanimously agreed by everyone.

RESOLVED THAT “Amendment 40(a) 40 (b) 40 (c) a. To seek election for the post of President Elect, Secretary, Treasurer, Joint-Secretary, Vice-President or Editor, the aspiring Member shall have a. minimum of ten (10) years of good standing and shall have been elected to the Executive Council for two full terms of two years each and with at least seventy (70) percent attendance in the Executive Council Meetings and shall have attended a minimum of three (3) IPS National

EOGM MINUTES

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Conferences out of recent five (5) IPS National Conferences (Not PG Conventions)

b. To seek election on the Executive Council by any other Member, the aspiring Member shall have a minimum of six (6) years of good standing and shall have attended a minimum of three

(3) IPS Conferences out of recent five (5) IPS Conferences (Not PG Conventions)

c. To seek election for the post of the editor, apart from the criteria given in clause (a), the aspiring member should also have a minimum of 10 publications in Pub Med indexed journals “be included in the constitution

Amendment 45 – Regional Branches

Secretary stated that it was important for guidelines to be framed for commencing the Regional/State branches so that they could work uniformly within the framework all over the country. A detailed set of regulations had been framed for the same.


RESOLVED THAT “ Regional branches as detailed below be included in the constitution.

I. Formation

a) Any State / region approved by the IPS Executive Council may start a branch if they have a minimum of 25 Ordinary Life members. Smaller states may commence branch with less than 25 members, subject to EC approval. Only one branch may be formed in a particular city/town. A letter of intent to form a branch should be sent to the IPS Executive Council with the signatures & IPS membership numbers of the interested members. EC decision on the matter will be final & binding on the applicant

b) Defense Officers of Government of India serving in the Army or any of its wings under the Army Dental Corps may form a branch which may be considered a regional branch.

II. Rules and Regulation

a) The regional branch shall be called the ‘IPS STATE/REGIONAL BRANCH’. No other name will be applicable and they shall only exhibit the logo of the IPS.

b) The office of the regional branch shall be where the Branch Secretary resides or carries on his

profession or as determined by the Executive Council of the branch.

c) There shall be 4 classes of members – Branch Founder Members, Branch Life Members, Branch Student Members &Branch Associate members. All of the members should be members of the

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IPS. Branch Founder Members will be those responsible for the inception of the branch & should be approved by the Branch EC & IPS EC. The Branch Life Member & Branch Associate Member will have eligibility criteria similar to IPS Ordinary Life Member & Associate Member respectively. The fee structure will be decided by the Branch EC & can be changed subject to Branch EC approval. The IPS EC should also approve it. For Branch Student Member, all branches will charge only Rs.500 during the tenure of their post graduation, following which they can join any branch after remitting the membership fee of that branch.

d) Any person desiring to be a Member of the Regional Branch under one or the other of the class

of membership and possessing the requisite eligibility shall make an application in writing in the form, as may from time to time be prescribed by the Branch EC, to the Secretary of the Branch, setting out the particulars required and accompanied by the requisite fee. The person should first be a member of the IPS. Branch Secretary will forward all applications for approval to Branch Executive Council. The Executive Council shall have the absolute discretion to accept or reject any application without giving any reasons for the same. In case the application is not accepted, the entrance fee, if any, forwarded therewith shall be refunded to the applicant concerned. The membership to the branch is by application, and not by the right on fulfilling the qualification of any respective member class.

e) The list of members in each regional branch shall be maintained by the Branch Secretary & sent

to the IPS secretary on or before 31st May every year along with the list of office bearers for that year.

f) Composition of Branch Executive Council:

i. The Executive Council of the branch will consist of:

Post Number Terms

President 1 1 Year

President-Elect 1 1 Year

Immediate-Past President

1 1 Year

Secretary 1 3 Years

Treasurer 1 3 Years

Editor 1 3 Years

Council Members 6 2 Years

ii. The number of ‘Council Members’ will be 6 till the strength of the branch reaches 200. Following this there will be one member for every 50 members till a maximum of 20 is attained.

iii. The election of President elect shall be held every year and shall be amongst the Branch Founder Members &Branch Life Members. For the first 10 years of branch existence, for the post of President-Elect, the applicant shall have attended at least 3 out of recent 5 National

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IPS Conferences (Not PG conventions). There shall be no other criteria for the

election. Only for the first year of Branch existence, the President & President-Elect will be elected, subsequently only the election of President-Elect will be held.

iv. The election of the Secretary shall be held every three years, and shall be amongst only the Branch Founder Members & Branch Life Members. For the first 10 years of branch existence, for the post of Secretary, the applicant shall have attended at least 3 out of recent 5 National IPS Conferences (Not PG conventions). There shall be no other criteria for the election. No Secretary shall hold the post for more than two consecutive terms.

v. The election of the Treasurer shall be held every three years, and shall be amongst only the Branch Founder Members & Branch Life Members. For the first 10 years of branch existence, for the post of Treasurer, the applicant shall have attended at least 3 out of recent 5 National IPS Conferences (Not PG conventions). There shall be no other criteria for the election.

vi. The election of the Editor shall be held every three years, and shall be only amongst the Branch Founder Members &Branch Life Members. For the first 10 years of branch existence, there shall be no other criteria for the election

vii. Executive Council members shall be divided into two groups & at least fifty percent of the Executive Council Members shall fall vacant alternatively every year. Only for the first year of Branch existence, there will be election of all the EC members. It will be decided at that time which half of members will retire after the first year. Election shall be only amongst the Branch Founder Members &Branch Life Members For the first 3 years of branch existence, there shall be no other criteria for the election.

viii. Any Member of the Executive Council including any Office Bearer who is absent for three consecutive meetings or more than half of the meetings held during his term of the Executive Council shall cease to a Member of the Executive Council and such Member shall not be eligible for re-election / re-nomination to the EC for the next term

ix. The term of the Branch EC will commence from the termination of the AGM or valedictory function of a conference (whichever is later) & continue till the termination of the next AGM/Valedictory

x. The State Secretary will intimate the IPS Head Office the nominations received for the elections with all relevant credentials

g) The management of the business and affairs of the Branch shall be vested in the Executive Council. The Secretary & Treasurer will be the authorised signatories for any bank account opened by the Branch or as specified by the executive council. The Executive Council may meet together at a meeting for the dispatch of business at least once in every three calendar months and they may adjourn the proceedings as they may deem fit. Every meeting of the Branch Executive Council shall be called by at least fifteen days notice in writing. The President shall always be the Chairman of all the meetings of the Branch Executive Council. When the President is absent or is unwilling to act as the Chairman or is not present within fifteen minutes after the time appointed for holding such meeting, the Immediate Past President or President elect, shall chair the meeting in the same order. The quorum for every meeting of the Executive Council shall be seven Members. In case the required quorum is

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not present at the time fixed for the meeting, the same shall stand adjourned for fifteen minutes. If at the adjourned time also the required quorum is not present, the Members present shall constitute the quorum. The question arising at any meetings of the Executive Council shall be decided by a majority of votes and incase of an equality of votes the Chairman of the meeting shall have a second or casting vote. The recorded minutes of the EC meetings shall be circulated by the Branch Secretary for confirmation 15 days prior to the next EC meeting. The corrected & confirmed minutes signed by Branch President & Secretary should be maintained by the Branch Secretary.

h) AGM:

i. The Branch shall hold a general body meeting of its Members called the Annual General Body

Meeting once in a year during their Annual Conference or at such time, on such date and at such place as may be determined by the Executive Council by May 15th of every year . Only Founder and Branch Life Member of good standing shall be eligible to attend and vote in the general body meetings. At least 21 days notice should be given for the meeting. The accidental omission to give notice of any meeting to or the non-receipt of notice by any member shall not invalidate the proceedings at the meeting.

ii. The meeting will consider the Minutes of the previous AGM, the report of the Executive Council, Accounts for the previous financial year, Election Notifications & any other matter. No general body meeting shall be competent to enter upon, discuss or transact any business, which has not been specifically mentioned in the notice or notices upon which it was convened

iii. One-fourth of the number of Members entitled to vote and present in person shall be a quorum for a general body meeting and no business shall be transacted at any general body meeting unless the requisite quorum be present at the commencement of the business. In case the required quorum is not present at the time fixed for the meeting, the same shall stand adjourned for 15 minutes. If at the adjourned time also the required quorum is not present, the Members present shall constitute the quorum.

iv. (The President shall always be the Chairman of all the meetings of the Branch. When the President is absent or is unwilling to act as the Chairman or is not present within fifteen (15) minutes after the time appointed for holding such meeting, the Immediate Past President or President-Elect shall chair the meeting in the same order.

v. (v) A vote may be given by a Member, entitled to vote, either by show of hands or by ballot. In case of an equality of votes, whether on show of hands or on a poll, the Chairman of the meeting at which the show of hands takes place or at which a poll is demanded shall be entitled to a casting vote in addition to his own vote as a Member. No objection shall be made to the validity of any vote except at the meeting or poll at which such vote shall be tendered and every vote whether given personally or by any means hereby authorized be deemed valid for all purposes of such meeting or poll whatsoever.

I) Eligibility for office bearers:

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(i) After 10 years of branch existence, to seek election for the post of President, Secretary,

Treasurer or Editor, the aspiring Member should have a minimum of ten (10) years of good standing in the Branch and shall have been elected to the Executive Council for two full terms of two years each and with at least seventy (70) percent attendance in the Executive Council Meetings. The applicant shall have attended at least 3 out of recent 5 National IPS Conferences (not PG conventions).

(ii) After 3 years of branch existence, to seek election for the post of ‘Executive Council Member’, the aspiring member should have a minimum of three (3) years of good standing in the branch.

j) Election procedure:

Nomination for the vacant posts on the Executive Council shall be called by the Secretary along with the notice of AGM. The last date of receipt of such nominations from the candidates shall be at least ten days prior to the date of AGM. The candidates shall send the nominations to the Secretary on or before the last date and only Founder and Branch Life Members with good standing are be eligible to contest. One candidate is eligible to contest only for one post. If one applies to contest for more than one post, all the nominations of the Member shall be invalid automatically for all the posts. Names of the eligible candidates as approved by the Executive Council shall be announced at AGM and election conducted at AGM by secret ballot. Members who would withdraw their candidature shall withdraw within the stipulated date if announced in the notice or at AGM. No fresh nominations shall be received at AGM unless there is a vacancy.

k) In case of conflicts within the branch a member or members can appeal to the IPS Executive

Council by placing its complaint to the Secretary of IPS. The decision of the IPS EC shall be final. Any further appeal shall be subject to Arbitration & such arbitration shall be governed by the provisions of the Indian Arbitration Act.

l) The Regional branches may raise their own finances and will not be funded through the IPS. The membership fee for the State/Local branch shall be fixed by the branches respectively and the same should be communicated to the IPS. Neither the IPS national body nor the state / local body shall be liable for the debts or liabilities of the other party.

m) The state / regional branches may conduct their own annual meeting, hold election and nominate office members.

n) The IPS President and Secretary shall be ex-officio members of all state / regional Executives and shall be invited to attend all meetings and functions at their own expense.

o) If a state / regional branch wants to close down its branch, the matters may be communicated to the head office with the signatures of at least 2/3rd of its members. All accounts, cash, fixed

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deposits, securities and other instruments may be transferred to the head office and kept in trust for disbursements as decided by the IPS EC.

p) Account statements of every month should be submitted to the Treasurer of IPS by the 3rd

day of the succeeding month.

q) Every branch must apply for appropriate governmental tax registration in the respective state and discharge their tax obligation as per the law Registration in their respective state and discharge the service tax obligations as per the law.

r) When any payment in the nature of professional fee, contract fee, rent etc is made by any

Regional branch of IPS, the applicable amount of tax has to be deducted at source and such details of deductions of tax at source, on quarterly basis, will have to be communicated to the

Secretary and Treasurer of IPS before 5th day of the month succeeding the quarter end. The tax deduction account number of IPS is CHEI07016C which has to be uniformly used by all the branches/ units of IPS.

s) Any regional branch may be derecognized by the IPS EC if found to be acting against the

interest of the IPS or if 2/3rd of the members of the branch request for a de recognition.

t) The Founder Members of the Society (IPS) can attend all the meetings of their respective regional branches.

Amendment 46 – IPS National Conference guidelines

The Secretary informed that it was important to add the conference guidelines into the constitution so that the organizers of the conference will be constitutional bound to abide by the guidelines


RESOLVED THAT “ Indian Prosthodontic Society National Conference guidelines” as detailed below be included in the constitution.

Guidelines for IPS National Conference

1. ‘Indian Prosthodontic Society Conference’ or ‘IPS Conference’ or ‘Conference’ or ‘IPSC’ is an

annual national event of the Indian Prosthodontic Society (IPS).

2. ‘Organizing Committee’ is the body formed to conduct the Conference. The Members of the

Organizing Committee are usually elected from the local branch, which is conducting the

conference, & it could also include Prosthodontists from all over the country.

3. The President and the Secretary of IPS shall be the Ex-officio Members of IPS Conference.

4. Invitation to host the Conference:

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a. Regional branches may submit their proposals to the IPS Secretary to host a conference, at least

two years prior to the proposed year of the conference. International conference venues may be

proposed by a group of prosthodontists from all over the country at least 3 years in advance.

b. The proposals to conduct the Conference shall be submitted to the Secretary in such form as

may be prescribed from time to time. It should include the proposed venue & a tentative budget

including registration fee.

c. The proposals received from various hosts shall be placed before the Executive Council (EC),

which will consider all aspects and take a final decision, which will be binding

d. The EC will have the discretion to send its member (usually secretary) to inspect the facilities

available.

e. The Executive council will at its discretion appoint a Conference Secretary to a National

Conference who should be periodically informed of the progress of the conference and will be

part of the COC.

f. The proposed hosts should provide the cost of travel by air and accommodation for the

inspecting member.

g. In case, no proposal is received or the proposals received are not acceptable, the Head office on

its own shall hold the Conference at such place as may be decided by the Executive Council and

may take necessary help from local members to conduct the Conference.

5. Acceptance to host the Conference and formation of Organizing Committee:

a. The Secretary shall inform the selected host about the acceptance of their proposal and shall

request them to convene a meeting of members of the regional branch of IPS to form the

Organizing Committee.

b. The Organizing Committee shall consist of Conference Chairman, Organizing Secretary, Treasurer,

Scientific Convener and chairpersons and members of other committees. The Conference

Chairman, Organizing Secretary, Treasurer & Scientific Convener shall have attended 3 out of

recent 5 National IPS conferences (Not PG Conventions) to be eligible for the post.

c. The Organizing Committee may form Sub-Committees from amongst its Members.

d. All the Members of the Organizing Committee, and its Sub-Committees, shall be Members of IPS.

Some non-Prosthodontists may be included only on approval by the EC of the IPS.

e. The Sub-Committees shall report to the Organizing Secretary and shall discuss the progress of

the arrangements for the Conference in the meetings of the Organizing Committee.

f. The Conference Chairman or the Organizing Secretary shall inform the IPS Secretary regarding

formation of the Organizing Committee, who will then circulate it among the Executive council

members of IPS for approval & modifications if any. The IPS Executive Council’s decision shall be

final & binding.

g. A Conference Secretary may be appointed by the IPS EC to monitor the progress of the

conference.

h. The Conference Chairman/ Organizing Secretary will be a Co-opted Member of the IPS Executive

Council for updating progress of the Conference to the Executive Council and shall attend all the

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meetings of the Executive Council, till the Conference is conducted & accounts for the same is

submitted to the EC.

i. An MOU will be signed by the Conference Chairman, Organizing Secretary and Treasurer on

behalf of the Organizing Committee, with the IPS Head office, undertaking to follow all the

Conference guidelines, failing which they are liable to face appropriate action as may be deemed

fit by the IPS Executive Council .

6. Publications of the Conference:

a. The letterhead of the Conference shall carry IPS Logo and names of the IPS President &

Secretary followed by the names of the Chairman and the Organizing Secretary and others.

b. Participation Certificates for the Conference shall carry IPS Logo along with the Conference Logo,

and shall be signed by the President and the Secretary and then followed by the signatures of

the Chairman and the Organizing Secretary. In case of Scientific Certificates, in addition to the

above, the Scientific Convener & Pre–Conference Convener shall also sign the same as required.

7. Funds for the Conference:

a. The Head office will not grant any fund for the Conference. However, the Executive Council of

the IPS may grant refundable advance, of an amount not exceeding Rs.50,000/- or such higher

sum as may from time to time be determined by it, to the Organizing Committee and such

advance shall be refunded to the Head office before the inauguration of the Conference.

b. The Organizing Committee will raise all the funds required for the Conference.

c. The detailed budget for conducting the Conference shall be submitted by the Organizing

Committee to the Secretary, which shall be placed before the Executive Council for its approval.

d. Registration fee shall be approved by the IPS EC.

e. Bank account shall be opened with written authorization from the Head office.

f. There shall be only one bank account for the Conference and will be operated jointly by the

Conference Chairman, Organizing Secretary and the Conference Treasurer.

g. Monthly bank account statements shall be sent to the Head office on or before the 25th day of

every succeeding month.

h. Payment of GST & TDS should be done on time by the Organizers as per regulations & report of

the same should be sent to head office on a monthly basis.

i. All expenses incurred in connection with the Conference shall be supported by vouchers and no

payment above Rs. 10,000/- (Rupees Ten Thousand Only) shall be made other than by way of a

bank instrument.

j. Outstanding accounts may be written off after due written intimation & approval from IPS EC.

k. Name of the defaulters, if any, shall be sent to the Head office.

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l. The audited accounts of the Conference shall be submitted to the Head office, along with

receipts, vouchers and account books within six months from the date of the

conference, for approval by the Executive Council.

m. The surplus funds on account of the Conference shall be transferred to the Head office along

with the audited accounts.

n. The organizers will be responsible for any loss incurred from the conference. The Head office will

not be responsible for the same & funds from head office shall not be used to compensate for

the loss.

8. Preparations for the Conference:

a. The Organizing Committee shall meet at least once in every 45 days.

b. The notice of such meetings shall be sent to the IPS Secretary one week prior to the meeting.

c. The Executive Council may send its representative to attend the meeting.

d. The minutes of all the meetings of the Organizing Committee shall reach the Head office within

two weeks from the completion of such meetings.

9. Arrangements for the Conference:

a. The venue shall have at least two halls (preferably air-conditioned) with sufficient space for

holding the Trade Fair and for arranging lunch and refreshments to the delegates apart from

halls for the scientific program.

b. The venue shall be a convention center or at the least a three star hotel or similar.

c. The auditorium for inauguration shall accommodate a minimum of 1500 persons.

d. All halls must have ample sound proofing, air conditioning and adequate audio visual equipment.

e. The lay out maps of the halls with directions should be displayed prominently.

f. The venue shall have sufficient space for catering to all the delegates.

g. One hall, which will accommodate a minimum of 1000 persons, shall be arranged for conducting

the annual general body meeting and the valedictory function.

h. Accommodation and hospitality shall be provided to the secretarial staff as may be informed by

the IPS Secretary.

10. Publicity for the Conference:

a. There shall be a minimum of two call letters informing about the Conference.

b. The first call letter shall be sent eight (8) to ten (10) months before the date of the Conference

containing the information regarding proposed venue, speakers, accommodation, tours and

other activities planned along with the relevant forms.

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c. The second call letter shall be sent at least two (2) months before the date of the Conference

containing the information regarding the activities proposed at the Conference in definite terms

and the itinerary of the inauguration and other scientific sessions.

d. The details about the Conference shall be published in various professional and other journals

for wide publicity.

e. The Organizing Committee will send a circular to all the dental colleges about the Conference.

f. There should be public awareness programs about prosthodontics during the conference for the

benefit of the general public. The programs planned should be approved by EC.

11. Orations at the Conference:

a) The Scientific Committee of the Organizing Committee will make arrangements for the

prestigious ‘Dr. B C Shroff Memorial Oration’ and suggest names of speakers and get the IPS

Executive Council’s approval for the same.

b) All speakers, both invited and trade sponsored should be approved by the Executive Council of

the IPS.

c) The orator must a member of IPS & a separate memento with certificate shall be presented to

the orator.

d) The oration must be held immediately following the Inauguration, any changes must be

approved by the IPS EC.

e) IPS President & Secretary shall be the Chairpersons for the Oration.

12. Trade Fair for the Conference:

a. Trade Fair Committee shall consist of Chairman, Co-Chairman and other Members.

b. Trade Fair Committee shall be responsible for planning and marketing the Conference, erecting

and booking the stalls and conducting the Trade Fair.

c. The area for the Trade Fair shall preferably be covered and air-conditioned and when the Trade

Fair is in open area, waterproof pandal shall be erected to cover unseasonal rains.

d. A map showing the floor plan and tariff shall be circulated to dental dealers and manufacturers

in India and abroad. The tariff or invoice should provide for GST & TDS.

e. The stalls shall contain necessary tables and chairs for seating and shall have power supply and

generator backup.

f. Security service shall be provided during non-exhibition hours also.

g. Canteen facility shall be provided in the area for the Trade Fair to provide tea and snacks to

delegates and trade exhibitors and their staff.

h. The Trade Fair shall remain closed during inauguration of the Conference.

i. The stalls shall be handed over to the trade exhibitors and sponsors one day before the

Conference for preparation and decoration.

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j. Part / Full charges from the trade exhibitors and sponsors may be taken in advance.

k. The Head Office will give the list of defaulters at the previous conferences to the Organizing

Secretary.

l. The defaulters shall not be allotted any stalls till the defaulting amount is paid.

m. The list of defaulters of the Conference shall be submitted to the Head Office after the

Conference.

n. Certificates shall be given to all the trade exhibitors and sponsors.

o. A stall shall be provided for the head office at a prominent location in the trade or registration

area.

13. Registration Committee for the Conference:

a) Sufficient registration counters shall be provided for easy registration ensuring that at least one

counter is made available for hundred (100) delegates or part thereof.

b) There shall be separate counters for regular registrations, spot registrations, trade exhibitors

and sponsors, and invited speakers.

c) All the Members of the Organizing Committee and the volunteers shall have different badges for

easy identification.

d) All the categories of delegates shall be given badges for easy identification.

e) Identification badges shall be given to invited speakers and trade exhibitors.

f) Registration shall be open till the last day of the Conference.

g) Registration fee of Non-IPS delegates shall be higher than that of the IPS Members.

14. Hospitality Committee for the Conference:

a) Hospitality Committee will look after the catering arrangements at the Conference, Pre-

Conference Courses and Students sessions .

b) Sufficient food counters shall be arranged separately for vegetarian and non-vegetarian food

ensuring that at least one counter is made available for seventy five (75) delegates or part

thereof.

c) Separate counters shall be made available for the IPS member delegates and Student member

delegates

d) Sufficient drinking water counters shall be provided in scientific sessions area and trade area.

e) Sufficient rest rooms shall be made available.

f) Hospitality Committee will supervise and ensure that a good hygienic canteen is available for

delegates without hospitality.

g) Accommodation and food arrangements for the students at subsidized rates may be arranged.

h) The dinner on the first day will be called as WELCOME DINNER and will be open to all the

delegates including student delegates.

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i) The dinner on the second day will be called as the PRESIDENTIAL DINNER; this is open only to

Delegates. Students will not be permitted for this dinner.

j) Student delegates shall not be served alcohol.

15. Scientific Committee for the Conference:

a. There shall be three categories of presentations:

i. Oration

ii. Speeches/Lectures of Invited Speakers

iii. Free / Competitive Papers

iv. IBP ( Indian Board of Prosthodontics ) slot (of a minimum one hour )

b. Registration, hospitality and accommodation to the invited speakers may be extended as may

be decided by the Organizing Committee.

c. All the presenters of the Free / Competitive Papers shall be IPS members.

d. In case of student papers, both student and his / her guide shall be IPS Members.

e. Free papers shall be called for along with the abstract and the bio-data of the speaker at least

three (3) months before the Conference.

f. The Chairman of the Scientific Committee shall inform acceptance of the papers to respective

presenters at least one (1) month before the Conference.

g. Attempt shall be made to collect the papers and sent to the IPS Editor after the Conference.

h. Separate session or day shall be arranged for the student papers.

i. No student papers should be allowed while the key note sessions are in progress

j. Prize winning papers from students may be presented in the main session.

k. Depending upon the number of speakers and Free / Competitive Papers, a second or third hall

may be arranged.

l. Papers on similar subjects shall be arranged in the same session.

m. Film / Video shows of good scientific nature may be arranged in separate hall.

n. Time schedule for the presentation of papers shall be strictly adhered to.

o. There shall not be more than six (6) hours of scientific sessions on any given day.

p. All Invited Speakers are Conference Guests (both invited and sponsored) and shall be treated

equally.

q. Chairman, Co-Chairman and Panel of Judges for each session shall be selected and they shall be

informed earlier along with abstracts of the papers of their session.

r. Chairman and Co-Chairman shall be IPS members and shall have been registered for the

Conference.

s. Panel of Judges shall be selected, as per the details given from the Head Quarters, for the best

paper prizes which are:

1. Dr. GC Das Memorial Award for Best Prosthodontist presentation.

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Transport may be arranged from airports, railway stations or bus stands, either on payment or

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2. Dr. GC Das Memorial Award for Best Post Graduate Student presentation

3. Dr. FD Mirza Award for Post Graduate Student poster (1st Prize)

4. Dr. FD Mirza Award for Post Graduate Student poster (2nd Prize)

5. Any other prizes as may be introduced by the Organizing Committee or Head office

Details of available prizes shall be circulated in brochures and call

letters.

All the results shall be handed over to the Secretary within two hours of conclusion

of the respective scientific session and one hour before the valedictory function.

Prizes will be awarded at the valedictory function.

Pre and post conference courses may be arranged one or two days before or after

the Conference separately.

Participants shall be given certificate of presenting paper, chairing a session and

attending the pre and post conference courses.

The IBP (Indian Board of Prosthodontics) session always should be slotted on the first

or second day at 12pm. The IBP session includes convocation and lecture.

There shall be feed back forms provided to all the delegates attending the key note

lectures and the results of the feed back forms will be communicated to the

secretary after the end of the conference.

Souvenir Committee for the Conference:

Souvenir may be printed to augment conference resources.

The Souvenir Committee will fix advertisement charges.

The following order shall be followed when publishing the photographs and messages in the

Souvenir:

i. Photographs and messages of the Dignitaries.

ii. Photographs of the Office-Bearers of the Head office in the order of President, President-Elect,

Immediate Past President, Vice-Presidents, Secretary, Joint Secretary, Editor, Treasurer and EC

members.

iii. Photographs of the Chairman, Co-Chairman and Organizing Secretary and other Members of the

Organizing Committee.

Names of the President, Secretary, Conference Chairman, Organizing Secretary and venue of

past conferences may be published.

Speech of the President shall be published.

Message-cum-Report from the IPS Secretary shall be published.

Conference and scientific programs shall be published.

One are two articles of public health importance shall be published.

Outside front cover of the Souvenir shall not carry any advertisement.

Transport Committee for the Conference:

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as complimentary.

Volunteers shall be arranged to meet and guide the delegates at the above places, if possible.

If the local transport is not available or is difficult, transport shall be arranged between the venue

and important points to transport the delegates, especially for the Presidential dinner and

welcome dinner if possible as complimentary.

Official travel agent counter shall be arranged at the venue of the Conference.

Post conference tours for sight seeing may be arranged by the Organizer Committee or by an

approved travel agent. All such tours shall be charged separately and done on advance payment

only.

Inauguration of the Conference:

The Organizing Committee will arrange for the Chief Guest and the Guest of Honor with approval

from IPS EC.

The invitation card shall carry the name of the IPS President, IPS Secretary, Chairman and

Organizing Secretary.

The time schedule of the function shall be given to guests.

Dais arrangement will depend upon the number of guests.

The Chief Guest will inaugurate the Conference.

One Guest of Honor may inaugurate the Scientific Session.

Any other Guest of Honor, if available, may inaugurate the Trade Fair.

Any of the Guests or the President may release the Souvenir.

The dais arrangement shall be as under:

1. Organizing Secretary

2. Conference Chairman

3. Immediate Past President

4. Guest of Honor.

5. President (always in the center)

6. Chief Guest

7. President – Elect

8. Conference Secretary

9. Secretary

10. Editor

Dais arrangement will depend on number of Guests of Honor and shall be approved by the IPS

Secretary

Program : The following shall be the protocol for the inaugural program

1. Inviting the dignitaries on to the dais.

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2. Adorning the collar on the President by the Secretary.

3. Invocation.

4. Welcome address by the Organizing Chairman.

5. Lighting of the lamp and the Inauguration of the conference.

6. Secretary’s report by the IPS Secretary.

7. Presidential address.

8. Speech by the Guest/s of honor.

9. Felicitations and release of souvenir.

10. Inaugural address by the Chief Guest.

11. Vote of thanks by the Organizing Secretary.

If master of ceremonies is needed, he/ she will sit separately.

IPS Emblem and Conference Banner shall be exhibited prominently at the

dais. The inauguration shall not be for more than one hour.

Separate invitation shall be sent to the dignitaries.

There shall be a pre-conference press meet by the IPS President, IPS Secretary, Chairman

and Organizing Secretary.

Press conference could be arranged on the evening of first day of the Conference.

An official photographer shall be arranged to cover the inauguration, scientific sessions,

annual general body meeting & valedictory function.

Photographs and video covering all the events shall be given to the Secretary after the

conclusion of conference.

Official guest:

1. The President shall not pay registration fees for himself and for his / her spouse.

2. The President shall be provided with accommodation and hospitality without any

charges. The President shall be provided with a car for the conference period.

3. The President shall be received by the Conference Chairman at the place of arrival and

escorted to the place of stay and while leaving he should be sent off similarly.

4. The Secretary shall not pay registration fee for himself and for his / her spouse.

5. The Secretary shall be provided with accommodation and hospitality without any

charges. The Secretary shall be provided with a car for the conference period.

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The Organizing Committee shall take the responsibility of looking after the President and Secretary

The secretarial staff may be provided with accommodation and hospitality and sufficient space at

conference venue.

The Secretary shall be received by the Organizing Secretary at the place of arrival and escorted to

the place of stay and while leaving he should be sent off similarly.

The Editor shall not pay registration fee and shall be provided accommodation

The Conference Secretary shall not pay registration fee and shall be provided accommodation

All Honorary Members shall be permitted to attend the Conference without registration charges

and banquet and hospitality shall be free for them. However, they shall pay for their

accommodation.

Founder members shall not pay registration fee. However, they shall pay for their accommodation.

The President shall sit in center of dais in all the meetings, shall render the presidential address,

shall be the Chairman of the Conference, and his message and photograph shall be incorporated in

the Souvenir.

Valedictory:

The Chairman and the Organizing Secretary will felicitate the President and the Secretary

respectively, with mementos.

The Chairman and Organizing Secretary will felicitate the Conference Committee Members, with

mementos.

The Chairman and Organizing Secretary will felicitate the Conference Secretary.

The Head Office will present appreciation mementos to the Chairman and the Organizing

Secretary.

Scientific Convener will provide details of the scientific sessions.

All the awards will be announced.

Taking over of new office bearers.

President shall declare the Conference closed.

Program:

The following protocol has to be followed for the valedictory

1. Welcome address by the Conference Chairman.

2. Scientific report by the Scientific Convener.

3. Felicitations.

4. Announcement of IPS awards.

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5. Address by the outgoing President.

6. Installation of new office bearers.

7. Address by the incoming President.

8. Vote of thanks by the IPS Secretary.

Amendment 46 – IPS Post Graduate Convention guidelines The Secretary informed that it was also important to add the Post graduate convention guidelines into the constitution so that the organizers of the conventions will be constitutional bound to abide by the guidelines


RESOLVED THAT “ Indian Prosthodontic Society Post Graduate Convention Guidelines as

detailed below be included in the constitution

Guidelines for IPS National P G Convention

It is an annual event of the IPS to promote scientific activity among the postgraduate

prosthodontic students.

1. OBJECTIVES

a) To provide a national scientific forum for post graduate prosthodontic students.

b) To expose the students to academic discussions with teachers from different parts of

the country.

c) To provide them an opportunity to present scientific papers, posters and table

demonstrations.

d) To assist students to plan scientific projects and dissertations.

e) To inculcate communication skills, and promote competitive spirits.

f) To promote cultural exchange and fellowship among students from all over the

country.

1. INVITATION TO HOST THE CONVENTION

a. The Head of Department of Prosthodontics of a recognized PG teaching institution or the

Regional branch, should submit a written proposal to host the convention to the

Secretary two years in advance. The proposal should specify the infrastructure, proposed

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budget, financial commitment, host committee team, and other facilities required to

conduct the convention.

b. The letter of support from the management of the host institution stating their

willingness to provide all the necessary infrastructure is mandatory.

c. In case, no proposal is received or the proposals received are not acceptable, the Head

Office on its own shall hold the PG Convention at such place as may be decided by the

Executive Council (EC) and may take necessary help from IPS Regional Branches/ local

members to conduct the Convention.

d. The Organizing Committee shall consist of Conference Chairman, Organizing Secretary,

Treasurer, Scientific Chairman/Convener and chairpersons and members of other

committees. The Conference Chairman and Organizing Secretary, shall have attended 3

out of recent 5 National IPS Conferences (including PG Conventions) to be eligible for the

post.

e. The Organizing Committee may form Sub-Committees from amongst its Members.

f. All the Members of the Organizing Committee, and its Sub-Committees, shall be

Members of IPS. Some non-prosthodontists may be included only on approval by the EC

of the IPS.

g. The Sub-Committees shall report to the Organizing Secretary and shall discuss the

progress of the arrangements for the Convention in the meetings of the Organizing

Committee.

h. The Conference Chairman or the Organizing Secretary shall inform the IPS Secretary

regarding formation of the Organizing Committee, who will then circulate it among the

Executive Council members of IPS for approval and modifications if any. The IPS

Executive Council’s decision shall be final & binding.

i. A Conference Secretary may be appointed by the IPS EC to monitor the progress of the

convention.

j. The Conference Chairman/ Organizing Secretary will be a Co-opted Member of the IPS

Executive Council for updating progress of the Convention to the Executive Council and

shall attend all the meetings of the Executive Council, till the Convention is conducted

and accounts for the same is submitted to the EC.

k. An MOU will be signed by the Convention Chairman, Organizing Secretary and Treasurer

on behalf of the Organizing Committee, with the IPS Head Office, undertaking to follow

all the Convention guidelines, failing which they are liable to face appropriate action as

may be deemed fit by the IPS Executive Council .

2. ACCEPTANCE TO HOST THE CONVENTION

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a) All the proposals will be placed in the EC and the EC’s decision is binding and final.

b) The EC will have the discretion to send its member (usually Secretary) to inspect the facilities

available.

c) The proposed hosts should provide the cost of travel by air and accommodation for the

inspecting member.

d) All the members of the organizing and sub committees should be IPS members. Non

Prosthodontists may be included after EC approval.

e) To include a non-member in to the organizing committee, EC approval should be obtained.

3. SELECTION OF VENUE

a) The venue should have ALL BASIC FACILITIES to conduct such a convention and be well

connected by air and train.

b) The venue should have a good air conditioned auditorium to accommodate a minimum of

1500 delegates with good audio-visual facilities.

c) In addition, the venue should have a minimum of 4 air-conditioned lecture halls equipped with

good AV facilities.

d) The college should have adequate hostel / budget accommodation facilities to accommodate

the student delegates.

e) Clean and hygienic dining facilities should be made available for all the delegates.

f) Separate dining counters be provided for Faculty (including Life members) and Students.

g) Adequate drinking water facility should be provided at various locations in the venue.

4. PUBLICATION

a) The Society’s name & logo should be displayed first and prominently followed by the name

and logo of host institution.

b) The letterhead, brochures and other publications of the Convention shall carry IPS Logo and

names of the President, Secretary, and then followed by the names of the Organizing

Committee.

c) Participation Certificates for the Convention shall carry IPS Logo along with the Convention

Logo, and shall be signed by the President and the Secretary and then followed by the

signatures of the Chairman and the Organizing Secretary. In case of Scientific Certificates, in

addition to the above, the Scientific Convener and Pre-Conference Convener shall also sign

the same as required.

5. FUNDS AND FINANCE FOR THE CONVENTION

a) The IPS will not grant any fund for the Convention.

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b) The Host institution & Organizing Committee will raise all the funds required for the

Convention.

c) The detailed budget for conducting the Convention shall be submitted by the

Organizing Committee to the Secretary, which shall be placed before the Executive

Council for its consideration.

d) The registration fee shall be approved by EC.

e) Bank account shall be opened with written authorization from the Head Office.

f) There shall be only one bank account for the Convention and will be operated jointly

by the Conference Chairman/ Organizing Secretary and the Convention Treasurer.

g) Monthly bank account statements shall be sent to the Head Office on or before the

25th of every succeeding month.

h) All expenses incurred in connection with the Convention shall be supported by

vouchers and no payment above Rs.10,000/- (Rupees ten thousand only) shall be

done other than by way of a bank instrument.

i) TDS and GST payments shall be made on a monthly basis by the organizers as per

regulations and the details of the same should be sent to Secretary and Treasurer.

j) Outstanding accounts may be written off after due written intimation and approval

of EC.

k) Name of the defaulters shall be sent to the Head Office.

l) The audited accounts of the Convention shall be submitted to the Head Office, along

with receipts, vouchers and account books within six months from the date of the

convention, for approval by the Executive Council.

m) The surplus funds on account of the Convention shall be transferred to the Head

Office along with the audited accounts.

n) IPS will not be responsible for any loss incurred by the convention & and such loss

will be borne the by Organizing Committee only.

6. PUBLICITY

a) There shall be a minimum of two call letters/ brochures providing information about

the Convention, which should be sent to all IPS members.

b) The first call letter shall be sent eight (8) to ten (10) months before the date of the

Convention containing the information regarding proposed venue, speakers,

accommodation, tours and other activities planned along with the relevant forms.

c) The second call letter shall be sent at least two (2) months before the date of the

Convention providing information regarding the activities proposed at the

Convention in definite terms and the itinerary of the inauguration and other

scientific sessions.

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d) Details of the Convention shall be published in various professional magazines and

other journals for wide publicity.

e) The Organizing Committee should send a circular to all the dental colleges about the

Convention.

f) There should be public awareness programs about Prosthodontics during the

convention for the benefit of the general public. The programs planned should be

approved by EC.

7. SOUVENIR FOR THE CONVENTION:

a) Souvenir shall be published to augment convention resources.

b) The Souvenir Committee will fix advertisement charges.

c) The following order shall be followed when publishing the

photographs and messages in the Souvenir:

i. Photographs and messages of the Dignitaries.

ii. Photographs of Office-Bearers of the Head Office - President, Immediate Past

President, President Elect, Vice-Presidents, Secretary, Joint Secretary, Editor,

Treasurer and EC members.

iii. Photographs & messages of the Chairman and Organizing Secretary and any other

Members of the Organizing Committee.

a. Names of the President, Secretary, Conference Chairman, Organizing Secretary and

venue of past conventions may be published.

b. Messages from other dignitaries may be published.

c. Speech of the President shall be published.

d. Message from the Secretary shall be published.

e. Convention and scientific programs shall be published

f. Articles of public health importance shall be published.

g. Outside front cover of the Souvenir shall not carry any advertisement

8. PROGRAMME

The Convention will be of 2 days with an additional pre and/or post-convention day.

I. Pre - Convention Courses

i. Pre and post convention courses may be arranged one or two days before or after the

Convention separately.

ii. Pre-Convention courses should be conducted free of charge for delegates.

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EOGM MINUTES

a) Registrations should be on a first come first serve basis.

b) Student should mandatorily attend the registered pre-conference course.

c) Student not attending after registering will not be allowed to present their paper,

poster or table clinics.

iii. Paid pre-convention courses can be conducted with the approval of the EC.

iv. All pre-convention courses should have an element of hands-on along with it.

v. A lecture-only course should have prior approval by the EC.

vi. All the expenses for these courses shall be collected from sponsors and paid from the

convention account.

vii. Printed course material may be provided by the course coordinators.

viii. Course conductors should preferably be a Prosthodontist, prior EC approval should be

obtained for non-Prosthodontists.

ix. Dental technologists can conduct courses on Laboratory procedures after approval by

EC.

x. All course conductors should be approved by EC.

xi. Feedback form approved by IPS head office should be obtained from the course

participants and submitted to the head office at the end of the pre-convention course.

II. Inauguration

PG convention can commence with only the lighting of the lamp by the IPS President

and Secretary and the Conference Chairman and Organizing Secretary and other

dignitaries, without any elaborate inaugural function, with a welcome address by the IPS

President.

a) Alternatively the Organizing Committee can arrange a short traditional inauguration for

not more than 30 minutes and follow the protocol mentioned below.

b) The invitation card shall carry the name of the IPS President and Secretary and

Conference Chairman and Organizing Secretary.

c) The time schedule of the function shall be given to guests.

d) The President shall sit in center of dais in all the meetings, shall render the presidential

address.

e) Secretary- will speak on the Society’s activities.

f) The Chief Guest will inaugurate the Convention.

g) One Guest of Honor will release the Souvenir.

h) The dais arrangement shall be as under:

1. Organizing Secretary

2. Chairman

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EOGM MINUTES

3. President Elect

4. Chief Guest

5. President (always in the center)

6. Guest of Honor

7. Immediate Past President

8. Secretary

9. Editor

i) Dais arrangement will depend on number of Guests of Honor. The arrangements should

be discussed with Secretary and get it approved.

j) If master of ceremonies is needed, he/she will sit separately.

k) IPS Emblem and Conference Banner shall be exhibited prominently at the dais.

l) The inauguration shall not be for more than half an hour and will be followed by Dr.

T.M. Udani Oration lecture.

m) Separate invitation shall be sent to the dignitaries.

n) There shall be pre-convention press meet by the President, Secretary, Organizing

Chairman and Organizing Secretary.

o) An official photographer shall be arranged to cover the inauguration, scientific sessions,

and valedictory function. Photographs and video covering all the events shall be given to

the Secretary after the conclusion of convention.

Program Schedule may be as follows

1. Inviting the dignitaries on to the dais

2. Adorning the collar on the President by the Secretary

3. Invocation

4. Welcome address by the Organizing Chairman

5. Lighting of the lamp and the Inauguration of the Convention

6. Presidential address

7. Speech by the Guest/s of Honor

8. Felicitations and release of souvenir.

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9. Inaugural address by the Chief Guest

Documents

INDIAN PROSTHODONTIC SOCIETYRESOLVED THAT Dr. N. Gopi Chander be and is hereby elected as the Editor of the Indian Prosthodontic Society for a term of three (3) years. Agenda No. 10