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European Medical Students’ Association
Internal Rules 11.0
THE EMSA INTERNAL RULES ARE THE EMSA PRINCIPLES AND OBJECTIVES
Edited by:
EMSA European Board 2009/2010
Revised by:
Anna Dobek, Secretary General 2010/2011
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CONTENT
European Medical Students’ Association ...........................................................1
Internal Rules 11.0 .....................................................................................1
1. GENERAL REGULATIONS ........................................................................... 10
1.1 MANAGEMENT OF EMSA ........................................................................ 10
1.2 KNOWLEDGE ..................................................................................... 10
1.3 AVAILABILITY .................................................................................... 10
1.4 LEGAL STATUS OF THE ORGANISATION ...................................................... 10
1.5 OBSERVANCE AND VIOLATION OF EMSA STATUTES AND INTERNAL RULES .............. 10
2. NOMENCLATURE .................................................................................... 10
2.1 GENERAL ......................................................................................... 10
2.1.1 EUROPE ..................................................................................... 10
2.1.2 MEDICAL FACULTY ......................................................................... 10
2.1.3 MEDICAL STUDENT ......................................................................... 10
2.1.4 EMSA-EUROPE .............................................................................. 11
2.1.5 EMSA EUROPEAN EVENT (EEE) ........................................................... 11
2.2 EXECUTIVE BODIES ............................................................................. 11
2.2.1 EMSA EUROPEAN BOARD (EEB) ........................................................... 11
2.2.2 EMSA NATIONAL BOARDS ................................................................. 11
2.2.3 FACULTY MEMBER ORGANISATIONS (FMOs) ............................................ 11
2.2.4 EMSA TASK FORCES ........................................................................ 11
2.2.5 WORKING GROUP .......................................................................... 11
2.3 PERSONS ......................................................................................... 11
2.3.1 EMSA MEMBER .............................................................................. 11
2.3.2 EMSA REPRESENTATIVES .................................................................. 12
2.3.3 EMSA HONORARY TRUSTEES .............................................................. 12
2.3.4 EMSA ALUMNUS ............................................................................ 12
3. MEMBERSHIP ......................................................................................... 12
3.1 GENERAL ......................................................................................... 12
3.1.1 REGISTRATION ............................................................................. 12
3.1.2 ACCESS ...................................................................................... 12
3.1.3 CONDITIONS FOR EMSA MEMBERS ....................................................... 12
3.1.4 OFFICIAL EMSA FUNCTIONS............................................................... 12
3.3 EMSA HONORARY TRUSTEES ................................................................... 12
3.3.1 GENERAL .................................................................................... 12
3.3.2 CONDITIONS ................................................................................ 13
3.3.3 OBJECTIVES ................................................................................ 13
3.3.4 LIST OF HONORARY TRUSTEES ........................................................... 13
3.4 EMSA ALUMNI .................................................................................... 13
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3.4.1 CONDITIONS ................................................................................ 13
3.4.2 OFFICIAL EMSA FUNCTIONS............................................................... 13
3.4.3 OBJECTIVES ................................................................................ 13
3.5 FACULTY MEMBER ORGANIZATIONS .......................................................... 14
3.5.1 GENERAL .................................................................................... 14
3.5.2 REQUIREMENTS ............................................................................ 14
3.5.3 OBJECTIVES ................................................................................ 14
3.5.4 LOCAL MEMBERSHIP ....................................................................... 15
3.6 REGISTRATION .................................................................................. 15
3.6.1 GENERAL .................................................................................... 15
3.6.2 REGISTRATION FEE ........................................................................ 15
3.6.3 PRACTICAL REGULATIONS ................................................................ 15
3.7 ACCEPTANCE AND REFUSAL ................................................................... 15
3.7.1 ACCEPTANCE AS FACULTY MEMBER ORGANISATION (FMO) .......................... 15
3.7.2 REFUSAL AS FACULTY MEMBER ORGANISATION (FMO) ................................ 15
3.7.3 REPORT OF REGISTERED FACULTY MEMBER ORGANISATION (FMO) ................. 15
3.8 DURATION, PROLONGATION AND TERMINATION OF MEMBERSHIP ........................ 15
3.8.1 DURATION .................................................................................. 15
3.8.2 MEMBERSHIP FEE........................................................................... 16
3.8.3 FIRST REGISTRATION ...................................................................... 16
3.8.4 PROLONGATION ............................................................................ 16
3.9 TERMINATION ................................................................................... 16
3.10 LATE FEE PAYMENT ........................................................................... 16
4. FACULTY MEMBER ORGANIZATIONS .............................................................. 16
4.1 REPRESENTATIVES .............................................................................. 16
4.1.1 GENERAL .................................................................................... 16
4.1.2 ELECTION ................................................................................... 16
4.1.3 REGISTRATION ............................................................................. 16
4.2 APPELLATION .................................................................................... 17
4.2.1 APPELATION OF FMOs ..................................................................... 17
5. EMSA STRUCTURE & GENERAL MANAGEMENT ................................................... 17
5.1 LANGUAGES ..................................................................................... 17
5.1.1 OFFICIAL LANGUAGE ...................................................................... 17
5.1.2 OTHER LANGUAGES ....................................................................... 17
5.2 STATUTES ........................................................................................ 17
5.2.1 PURPOSE .................................................................................... 17
5.2.2 THE EMSA EUROPEAN STATUTES ........................................................ 17
5.2.3 EMSA NATIONAL / LOCAL STATUTES .................................................... 17
5.2.4 MODIFICATIONS TO THE STATUTES ..................................................... 17
5.2.5 NOTIFICATION OF STATUTES ............................................................. 17
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5.3 EMSA INTERNAL RULES ......................................................................... 18
5.3.1 VALIDITY .................................................................................... 18
5.3.2 TRANSLATIONS ............................................................................. 18
5.3.3 MODIFICATIONS-AMENDMENTS ........................................................... 18
5.3.4 REGULATIONS FOR MODIFICATIONS ..................................................... 18
5.3.5 DENOMINATIONS ........................................................................... 18
5.4 ADDITIONAL RULES ............................................................................. 18
5.4.1 EXECUTIVE BODIES ........................................................................ 18
6. EMSA EUROPEAN BOARD ........................................................................... 18
6.1 GENERAL ......................................................................................... 18
6.1.1 COMPOSITION .............................................................................. 18
6.1.2 VOTING RIGHTS ............................................................................ 19
6.1.3 MEETING FREQUENCY ..................................................................... 19
6.1.4 CONVOCATION ............................................................................. 19
6.1.5 CONTINUITY BETWEEN EMSA EUROPEAN BOARDS ..................................... 19
6.1.6 HANDOVER PERIOD ........................................................................ 19
6.1.7 ADVISING ROLE ............................................................................. 20
6.1.8 GENERAL TASKS ............................................................................ 20
6.1.9 DELEGATION ................................................................................ 20
6.1.10 CONSULTATION ........................................................................... 20
6.1.11 RESIGNATION ............................................................................. 20
6.1.12 SUSPENSION AND DISCHARGE ........................................................... 20
6.1.13 VACANCY .................................................................................. 21
6.2 SPECIFIC TASKS ................................................................................. 21
6.2.1 PRESIDENT .................................................................................. 21
6.2.2 VICE-PRESIDENT OF INTERNAL AFFAIRS (VPi) .......................................... 21
6.2.3 VICE-PRESIDENT OF EXTERNAL AFFAIRS (VPe) ......................................... 21
6.2.4 SECRETARY GENERAL ..................................................................... 21
6.2.5 TREASURER ................................................................................. 22
6.2.6 MEDICAL EDUCATION DIRECTOR ......................................................... 22
6.2.7 MEDICAL ETHICS & PUBLIC HEALTH DIRECTOR ........................................ 23
6.2.8 MEDICAL SCIENCE DIRECTOR ............................................................. 23
6.2.9 EUROPEAN INTEGRATION DIRECTOR .................................................... 23
6.2.10 LIAISON OFFICER TO EUROPEAN MEDICAL ORGANISATIONS (EMO-LO) ............ 23
6.2.11 LIAISON OFFICER TO STUDENT ORGANISATIONS (SO-LO) ........................... 24
6.2.12 LIAISON OFFICER TOWARDS FORMAL INSTITUTIONS (FILO) ......................... 24
6.2.13 EMS COUNCIL SECRETARY ............................................................... 24
6.2.14 PULIC RELATIONS OFFICER .............................................................. 24
6.2.15 FUNDS RAISING OFFICER ................................................................ 24
6.2.16 HUMAN RESOURCES OFFICER ........................................................... 24
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6.2.17 PERMANENT OFFICER .................................................................... 24
6.2.18 BOARD MEMBER UPON REQUEST ....................................................... 25
6.3 ADVISORY COUNCIL ............................................................................. 25
6.3.1 GENERAL .................................................................................... 25
7. TASKFORCES & WORKING GROUPS ............................................................... 26
7.1 TASK FORCES .................................................................................... 26
7.1.1 GENERAL .................................................................................... 26
7.1.2 CREATION OF EMSA TASK FORCES ....................................................... 26
7.2 WORKING GROUP ............................................................................... 27
7.2.1 GENERAL .................................................................................... 27
7.2.2 DEFINITION ................................................................................. 27
7.2.3 SUPERVISION ............................................................................... 27
7.2.4 DURATION .................................................................................. 27
8. REGULATIONS FOR EMSA NATIONAL SECTIONS ................................................. 27
8.1 GENERAL ......................................................................................... 27
8.2 CONDITIONS ..................................................................................... 27
8.3 NATIONAL COORDINATOR ..................................................................... 27
8.3.1 GENERAL .................................................................................... 27
8.3.2 COORDINATION ............................................................................ 27
8.3.3 ACTIVITIES .................................................................................. 28
8.3.4 COMMUNICATION .......................................................................... 28
8.3.5 PROMOTION ................................................................................ 28
8.4 NOTIFICATION AND REGISTRATION ........................................................... 28
8.4.1 NOTIFICATION TO THE EMSA EUROPEAN BOARD ...................................... 28
8.4.2 REGISTRATION OF THE NATIONAL SECTION ............................................ 28
9. REGULATIONS OF EMSA FACULTY MEMBER ORGANISATIONS .................................. 28
9.1 GENERAL ......................................................................................... 28
9.2 EMSA LOCAL BOARD ............................................................................ 28
9.3 LOCAL COORDINATOR 1 ........................................................................ 29
9.4 LOCAL COORDINATOR 2 ........................................................................ 29
9.5 NOTIFICATION TO THE EMSA EUROPEAN BOARD ........................................... 29
10. PROCEDURES AT MEETINGS ...................................................................... 29
10.1 APPLICABILITY ................................................................................. 29
10.2 MINUTES ........................................................................................ 29
10.3 DELEGATION OF VOTING RIGHT ............................................................. 29
10.3.1 PROXY ..................................................................................... 29
10.4 CANDIDATURE FOR ELECTIONS .............................................................. 30
10.5 QUORUMS ...................................................................................... 30
10.5.1 QUORUM AT MEETINGS OF EXECUTIVE BODIES ....................................... 30
10.5.2 INSUFFICIENT QUORUM .................................................................. 30
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10.5.3 ADJOURNMENT OF MEETINGS .......................................................... 30
10.5.4 MINORITY QUORUM ...................................................................... 30
10.5.5 QUORUM AT THE GENERAL ASSEMBLY ................................................. 30
10.5.6 INSUFFICIENT QUORUM AT THE GENERAL ASSEMBLY ................................ 30
10.6 WRITTEN VOTING ............................................................................. 30
10.6.1 DEFINITION ................................................................................ 30
10.6.2 PROCEDURE ............................................................................... 30
10.6.3 OFFICIAL VOTING BALLOTS ............................................................. 31
10.6.4 RETURN ADDRESS ........................................................................ 31
10.6.5 CONCLUSION .............................................................................. 31
10.7 CHAIRPERSON .................................................................................. 31
10.7.1 PRECEDENCE .............................................................................. 31
10.7.2 TASKS OF THE CHAIRPERSON ........................................................... 31
10.7.3 VICE-CHAIRPERSON ...................................................................... 32
10.7.4 PLENARY SECRETARY .................................................................... 32
10.7.5 TEMPORARY CHAIRPERSON ............................................................. 32
10.7.6 CASTING VOTE ............................................................................ 32
10.7.7 CHALLENGE TO THE RULING ............................................................ 32
10.7.8 NO CONFIDENCE IN THE CHAIR ......................................................... 32
10.8 MOTION AND DEBATE ......................................................................... 32
10.8.1 TABLING ................................................................................... 32
10.8.2 PRESENTATION ........................................................................... 33
10.8.3 SECONDING ............................................................................... 33
10.8.4 WITHDRAWAL ............................................................................. 33
10.8.5 CALL FOR AMENDMENTS ................................................................. 33
10.8.6 CALL FOR DIRECT NEGATIVES - ALTERNATIVE MOTION ............................. 33
10.8.7 SPEAKING RIGHTS ........................................................................ 33
10.8.8 CALL FOR VOTE ........................................................................... 34
10.8.9 MOTIONS ‘OUT OF ORDER’ .............................................................. 34
10.9 POINT OF ORDER .............................................................................. 34
10.9.1 NATURE .................................................................................... 34
10.9.2 PRECEDENCE .............................................................................. 34
10.9.3 ABUSE ...................................................................................... 34
10.10 POINT OF INFORMATION .................................................................... 34
10.10.1 NATURE .................................................................................. 34
10.10.2 PRESENTATION .......................................................................... 34
10.10.3 ABUSE .................................................................................... 35
10.11 PROCEDURAL MOTION ....................................................................... 35
10.11.1 NATURE .................................................................................. 35
10.11.2 PRECEDENCE ............................................................................ 35
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10.11.3 SECONDING .............................................................................. 35
10.11.4 APPLICATION ............................................................................ 35
10.11.5 MAJORITY ................................................................................ 35
10.12 VOTING ........................................................................................ 36
10.12.1 MAJORITY ................................................................................ 36
10.12.2 VOTING MODE ........................................................................... 36
10.12.3 VOTING CARDS .......................................................................... 36
10.12.4 CHANGE OF VOTING MODE ............................................................ 36
10.12.5 BALLOT ................................................................................... 36
10.12.6 REPRESENTATION ....................................................................... 36
11. RECORDS ............................................................................................ 36
11.1 ANNUAL REPORTS ............................................................................. 36
11.1.1 REPORT OF ACTIVITY .................................................................... 36
11.1.2 FINANCIAL REPORT ....................................................................... 36
12. COMMISSIONS ...................................................................................... 37
12.1 GENERAL ....................................................................................... 37
12.1.1 DEFINITION ................................................................................ 37
12.1.2 SUPERVISION .............................................................................. 37
12.1.3 LIST OF EMSA COMMISSIONS ............................................................ 37
12.2 CREDENTIAL COMMISSION .................................................................... 37
12.2.1 TASKS ...................................................................................... 37
12.2.2 ELECTION .................................................................................. 37
12.2.3 VOTING CARDS ............................................................................ 37
12.3 CONSTITUTIONAL COMMISSION .............................................................. 37
12.3.1 TASKS ...................................................................................... 37
12.3.2 ELECTION .................................................................................. 38
12.3.3 DECISION OF OVERRULE ................................................................. 38
12.4 FINANCIAL COMMISSION ...................................................................... 38
12.4.1 TASKS ...................................................................................... 38
12.4.2 RIGHTS ..................................................................................... 38
12.4.3 ELECTION .................................................................................. 38
12.4.4 FINANCIAL COMMISSION ASSISTANCE .................................................. 38
13. THE SOCIAL SEAT .................................................................................. 38
13.1 GENERAL ....................................................................................... 38
13.1.1 STORAGE .................................................................................. 38
13.1.2 ACCESS .................................................................................... 38
13.1.3 SERVICES .................................................................................. 38
13.1.4 LOCATION ................................................................................. 38
14. FINANCES ........................................................................................... 39
14.1 GENERAL ....................................................................................... 39
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14.1.1 FINANCIAL YEAR .......................................................................... 39
14.1.2 RECEIPTS .................................................................................. 39
14.1.3 REPORT TO THE TREASURER ........................................................... 39
14.1.4 OFFICIAL CURRENCY ..................................................................... 39
14.2 BANK ACCOUNTS .............................................................................. 39
14.2.1 EMSA EUROPEAN ACCOUNTS ............................................................ 39
14.2.2 EMSA INTERNATIONAL ACCOUNT ....................................................... 40
14.2.3 EMSA WORKING ACCOUNT .............................................................. 40
14.2.4 OTHER ACCOUNTS ....................................................................... 40
14.2.5 AUTHORISATION - NOTIFICATION ...................................................... 40
14.2.6 CLOSING OF ACCOUNTS ................................................................. 40
14.3 FINANCIAL REGULATIONS .................................................................... 40
14.3.1 ACCESS TO THE EMSA INTERNATIONAL ACCOUNT ................................... 40
14.3.2 SOURCES OF INCOME .................................................................... 40
14.3.3 FUNDS TRANSFER......................................................................... 41
14.3.4 ACCESS TO EMSA INTERNATIONAL AND SAVINGS ACCOUNT ........................ 41
14.3.5 EXPENDING CLEARANCE ................................................................. 41
14.4 REGULATIONS FOR THE EMSA BUDGET ..................................................... 41
14.4.1 BUDGET .................................................................................... 41
14.4.2 FINANCIAL COMMISSION ................................................................. 41
14.4.3 BUDGET REPORT ......................................................................... 41
14.5 REGULATIONS OF THE EMSA MEMBERSHIP FEE ............................................ 42
14.5.1 GENERAL .................................................................................. 42
15. EXTERNAL RELATIONS ............................................................................ 42
15.1 GENERAL ....................................................................................... 42
15.2 CONSULTATION ................................................................................ 42
15.3 LIAISON OFFICERS ............................................................................. 42
16. PARTNERS .......................................................................................... 42
16.1 INTERNATIONAL FEDERATION OF MEDICAL STUDENTS’ ASSOCIATIONS (IFMSA) ...... 42
16.1.1 GENERAL .................................................................................. 42
16.1.2 CONDITIONS FOR CO-OPERATION ...................................................... 42
16.1.3 MEETINGS ................................................................................. 43
16.2 ASIAN MEDICAL STUDENTS’ ASSOCIATION (AMSA) ........................................ 43
16.2.1 GENERAL .................................................................................. 43
16.2.2 CONDITIONS FOR COOPERATION ....................................................... 43
16.3 FELSOCEM ...................................................................................... 43
16.3.1 GENERAL .................................................................................. 43
16.3.2 CONDITIONS FOR COOPERATION ....................................................... 43
17. FUNDRAISING ...................................................................................... 43
17.1 RESPONSIBILITY................................................................................ 43
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17.2 CONSULTATION ................................................................................ 43
17.3 EXCLUSION ..................................................................................... 43
17.4 CONTRACT ..................................................................................... 43
17.5 CONDITIONS .................................................................................... 43
18. REGULATIONS FOR EMSA RECOGNITION OF NON-EMSA EVENTS............................. 44
18.1 APPLICANTS .................................................................................... 44
18.2 APPLICATION CONTENTS ..................................................................... 44
18.3 CONDITIONS .................................................................................... 44
18.4 VIOLATION OF EMSA INTERNAL RULES AND STATUTES ................................... 44
19. EMSA ACTIVITIES ................................................................................... 44
19.1 EMSA EUROPEAN EVENT ...................................................................... 44
19.2 REGULATIONS HOST EMSA MEETINGS ....................................................... 44
19.2.1 HOSTING COUNTRY ...................................................................... 44
19.2.2 CONTRACT ................................................................................ 45
19.2.3 REGISTRATION FEE ....................................................................... 45
19.2.4 INVITATION................................................................................ 45
19.3 LOCAL PROJECTS .............................................................................. 45
19.3.1 EUROTALK ................................................................................. 45
19.3.2 WORKING ABROAD DATABASE PROJECT (WADP) ..................................... 45
19.3.3 TWINNING PROJECT (TP)................................................................ 45
19.3.4 EMSA SUMMER SCHOOL (ESS) ........................................................... 45
19.3.5 EMSA MOVIES & MEDICINE (M&M) ...................................................... 45
19.3.6 TEDDY BEAR HOSPITAL (TBH) .......................................................... 46
20. PUBLICATIONS ..................................................................................... 46
20.1 JEMSA TASK FORCE ........................................................................... 46
20.1.1 DEFINITION ................................................................................ 46
20.1.2 SUPERVISION .............................................................................. 46
20.1.3 EDITING .................................................................................... 46
20.2 EUROMEDS TASK FORCE ...................................................................... 46
20.2.1 DEFINITION ................................................................................ 46
20.2.2 SUPERVISION .............................................................................. 46
20.2.3 EDITING .................................................................................... 46
20.3 EUROPEAN WORDS TASK FORCE ............................................................. 46
20.3.1 DEFINITION ................................................................................ 46
20.3.2 SUPERVISION .............................................................................. 46
20.3.3 EDITING .................................................................................... 47
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1. GENERAL REGULATIONS
1.1 MANAGEMENT OF EMSA
Management of EMSA is governed both by the EMSA Statutes and Internal Rules, where all information should be sought. When in doubt, the EMSA European Board will decide on the relevant action.
1.2 KNOWLEDGE
All EMSA members and all EMSA Executives in particular are expected to know the contents of both the EMSA Statutes, Internal Rules and EMSA Bylaws.
1.3 AVAILABILITY
The EMSA Statutes, Internal Rules and EMSA Bylaws are available for download on the official website of EMSA.
1.4 LEGAL STATUS OF THE ORGANISATION
EMSA is registered under Belgian Law as an International Association with a pedagogic and scientific purpose.
1.5 OBSERVANCE AND VIOLATION OF EMSA STATUTES AND INTERNAL RULES
Every EMSA member is expected to know and observe the EMSA Statutes, Internal Rules and EMSA Bylaws. When an EMSA member, honorary member, EMSA alumnus, representative or executive board member is proven guilty of violating the EMSA Statutes, Internal Rules or EMSA Bylaws, his/her membership and/or status can be temporarily suspended by the EMSA European Board until the next General Assembly. This decision will require two-thirds majority of the EMSA European Board. The matter must be presented at the next General Assembly for a final decision, reached by two-thirds majority.
2. NOMENCLATURE
2.1 GENERAL
2.1.1 EUROPE
Europe is defined as the whole of countries lying totally or partly within the geographical borders of Europe.
These countries are the member states of the Council of Europe and those with the status of special guest of its Parliamentary Assembly, as they are stated in the official list of the Council of Europe's members on its website.
2.1.2 MEDICAL FACULTY
Any medical institution, school or faculty teaching medicine with the purpose to educate medical students to become physicians. In the Internal Rules medical faculty may be abbreviated to faculty.
2.1.3 MEDICAL STUDENT
A medical student is anybody studying at a medical faculty and following a medical curriculum and who does not yet have the authorisation to practice.
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2.1.4 EMSA-EUROPE
To avoid confusion between EMSA and its sections or branches, the Association shall be referred to as "EMSA-Europe" when necessary.
2.1.5 EMSA EUROPEAN EVENT (EEE)
An EMSA European Event (EEE) is any event organised in the name of EMSA and intended for people from more than one country.
2.2 EXECUTIVE BODIES
EMSA Executive bodies are:
The EMSA European Board
EMSA National Boards
Faculty Member Organisations (FMOs)
An EMSA Task Force
The European Medical Students’ Council (EMS Council)
Advisory Council
Working Group
2.2.1 EMSA EUROPEAN BOARD (EEB)
The EMSA European Board (EEB) is the supreme executive body of EMSA. It is in charge of the daily management of the Association.
2.2.2 EMSA NATIONAL BOARDS
The EMSA National Boards are in charge of the daily management of the relevant EMSA section.
2.2.3 FACULTY MEMBER ORGANISATIONS (FMOs)
A Faculty Member Organisation (FMO) is an organisation representing EMSA at faculty level.
2.2.4 EMSA TASK FORCES
An EMSA Task Force is any EMSA entity in charge of a specific EMSA activity, approved by the EMSA General Assembly.
2.2.5 WORKING GROUP
The EMSA Working Group or the EMSA WG is an international body of EMSA Europe that supports the EMSA European Board and coordinates various international projects. Members of the WG are appointed by the EB and their mandate is not limited. Membership in the WG can only be given to Director’s Assistants, Project Coordinators or other prominent EMSA members, as deemed fit by the EB.
Every member of the WG reports to his or her designated EEB member. Those are mostly the Directors.
Every member of the WG can lead his/her own team. This group/committee has to abide by the EMSA Europe statutes, internal rules and bylaws and answers to the EMSA European Board.
2.3 PERSONS
2.3.1 EMSA MEMBER
An EMSA member is any current medical student registered as a member of the FMO at his/her faculty.
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2.3.2 EMSA REPRESENTATIVES
An EMSA Representative, abbreviated "Rep", is an EMSA member officially entitled to represent his/her faculty during an EMSA General and/or National Assembly.
2.3.3 EMSA HONORARY TRUSTEES
EMSA honorary trustees are people who have contributed outstandingly to EMSA. They receive their status by a decision of the General Assembly.
2.3.4 EMSA ALUMNUS
An EMSA Alumnus is any person who is affiliated to EMSA and wants to remain as such.
3. MEMBERSHIP
3.1 GENERAL
EMSA is made up of members, which are regular members or representatives. EMSA also has honorary trustees, and alumni.
3.1.1 REGISTRATION
The registration of members is done by Faculty Member Organisations (FMOs) or the EMSA European Board (EEB).
Honorary trustees and alumni are registered by the EMSA European Board.
3.1.2 ACCESS
Every EMSA member, honorary trustee and alumnus has access to:
EMSA information networks
EMSA activities
EMSA publications
Any privileges granted to EMSA members by any third party
3.1.3 CONDITIONS FOR EMSA MEMBERS
Being an EMSA member supposes:
Being a medical student at a European medical faculty
Being registered by the Faculty Member Organisation (FMO) at his/her faculty
Supporting the objectives of EMSA
Acting according to the spirit of EMSA
Having no debts towards EMSA
3.1.4 OFFICIAL EMSA FUNCTIONS
Every EMSA member has the right to run for any function on any EMSA Executive body and is eligible to become an EMSA Representative at his/her faculty.
3.3 EMSA HONORARY TRUSTEES
3.3.1 GENERAL
EMSA honorary trustees are people who have contributed outstandingly to EMSA. They don’t necessarily need to be former EMSA members or medical students therefore. They
13
receive their status by a decision of the General Assembly. Such a decision can only be taken by the General Assembly with a two-thirds majority vote.
3.3.2 CONDITIONS
Being an EMSA honorary member supposes:
Contributed outstandingly to EMSA
Supporting the objectives of EMSA
Acting according to the spirit of EMSA
Having no debts towards EMSA
3.3.3 OBJECTIVES
The EMSA Honorary Trustees will:
Is welcome to participate in EMSA activities
Is welcome to participate at the National Coordinators Meeting and the General Assembly of EMSA according to the conditions of regular participants
Have access to digital copies of EMSA publications
3.3.4 LIST OF HONORARY TRUSTEES
All honorary trustees will be listed in this article with their name, country and the date of receiving their status.
Tjasa Vizintin, Slovenia, 06.10.1996
Clementine Maddock, United Kingdom, 19.10.1997
Stefan Waegemans, Belgium, 09.10.1998
Jacco Veldhuyzen, The Netherlands, 07.10.1999
Vijay Rawal, United Kingdom, 30.09.2000
Cristina Dias, Portugal, 30.09.2000
William Ching, United States of America, 30.09.2000
Magdalena Pietka, Poland, 17.10.2002
Ana Guerreiro, Portugal, 17.10.2002
Nick Schneider, Germany, 17.10.2002
Filip Stoma, Poland, 27.9.2003
Dr Gauthier Desuter, Belgium, 02.04.2004
Anabela Serranito, Portugal, 16.10.2004
Hrvoje Vrazic, Croatia, 16.10.2004
3.4 EMSA ALUMNI
3.4.1 CONDITIONS
Being EMSA Alumni supposes:
Supporting the objectives of EMSA
Acting according to the spirit of EMSA
Having no debts toward EMSA
3.4.2 OFFICIAL EMSA FUNCTIONS
EMSA Alumni can remain involved in EMSA Europe as members of the advisory council or as external advisors to EMSA Project committees.
3.4.3 OBJECTIVES
The EMSA Alumni aim to keep former EMSA members and other people affiliated to EMSA involved within EMSA.
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General aims of the EMSA Alumni are:
To support EMSA in general with knowledge acquired during previous active years in EMSA affairs
To administer advice to any EMSA member, upon request.
The EMSA Alumni will:
Be regularly updated about EMSA activities
Be encouraged to attend National Coordinators Meeting and the General Assembly of EMSA
Have access to digital copies of EMSA publications.
3.5 FACULTY MEMBER ORGANIZATIONS
3.5.1 GENERAL
Faculty Member Organisations, abbreviated FMOs, are the registration body of the EMSA members at their faculty.
3.5.2 REQUIREMENTS
In order to become a Faculty Member Organisation (FMO), the following requirements have to be fulfilled. The organisation:
Consists of medical students from a medical faculty situated in Europe
Operates at only one faculty
Has to be a non-political organisation
Allows all medical students at its faculty to become a member
Has statutes and is registered under law
Should inform the dean of the faculty of the existence of the FMO
Supports the objectives of EMSA
Acts according to the spirit of EMSA
Has paid the annual registration fee
Has no debts towards EMSA
Taking into account that:
National organisations can only become Faculty Member Organisation (FMO) if the respective country only has one medical faculty.
There can only be one Faculty Member Organisation (FMO) per medical faculty.
When two organisations at one faculty want to become an EMSA FMO, the two groups should try to work together in one EMSA spirit, if this is not possible the EEB will make the decision after carefully considering both sides.
3.5.3 OBJECTIVES
Faculty Member Organisations (FMOs):
Have to promote EMSA activities at their faculty among students and physicians.
Have to co-operate with all the FMO's and the EEB by participating in activities and providing relevant information and materials.
Shall try to organise EMSA activities.
Are responsible for updating their complete contact data (including two personal email addresses and one FMO email address if possible)on a regular base at least once every year or upon the EEB’s request.
Are responsible for informing the EEB if they have personal changes (LC 1 and LC 2) within 10 days of the elections.
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The FMOs must complete the Activity Report for the current year within 4 weeks after the GA.
The FMOs are strongly urged to participate in questionnaires about relationships to other student organisations.
3.5.4 LOCAL MEMBERSHIP
The Faculty Member Organisations (FMOs) can decide themselves upon the practical regulations concerning the application of individual members to become EMSA Members.
3.6 REGISTRATION
3.6.1 GENERAL
Registration of Faculty Member Organisations (FMOs) is done by the EMSA European Board. In order to become registered as Faculty Member Organisation (FMO) it is necessary to:
Send in the necessary data.
Pay the registration and membership fee.
Submit the officially published Statutes of the organisation in original language and an explanatory note in English.
3.6.2 REGISTRATION FEE
To become a Faculty Member Organisation (FMO) an organisation has to pay a registration fee of 50 EUR.
3.6.3 PRACTICAL REGULATIONS
The EMSA European Board will decide on the practical regulations concerning the registration of Faculty Member Organisation (FMO). The EMSA European Board will issue official forms for all parts of the registration procedure.
3.7 ACCEPTANCE AND REFUSAL
3.7.1 ACCEPTANCE AS FACULTY MEMBER ORGANISATION (FMO)
The EMSA European Board determines for each request of registration if the requirements are met. When all requirements are met the status of Faculty Member Organisation (FMO) will be granted.
3.7.2 REFUSAL AS FACULTY MEMBER ORGANISATION (FMO)
A request for registration as Faculty Member Organisation (FMO) can be refused when the requirements are not met. In this case the EMSA European Board will send a letter of refusal to the requesting organisation, providing an explanation and possible solutions. Any payments will be returned, necessary transaction fees are paid by the applying FMO.
3.7.3 REPORT OF REGISTERED FACULTY MEMBER ORGANISATION (FMO)
The EMSA European Board has to present a report to the General Assembly, which states the number of registered Faculty Member Organisations (FMOs), including the number of prolonged, new and terminated registrations. Also the cases in which registration was refused should be reported.
3.8 DURATION, PROLONGATION AND TERMINATION OF MEMBERSHIP
3.8.1 DURATION
The membership is valid for one calendar year, from 1st of January until 31st of December.
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3.8.2 MEMBERSHIP FEE
Each Faculty Member Organisation has to pay annual membership fee of 120 EUR. The membership fee is determined annually by the General Assembly in the budget, after the proposal of the Financial Commission assisted by the Treasurer.
3.8.3 FIRST REGISTRATION
When all requirements are met the status of Faculty Member Organisation (FMO) is granted after the registration and membership fees are received by the Treasurer. In case of registration between 1st of October and 31st of December, membership is granted for the next calendar year.
3.8.4 PROLONGATION
For prolonging membership status:
The membership fee for the next calendar year has to be paid prior to the 31st of October of the current calendar year.
Along with the membership fee, an updated Data Card has to be submitted to the EMSA European Board. This Data Card will be provided by the EMSA European Board and will be available online.
All pending obligations, if any, need to be fulfilled.
3.9 TERMINATION
In case the membership fee is not received before the 1st of January of the new calendar year, the Faculty Member Organisation (FMO) will no longer be considered active and membership will be terminated. In this case the Faculty Member Organisation will have to submit new registration to obtain membership status.
3.10 LATE FEE PAYMENT
Membership fee received from 1st November until 31st December for the next calendar year will be considered as late membership fee. An additional 40 EUR will be charged for this reason.
4. FACULTY MEMBER ORGANIZATIONS
4.1 REPRESENTATIVES
4.1.1 GENERAL
An EMSA Representative, abbreviated "Rep", is an EMSA member officially entitled to represent his/her faculty during an EMSA General and/or National Assembly. Each faculty contains two EMSA Representatives. The Reps. are called Local Coordinator-1 and Local Coordinator-2, abbreviated LC-1 and LC-2.
4.1.2 ELECTION
Representatives are elected by the members of the Faculty Member Organisation (FMO).
4.1.3 REGISTRATION
Representatives have to be registered by the EMSA European Board. The EMSA European Board will decide on the practical regulations concerning the registration of Representatives. The EMSA European Board will issue official forms for this registration.
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4.2 APPELLATION
4.2.1 APPELATION OF FMOs
For official external communication the name used by EMSA and the FMOs shall be the full name of the city or university which the FMO represents. On condition that the FMO is also representing the whole state it may also use the name of state used by the United Nations. For official internal communication the name used by EMSA and the FMOs should be the constitutional name of the city or the country or the name of the university.
5. EMSA STRUCTURE & GENERAL MANAGEMENT
5.1 LANGUAGES
5.1.1 OFFICIAL LANGUAGE
The official language of EMSA is English.
5.1.2 OTHER LANGUAGES
In case another language than English is used, a translation in English has to be made.
5.2 STATUTES
5.2.1 PURPOSE
The EMSA Statutes govern the general management and the structure of the Association. The EMSA Statutes constitute the legal basis of the Association.
5.2.2 THE EMSA EUROPEAN STATUTES
The EMSA European Statutes are the supreme legal chart of the association. This text is deposited in French language. In the event of controversial interpretations and/or omissions arisen from a translated version, the official Statutes in French shall prevail.
5.2.3 EMSA NATIONAL / LOCAL STATUTES
Both the EMSA national and local statutes cannot be incompatible with the EMSA-Europe statutes.
5.2.4 MODIFICATIONS TO THE STATUTES
Modifications to the EMSA-Europe Statutes shall demand a two-thirds majority of the General Assembly (See also Statutes article 15). If these modifications are incompatible with the previous version, of national and/or local statutes, then these national and local statutes must be updated within 12 months. During the process of changing the national and/or local statutes article 5.2.3 does not apply.
5.2.5 NOTIFICATION OF STATUTES
An English translation of all national and local statutes (and the changes to these statutes) must be forwarded to the EMSA European Board and will be available at the social seat.
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5.3 EMSA INTERNAL RULES
5.3.1 VALIDITY
The EMSA Internal Rules, once approved by a General Assembly, cannot be amended or modified in any way until the next General Assembly.
The latest version of Internal Rules voted by the General Assembly, shall constitute the sole official reference and invalidates all previous versions.
5.3.2 TRANSLATIONS
In the event of controversial interpretations and/or omissions arisen from a translated version, the official Internal Rules in English shall prevail.
5.3.3 MODIFICATIONS-AMENDMENTS
Modification and amendments to the EMSA Internal Rules shall be voted by the General Assembly by simple majority.
5.3.4 REGULATIONS FOR MODIFICATIONS
All articles shall be titled and capitalised for legibility reasons.
When necessary, itemised propositions within an article shall be numbered accordingly.
Articles shall be written as concise as possible, without allowing ambiguities of any kind.
Changes made by the General Assembly will be modified by the Secretary General and send to the members within two weeks after the General Assembly. The Secretary General is responsible to address any contradictions resulting from these modifications.
5.3.5 DENOMINATIONS
To comply with the EMSA Statutes denominations: the "Conseil d'administration" shall be referred to in the Internal Rules as the "EMSA European Board" (EEB); the "Membres effectives" as "Representatives" (reps).
5.4 ADDITIONAL RULES
5.4.1 EXECUTIVE BODIES
Any recognised EMSA executive body may add officious rules for internal use only and provided they are not incompatible with the EMSA Statutes and Internal Rules.
6. EMSA EUROPEAN BOARD
6.1 GENERAL
6.1.1 COMPOSITION
The EMSA Executive Board (EB) is composed of:
The President.
The Vice-President-Internal.
The Vice-President-External.
The Secretary General.
The Treasurer.
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The EMSA European Board (EEB) is composed of the Executive Board and the Officials Board (OB). The latter being composed of Elected Officials and Appointed Officials.
The EMSA GA elects the following officials to the EMSA EEB:
The Medical Education Director.
The Medical Ethics & Public Health Director.
The Medical Science Director.
The European Integration Director
EMSA Executive Board appoints following officials to perform specific tasks:
Liaison Officer towards European Medical Organisations (EMO-LO).
Liaison Officer towards Student Organisations (SO-LO).
Liaison Officer towards Formal Institutions (FI-LO).
Human Resource Officer (HRO)
Fund Raising Officer (FRO)
The EMSA Permanent Officer
Public-Relation Officer
EMS Council Secretary General.
Board member upon request.
6.1.2 VOTING RIGHTS
The Executive Board members hold voting rights. The members of the Officials Board do not hold voting rights.
The Directors and the Officers play an advisory role towards the Executive Board and can exceptionally gain voting rights while decisions concerning his or her field of work are being made.
In case of a tie-vote, the President has the casting vote.
6.1.3 MEETING FREQUENCY
The EMSA European Board will have at least six mandatory face-to-face meetings a year.
6.1.4 CONVOCATION
Dates of EMSA European Board face to face meetings will be set all together be decided for the entire term, with the first one to be held within one months, preferably immediately after the General Assembly and the last after the next General Assembly.
6.1.5 CONTINUITY BETWEEN EMSA EUROPEAN BOARDS
The resigned EMSA European Board and the newly elected EMSA European Board should meet within one months, preferably immediately after the General Assembly to ensure the continuity between EMSA European Boards. The resigned EMSA European Board members must hand over all relevant documents and information to the newly elected EMSA European Board, preferably in the form of handbooks.
Before the term of the EEB-elect starts the two Boards will create a plan of action for the upcoming term(s).
6.1.6 HANDOVER PERIOD
Immediately after the elections a handover period of around 2 months will follow. During the first month the past EMSA European Board will remain responsible for all actions and decisions. In this period the EEB-Elect will join the discussions, but will not have
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decision-making power. During the second month, the EEB-Elect will be responsible for all actions and decisions. In this period the Past-EEB will attain an active advisory position.
6.1.7 ADVISING ROLE
The past-EB members will remain as advisors to the EEB-Elect until the Annual Report has been finished. The Annual Report is due in January of the following year and is defined by specific bylaws.
6.1.8 GENERAL TASKS
Every EMSA European Board member including all appointed officers must present a written final report on activities undertaken in the past year to the General Assembly and send a copy two weeks before the GA to the EMSA-net mailing list.The annual reports shall be accepted by vote during the GA by simple majority. If the report is not accepted, the student will not be reimbursed for any travel costs or other expences during the year, with money from EMSA. If the EEB member has already received money from EMSA she/he has to pay the amount back within one year.
Each EMSA European Board member including all appointed officers must write a monthly report on his/her activities at the end of each month, a copy should be send to the official EMSA mailing list
The EMSA European Board has the right to decide upon immediate sanctions in case an EMSA European Board member does not submit a report for at least three months in a row.
For every international EMSA event, the EB will appoint an EEB member to be responsible for its coordination.
Each Executive Board member is responsible for the management of a part of the European Board.
Each EMSA European Board member is responsible for the promotion of the establishment of EMSA in all European Medical faculties where EMSA is not present.
EB members automatically become members of the Advisory Board of EMSA Europe after their term is over (and in case they are not staying in the EEB the following term). They carry on this for the period of one year.
6.1.9 DELEGATION
Any EMSA European Board member may delegate a part of his/her task to (an)other person(s), but (s)he remains at all times responsible.
The EMSA European Board member has at all times the right to withdraw the delegation.
6.1.10 CONSULTATION
The EEB can call for an official non-binding opinion from Honorary Trustees, Alumni, National and Local Co-ordinators. The result of this official opinion should be made known in the EEB report to EMSA members.
6.1.11 RESIGNATION
Members of the EEB who wish to resign must give six weeks notice in writing to the remaining members of the EEB, during which time they must continue to carry out their duties and endeavour to aid the EEB in finding a suitable replacement.
6.1.12 SUSPENSION AND DISCHARGE
Members of the EEB and appointed officers may be suspended or discharged with the approval of the two thirds of the sitting members of the EB or by a decision of the General
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Assembly with a two thirds majority should they fail to abide by the Statutes, Internal Rules and Bylaws of the organization or neglect their duty for a period longer than three consecutive months.
6.1.13 VACANCY
When a vacancy arises, the EB shall delegate tasks to another member or members of the EEB until such time as they find and appoint a suitable replacement. During this vacancy period the EEB will seek actively for a replacement. An incomplete EEB shall still have its full authority.
6.2 SPECIFIC TASKS
6.2.1 PRESIDENT
The President shall:
Be responsible for the general management of EMSA.
Be responsible for co-ordination of the Executive Board, as well as share the responsibility of their tasks.
Oversee the work of the Human Resources Officer. Prepare preliminary agendas for Board meetings and chair them.
Prepare preliminary agendas for face to face meetings and chair them.
Ensure objectives of EMSA Statutes, Internal Rules and Bylaws are observed.
Present an official annual report regarding the status quo of EMSA to the General Assembly.
Together with the Vice-President of external affair represent EMSA toward External Relations Is co-responsible for the financial stability of the organization together with the Treasurer.
6.2.2 VICE-PRESIDENT OF INTERNAL AFFAIRS (VPi)
The Vice-President shall:
Assume the functions of the President in his/her absence.
Maintain the contact with the NC’s and/or LC’s, together with the Secretary General.
Be co-responsible for the co-ordination of the Executive Board.
Be responsible for the co-ordination of part of the EMSA European Board; the four Pillar Directors, and supervise them.
Report about these to the President and the rest of the Executive Board.
6.2.3 VICE-PRESIDENT OF EXTERNAL AFFAIRS (VPe)
The Vice-President-External shall:
Be responsible for the co-ordination of part of the EMSA European Board; the three Liaison Officers, the Permanent Officer in Brussels and the Public Relations Officer, and supervise them.
Report about these to the President and the rest of the Executive board.
Promote the establishment of EMSA in all European Medical faculties where EMSA is not present.
Maintain the contact with the Organising Committees of International events together with the Secretary General.
6.2.4 SECRETARY GENERAL
The Secretary General shall:
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Be responsible for the minutes of all EMSA European Board meetings and the General Assembly (with the Chair).
Send out the minutes and/or reports of the General Assembly, the National Co-ordinators Meeting and the EMSA European Board Meetings to the EMSA-net mailing list within four weeks. This does not include online EMSA European Board Meetings.
Be responsible for the internal communication within EMSA as an organisation.
OVERSEEING THE CURRENT FMO ACTIVITY
Be responsible for the maintenance of the EMSA Statutes and Internal Rules
Send a call for the Board meetings.
Maintain the contact with the NC’s and/or LC’s together with the VPi.
Maintain the contact with the Organising Committees of International events together with the VPe.
6.2.5 TREASURER
The Treasurer shall:
Be responsible for the financial management of all the EMSA European Board's expenses.
Be responsible for the official EMSA-Europe bank accounts and for a legally relevant bookkeeping.
Keep the EB up to date on EMSA Europe financial status. He/she should also provide the EEB members with all necessary information when the need arises.
Present a final written financial annual report to the General Assembly.
Formulate a written analysis of the general financial situation of EMSA to be presented to the General Assembly.
Audit all EMSA Task Forces accounts.
Be responsible for the registration of Faculty Member Organisations (FMOs).
Be responsible for the collection of the membership fees and the distribution of membership cards.
Issue official invoices and receipts.
Be responsible for finding fundraising for the general management of EMSA together with the Funds Raising Officer.
Four weeks before the membership fee is due, the treasurer will contact all FMO’s in order to remind them to transfer the fee including bank account date and the concrete deadline. If this will not be conducted on time, FMOs should not be required to pay the late fee in case they miss the deadline.
6.2.6 MEDICAL EDUCATION DIRECTOR
The Medical Education Director shall:
Co-ordinate all tasks related to EMSA activities in the field of medical education.
Promote activities in the field of medical education in medical faculties.
Establish and maintain contacts with other institutions pursuing similar objectives and activities.
Contribute to the according Subcommittee of CPME (Standing Committee of European Doctors), as appropriate
Head a working committee consisting of medical students committed to the field of interest, as appropriate
Be responsible for coordination of pillar projects as defined by the internal rules, the bylaws or as appointed by the EB.
Organise at least one joined meeting of the Directors and the Vpi.
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6.2.7 MEDICAL ETHICS & PUBLIC HEALTH DIRECTOR
The Medical Ethics & Public Health Director shall:
Co-ordinate all tasks related to EMSA activities in the field of medical ethics and public health.
Promote activities in the field of ethics and public health in medical faculties.
Establish and maintain contacts with other institutions pursuing similar objective and activities.
Contribute to the according Subcommittee of CPME (Standing Committee of European Doctors), as appropriate
Head a working committee consisting of medical students committed to the field of interest, as appropriate
Organise at least one joined meeting of the Directors and the Vpi.
6.2.8 MEDICAL SCIENCE DIRECTOR
The Medical Science Director shall:
Co-ordinate all tasks related to EMSA activities in the field of science.
Promote scientific activities in medical faculties, including scientific congresses and symposia.
Establish and maintain contacts with other institutions pursuing similar objectives or activities.
Supervise pillar projects as defined by the internal rules, the bylaws or as appointed by the EB.
Contribute to the according Subcommittee of CPME (Standing Committee of European Doctors), as appropriate.
Head a working committee consisting of medical students committed to the field of interest, as appropriate.
Organise at least one joined meeting of the Directors and the Vpi.
6.2.9 EUROPEAN INTEGRATION DIRECTOR
The European Integration Director shall:
Co-ordinate all tasks related to EMSA activities in the field of European integration.
Promote and develop activities that bring Europe’s medical students closer together and that lead to peace and friendship between the European nations.
Establish and maintain contacts with other institutions pursuing similar objective and activities.
Head a working committee consisting of medical students committed to the field of interest, as appropriate.
Integration of members at international meetings (such as NCM and GA)
Organise at least one joined meeting of the Directors and the Vpi.
6.2.10 LIAISON OFFICER TO EUROPEAN MEDICAL ORGANISATIONS (EMO-LO)
The Liaison Officer to European Medical Organisations shall:
Be elected by the General Assembly
Maintain strong links to the CPME (Commité Permanent des Médecins Européens - Standing Committee of European Doctors).
Maintain strong links to the PWG - Permanent Working Group of European Junior Doctors.
Maintain strong links between EMSA and the EFMA/WHO, the European Forum of Medical Associations and WHO.
Maintain links with any other relevant medical organisations
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6.2.11 LIAISON OFFICER TO STUDENT ORGANISATIONS (SO-LO)
The Liaison Officer to Student Organisations shall:
Be elected by the General Assembly
Maintain strong ties between EMSA and all student organisations as as defined by the internal rules, the bylaws or as appointed by the EB.
Maintain links with any other relevant student organisations.
6.2.12 LIAISON OFFICER TOWARDS FORMAL INSTITUTIONS (FILO)
The FI Liaison Officer shall:
Be appointed by EMSA European Board.
Maintain strong ties between EMSA and international formal institutions, paying special attention to European Formal Institutions such as the Council of Europe and the EU.
6.2.13 EMS COUNCIL SECRETARY
The EMS Council Secretary shall:
Be appointed by the EMSA European Board.
Fulfil his/her duties according to the EMS Council Statutes.
6.2.14 PULIC RELATIONS OFFICER
The Public relations officer shall:
Maintain, promote and encourage Internet activities.
Be responsible for the development of promotional material for EMSA.
Ensure that the emsa-europe.eu related services (website, mailing lists, etc.) are functional and updated at all times.
At all times allow access to the administration of domain emsa-europe.eu and all of services associated with his domain to the president.
After termination of his/her mandate transfer all administrative rights and services to the next webmaster within 30 days after appointment.
6.2.15 FUNDS RAISING OFFICER
The Funds Raising Officer shall:
Work together with the Treasurer and will co-ordinate the funds raising activities of EMSA Europe.
Be co-responsible for the financial stability of the organization.
Appoint assistants and lead the FR Team.
6.2.16 HUMAN RESOURCES OFFICER
The Human Resources Officer shall:
Work with the President on internal EEB communication and team dynamics.
Will organize trainings for EEB members.
Will coordinate the international EMSA Training System.
6.2.17 PERMANENT OFFICER
The Permanent Officer is a full-time employee under Belgian law representing EMSA at the premises of the CPME.
The Permanent Officer shall:
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Be appointed by the EEB for a renewable 6 months term.
Manage the EMSA Secretaries in Brussels.
Liaise with and maintain strong ties with European institutions, agencies and NGOs
Assist the VPe and the EEB in their tasks
6.2.18 BOARD MEMBER UPON REQUEST
The Board member upon request shall:
Advise the EMSA EB and OB
Work on specific tasks given by the Executive Board
Act as a member of the EMSA OB
6.3 ADVISORY COUNCIL
6.3.1 GENERAL
6.3.1.1 DEFINITION The Advisory Council is a sleeping body, constructed to support the EMSA European Board.
6.3.1.2 GENERAL OBJECTIVES The Advisory Council will:
Administer advice upon request from the EMSA European Board.
Administer advice based upon the Year Plan of the new EMSA European Board (November).
6.3.1.3 MEMBERSHIP The Advisory Council will consist of three to eight people that consists of former EB members and people elected individually by the General Assembly of EMSA or appointed by the EB.
Advisory Council members should:
Have considerable experience in EMSA Europe affairs.
Have knowledge of EMSA European Board business.
Have no other activities or interest within EMSA.
6.3.1.4 COMMUNICATION The Advisory Council members
Will be in contact through a separate mailing list.
Will give a report about their activities of the previous year at the General Assembly.
Will be members of the Council for a period of one year with the possibility to re-candidate.
6.3.1.5 DISSOLUTION The EMSA General Assembly may vote with a two-thirds majority the dissolution of the Advisory Council.
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7. TASKFORCES & WORKING GROUPS
7.1 TASK FORCES
7.1.1 GENERAL
7.1.1.1 DEFINITION An EMSA Task Force is any EMSA entity in charge of a specific EMSA activity.
7.1.1.2 ANNUAL REPORT EMSA Task Forces shall present an annual report to the General Assembly.
7.1.1.3 FINANCING As a general rule EMSA Task Forces should be self-financed. The General Assembly
may decide on subsidies or loans from internal sources.
Funds raised by the Task Forces in the frame of fund-raising campaigns lead by the EMSA European Board are to be transferred to the association's general account, except for exceptions established by common agreement.
7.1.1.4 CO-ORDINATION OF EMSA TASK FORCES An EMSA Task Force is co-ordinated by a member of the EMSA European Board.
7.1.2 CREATION OF EMSA TASK FORCES
7.1.2.1 REQUIREMENTS FOR CREATION To be recognised as an EMSA Task Force the following requirements must be met:
Presentation of statement of Purpose, Objectives and Means at the General Assembly.
The General Assembly must approve the Task Force with a simple majority.
7.1.2.2 STATEMENT OF PURPOSE, OBJECTIVES AND MEANS A statement of "Purpose, Objectives and Means" shall define the Task Force's mission. It shall include:
Name of the Task Force.
Clearly stated anticipated "Objectives", specifying the projected accomplishments in the short and long term, including at least one of the following topics:
Subjects to be addressed if any.
Event(s) to be organised, if any, in which a detailed explanation of its/their nature shall be sent.
An explanation of the "Means" and plan of action by which the above mentioned objectives are expected to be realised, including:
Names of the EMSA members interested to be actively involved.
Event(s) to be organised, if any, in which a detailed explanation of its/their nature shall be sent.
List of possible institutions to be contacted if any.
Strategy for promotion and financing, including a budget if any.
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7.2 WORKING GROUP
7.2.1 GENERAL
7.2.2 DEFINITION
The EMSA Working Group (WG) is a working group appointed by the EMSA European Board, consisting of several Working Committees, with a broad range of activities to carry out, which are specified by the EMSA European Board.
7.2.3 SUPERVISION
The EMSA Working Group is under the supervision of the EMSA European Board.
7.2.4 DURATION
The EEB will decide on the future status of the Working Committee. This status can either be:
Dissolve Working Group
Proceed Working Group
8. REGULATIONS FOR EMSA NATIONAL SECTIONS
8.1 GENERAL
Faculty Member Organisations (FMOs) or members in one country can work together in a national section. The National Coordinator position is mandatory for every country with more than one FMO.
8.2 CONDITIONS
If there is no National Coordinator in a country with EMSA member FMOs, the EMSA European Board can appoint an acting National Coordinator. The term of this acting NC ends automatically when a new NC is elected by a National Assembly of the respective country.
The FMOs, preferably during the National Assembly decide upon the composition of an EMSA National Board (ENB), according to the needs of the national section.
8.3 NATIONAL COORDINATOR
8.3.1 GENERAL
The FMOs agree by vote on the way the National Coordinator, abbreviated NC, is elected. The election is preferably during the National Assembly, to work as a facilitator within the national section.
The National Coordinator (NC) oversees and encourages all activities by the FMOs in a country and facilitates communication between the EMSA European Board and the FMOs.
The NC position is mandatory for every country wih more than one FMO. In case, that only one FMO is present, the LC1 acts as the NC.
8.3.2 COORDINATION
The National Coordinator (NC) is responsible for:
The co-ordination of EMSA within his/her section.
Ensuring the continuity of EMSA within his/her section.
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8.3.3 ACTIVITIES
The National Coordinator (NC) is responsible for:
Giving information on EMSA activities.
Encouraging the Faculty Member Organisations (FMOs) to organise and participate in EMSA activities.
Informing EMSA bodies outside his/her section of the activities within his/her section.
Having regular meetings with the LCs.
Having regular meetings with the other NCs in EMSA.
Reporting on these meetings to the Secretary General of the EEB at least every half year, meaning 4 weeks before the NCM and the GA.
8.3.4 COMMUNICATION
The National Coordinator (NC) is responsible for:
Facilitating the communication between the Faculty Member Organisations (FMOs) within his/her section and other EMSA bodies.
Assisting Faculty Member Organisations (FMOs) in the registration of their organisation.
Regular meetings with his/her LCs.
Giving the Secretary General a report every half-year on the meetings.
8.3.5 PROMOTION
The National Coordinator (NC) is responsible for:
The promotion of EMSA and its activities within his/her section.
Keeping contact with and informing relevant organisations of EMSA
Encouraging medical students at faculties where no Faculty Member Organisation (FMO) is established in his/her National section, to participate in EMSA.
8.4 NOTIFICATION AND REGISTRATION
8.4.1 NOTIFICATION TO THE EMSA EUROPEAN BOARD
The National Coordinator (NC) has to notify the EMSA European Board (EEB) of the composition of the National Board.
8.4.2 REGISTRATION OF THE NATIONAL SECTION
The national section can register itself under the law of the respective country, after notifying the EMSA European Board (EEB). A copy of all official registration documents has to be sent to the EMSA Social Seat.
9. REGULATIONS OF EMSA FACULTY MEMBER ORGANISATIONS
9.1 GENERAL
On the Local Level EMSA representatives – see chapter 1400 – serve as Local Coordinator 1 (LC 1) and Local Coordinator 2 (LC 2).
9.2 EMSA LOCAL BOARD
The EMSA Local Board (ELB) will comprise at least of a LC 1 and a LC 2.
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9.3 LOCAL COORDINATOR 1
The Local Coordinator (LC) shall:
Supervise EMSA within his/her FMO.
Ensure the continuity of EMSA within his/her FMO.
Hold the contact between the FMO and the EMSA European Board.
Hold the contact between the FMO and the EMSA National Board, as appropriate.
Represent his/her FMO at EMSA General Assemblies and EMSA National Assemblies, as appropriate.
9.4 LOCAL COORDINATOR 2
The Local Coordinator (LC 2) shall:
Assume the functions of the Local Coordinator 1 in his/her absence
Represent his/her FMO at EMSA General Assemblies and EMSA National Assemblies, as appropriate.
9.5 NOTIFICATION TO THE EMSA EUROPEAN BOARD
The Local Coordinator 1 (LC 1) has to notify the EMSA European Board (EEB) of the composition of the EMSA Local Board immediately after the election.
10. PROCEDURES AT MEETINGS
10.1 APPLICABILITY
These procedures at meetings shall be observed in any EMSA European meeting. These procedures at meetings shall also be used at a regional and/or local meeting if no other rules, concerning these matters, exist.
10.2 MINUTES
All meetings will be subject to minutes or reports. These will be written in English.
10.3 DELEGATION OF VOTING RIGHT
Any EMSA Representative may delegate his/her voting rights to any other EMSA Member through a signed proxy.
The maximum number of proxies is limited to one per person.
10.3.1 PROXY
The proxy shall have the following requirements, otherwise it shall be considered void:
Specifying the name, FMO and function of the LC-1 and LC-2 that delegates his/her vote
Specifying the meeting or congress it is valid for.
Dated and no proxy shall be dated more than 30 days prior to the first day of the event in question.
Specifying the name of the carrier.
Specifying whether the carrier shall have voting right on all voting issues or on certain ones, which shall be listed.
Signed.
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10.4 CANDIDATURE FOR ELECTIONS
Candidature motions forms must be submitted to the President of the EMSA European Board or his/her nominated deputy two weeks prior to the scheduled start of the elections.
If there is no candidate for a certain post at the start of the elections, there will be a final call for candidates at the beginning of the plenary session in which the elections take place.
10.5 QUORUMS
10.5.1 QUORUM AT MEETINGS OF EXECUTIVE BODIES
At all meetings of EMSA Executive bodies, half of its members plus one, present or represented by a proxy, shall form a quorum.
10.5.2 INSUFFICIENT QUORUM
In the event the quorum is not attained, the meeting shall be adjourned.
10.5.3 ADJOURNMENT OF MEETINGS
The adjournment of meetings shall normally be pronounced by the chairperson. Any member with a voting right, may propose the adjournment of the meeting (s)he is attending. This decision shall require a procedural motion with a two thirds majority of any member present with a voting right.
10.5.4 MINORITY QUORUM
In the event of the adjourned meeting did not attain a quorum, the present or represented members with a voting right shall constitute a "minority quorum", whose deliberations shall be subject to the EMSA European Board approval before application.
10.5.5 QUORUM AT THE GENERAL ASSEMBLY
At the General Assembly, 50% of the registered Representatives present or represented by a proxy, shall form a quorum.
10.5.6 INSUFFICIENT QUORUM AT THE GENERAL ASSEMBLY
If the quorum at the General Assembly is not reached, the registered voting members present or represented by a proxy, will elect the new EMSA European Board. The election of the new EMSA European Board must be validated by the written voting procedure.
10.6 WRITTEN VOTING
10.6.1 DEFINITION
Written voting is an exceptional voting procedure only to be applied for validating the EMSA European Board if the quorum during the General Assembly is not reached.
10.6.2 PROCEDURE
The credential commission has to send out official voting ballots to all registered Representatives within two weeks after the General Assembly where the quorum was not reached.
The voting can be one of the following options:
Approval of the new EMSA European Board as a whole.
Disapproval of the new EMSA European Board as a whole.
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Blank.
The official voting ballots have to be returned within eight weeks after the General Assembly to the return address.
The official voting ballots have to be returned within eight weeks after the General Assembly to the return address.
The credential commission shall count the votes and will send the result to the EMSA European Board and the EMSA-net mailing list.
10.6.3 OFFICIAL VOTING BALLOTS
Official voting ballots shall state:
The names and faculties of the elected EMSA European Board members.
The address where the official voting ballots have to be returned to.
Deadline for receiving the official voting ballots.
10.6.4 RETURN ADDRESS
The return address for the official voting ballots is the address of one of the members of the credential commission.
10.6.5 CONCLUSION
Not returned official voting ballots will be considered as blank votes.
If a simple majority is obtained, the EMSA European Board is validated.
If a simple majority is not obtained the EMSA European Board will be called as an Acting Board.
10.7 CHAIRPERSON
10.7.1 PRECEDENCE
At the General Assembly the President of EMSA has the precedence as chairperson, unless (s)he declines to chair the meeting. In which case a chairperson shall be elected by the participating members present with a voting right, by a simple majority.
At the General Assembly the Vice-President of EMSA has the precedence as vice-chairperson, unless (s)he declines the role. In which case a vice-chairperson shall be elected by the participating members present with a voting right, by a simple majority.
At the General Assembly the Secretary General of EMSA has the precedence as secretary, unless (s)he declines the role. In which case a secretary shall be elected by the participating members present with a voting right, by a simple majority.
Any candidate needs to have participated in at least one previous EMSA General Assembly of the same nature.
This election shall take place preceding the first General Assembly Session.
10.7.2 TASKS OF THE CHAIRPERSON
The chairperson shall:
Conduct the meeting.
Interpret and give his/her ruling on all matters of procedure, order, competency and relevancy, as stated in the Statutes and Internal Rules.
Call delegates for indication to a speakers' list.
See to that minutes are taken.
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10.7.3 VICE-CHAIRPERSON
The vice-chairperson shall:
assist the chair in all his/her tasks.
The vice-chairperson shall take the chair:
When requested to do so by the chairperson.
In the absence of the chairperson.
In the case of no confidence in the chair.
10.7.4 PLENARY SECRETARY
The secretary shall:
Draft the minutes of the General Assembly under guidance of the Secretary General and the chairperson, according to the rules set in the statutes and Internal Rules.
Send the draft minutes within a maximum of two weeks to the EMSA European Board for review and approval. The approved draft minutes shall then be sent to the EMSA-net mailing list within four weeks after the General Assembly. The draft minutes will be presented for adoption by the EMSA European Board at the next General Assembly.
10.7.5 TEMPORARY CHAIRPERSON
In the event of both the chairperson and vice-chairperson being absent for more than 15 minutes after the appointed time of the opening or resuming of the meeting, the participating voting members shall elect a temporary chairperson amongst themselves. The temporary chairperson shall act until the chairperson or vice-chairperson arrives at the meeting and takes over the chair.
10.7.6 CASTING VOTE
In the event of an equality of votes, the chairperson shall call for re-vote. If an equality of votes occurs on the second round of voting, the chairperson has the casting vote. In case the chairperson isn’t a Representative or carrying a proxy, the vice-chairperson will have the casting vote.
10.7.7 CHALLENGE TO THE RULING
The ruling of the chairperson may be challenged by any present EMSA member. Such a decision requires a procedural motion with a simple majority. In the event of the motion being passed, the chairperson shall reverse the ruling in question.
10.7.8 NO CONFIDENCE IN THE CHAIR
The competence of the chairperson may be questioned by a procedural motion of "No confidence in the chair", requiring a two thirds majority. In the event of the motion being passed, the chairperson shall immediately thereafter leave the chair in favour of the vice-chairperson, who becomes chairperson and shall call for an immediate voting for a new vice-chairperson.
10.8 MOTION AND DEBATE
10.8.1 TABLING
A written motion must be tabled before debate is undertaken on a subject. The motion has to be named and numbered for reference in the minutes of that meeting.
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10.8.2 PRESENTATION
When a motion is tabled, the chairperson must read it and the proposer may explain briefly the purpose of the motion if necessary.
10.8.3 SECONDING
In the event of a motion being proposed, the chairperson shall, after a brief introduction by the proposer, ask for a seconder.
Any present voting EMSA member may second a motion. If there is no seconder found, the motion fails immediately.
10.8.4 WITHDRAWAL
No motion may be withdrawn without the consent of both the proposer and the seconder.
If only the proposer withdraws, the seconder automatically becomes the proposer of the motion in question and another seconder needs to be found.
After closure of the debate, no withdrawal of motions is acceptable.
10.8.5 CALL FOR AMENDMENTS
Following the introduction of the motion, the chairperson shall call for amendments to the motion. All alternate motions and amendments to the motions shall be tabled in writing.
In the event of an EMSA-member proposing an amendment to a motion, the chairperson shall:
Ask the proposer and the seconder of the motion if they accept the amendment.
A motion passes if it reaches a simple majority of voting members, present or represented by a proxy. Abstentions do not count into the number of votes needed to reach the simple majority, unless the number of abstentions reach the relative majority.
In the event the proposer and the seconder of the motion accepting the amendment, it shall be immediately incorporated into the original motion.
In the event the proposer or the seconder of the motion being unwilling to accept the amendment, (s)he shall be allowed a short explanation before calling for an immediate vote on the amendment. In case the amendment is accepted by a simple majority, the amendment is incorporated into the original motion.
10.8.6 CALL FOR DIRECT NEGATIVES - ALTERNATIVE MOTION
In the event of no further amendments, the chairperson shall call for any direct negatives of EMSA members to the motion. Should no further EMSA member oppose the motion, the motion passes nemo contra without further debate.
In the event of a direct negative, the chairperson shall call for an alternative motion. The proposer of such an alternative motion may explain briefly the purpose of the motion if necessary.
After the call for alternative motions, the chairperson will open the speakers list for a moderated discussion.
10.8.7 SPEAKING RIGHTS
The proposer of the motion and the proposer of the alternate motion shall have the right to speak before the closure of debate on the motion, the proposer of the motion being the last to speak.
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10.8.8 CALL FOR VOTE
The chairperson shall call for a vote on the motion and any alternative motions if present.
A motion passes if it reaches a simple majority of voting members, present or represented by a proxy. Abstentions do not count into the number of votes needed to reach the simple majority, unless the number of abstentions reach the relative majority.
In case alternative motions have been submitted and no simple majority is reached for any of the motions, there will be an immediate second vote only on the motion receiving the highest number of votes in the first round.
If an equality of votes occurs on the second round of voting, the chairperson has the casting vote. In case the chairperson isn’t a Representative or carrying a proxy, the vice-chairperson will have the casting vote.
10.8.9 MOTIONS ‘OUT OF ORDER’
Any submitted motion that is deemed to be in violation of the Internal Rules or Statutes of EMSA should be declared to be out of order.
10.9 POINT OF ORDER
10.9.1 NATURE
A point of order shall be concerned with the enforcement of interpretations of the Statutes and Internal Rules.
10.9.2 PRECEDENCE
A point of order shall take precedence over all the terms of address to the chair and shall carry the right of interrupting the current speaker and shall require the chair immediately to allow the delegate to make his/her point of order.
10.9.3 ABUSE
In the event of any delegate using the point of order to make statements, which are not directly related to the defined concern, (s)he shall be called to order by the chairperson. In the event of a delegate being so warned on three occasions during the same meeting (s)he shall personally lose the right to use the point of order for the rest of the meeting.
10.10 POINT OF INFORMATION
10.10.1 NATURE
A point of information to somebody shall be brief information of a fact, which is of value to the current speaker or to the meeting at large. A point of information can in no case be abused to express a personal point of view. A point of information from somebody serves to put a brief question to the current speaker on the meeting at large, which is relevant to the particular debate.In the event of an EMSA member being so warned on three occasions during the same meeting (s)he shall personally loose the right to use the point of information for the rest of the meeting.
10.10.2 PRESENTATION
When a point of information is indicated to the chairperson while a speaker is exercising his/her speech, the chairperson will ask the speaker whether (s)he will accept the point of information.
In the event of the speaker refusing it, the chairperson must take it as soon as the speaker has finished.
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10.10.3 ABUSE
In the event of any EMSA member abusing the point of information to make statements or to express personal views which are not directly related to the particular debate t, (s)he shall be called to order by the chairperson.
In the event of an EMSA member being so warned on three occasions during the same meeting (s)he shall personally loose the right to use the point of information for the rest of the meeting.
10.11 PROCEDURAL MOTION
10.11.1 NATURE
The following motions shall constitute procedural motions:
1. Challenge to the ruling of the chairperson. 2. No confidence in the chair. 3. The debate on the motion be reopened. 4. The meeting be adjourned. 5. The meeting proceed immediately to vote. 6. The meeting proceed to next business. 7. Consideration of the motion on table be postponed. 8. The meeting take an unofficial vote. 9. A discussion to be not recorded in the minutes. 10. Candidates for election leave the hall during preliminary discussion. 11. Voting by ballot. 12. Observers leave the hall. 13. The speakers' list be reopened. 14. To add subjects to the agenda. 15. To overrule decisions upon constitutional controversies. 16. Internal Rules to be suspended. 17. Internal Rules to be resumed. 18. The order of the agenda be changed.
10.11.2 PRECEDENCE
A procedural motion shall take the precedence over all terms of address to the chair apart from the point of order, but shall not carry the right of interrupting the current speaker.
10.11.3 SECONDING
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 the vote.
10.11.4 APPLICATION
In the event of a procedural motion being carried out it shall be put into effect immediately.
10.11.5 MAJORITY
Official voting cards shall state the name and the faculty of the registered voting member. All procedural motions require a simple majority except 2 and 16, which shall require a two-thirds majority.
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10.12 VOTING
10.12.1 MAJORITY
Unless mentioned in the Statutes or Internal Rules, all decisions shall require simple majority.
10.12.2 VOTING MODE
Unless mentioned in the Statutes or Internal Rules, all decisions shall be made by presentation of official voting cards, or usage of voting devices.
10.12.3 VOTING CARDS
Official voting cards shall state the name and the faculty of the registered voting member.
The credential commission shall issue official voting cards just before the plenary session of the General Assembly. The cards are only issued once. By losing the voting card the member will lose his/her voting right.
10.12.4 CHANGE OF VOTING MODE
Any EMSA member at any meeting may propose a procedural motion on voting by ballot paper.
10.12.5 BALLOT
Voting by ballot shall be defined as voting conducted by written indication on ballot.
10.12.6 REPRESENTATION
EMSA members shall be represented at the General Assembly through the Representatives of their Faculty or by the members carrying a proxy.
11. RECORDS
11.1 ANNUAL REPORTS
11.1.1 REPORT OF ACTIVITY
All EMSA European Board members shall document their annual activities in the form of a written report to the General Assembly.
11.1.2 FINANCIAL REPORT
The EMSA European Board and all EMSA Task Forces (if applicable) shall present a written financial report to the General Assembly.
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12. COMMISSIONS
12.1 GENERAL
12.1.1 DEFINITION
An EMSA Commission is an EMSA Task Force with a specific task to carry out during the General Assembly. In case one of the commissions is not able to finish its task during the GA, it shall persist until the task is completed.
12.1.2 SUPERVISION
All commissions are under the supervision of the EMSA European Board.
12.1.3 LIST OF EMSA COMMISSIONS
Credential Commission.
Constitutional Commission.
Financial Commission.
12.2 CREDENTIAL COMMISSION
12.2.1 TASKS
The credential commission shall:
Verify the identities of participants in General Assemblies.
Verify the credentials of every EMSA Representative.
Produce a list of registered voting members.
Propose to the General Assembly a list of EMSA registered members to be granted voting right.
Conduct all voting procedures, including the written voting procedure in case of a minority quorum at the General Assembly.
12.2.2 ELECTION
The Credential Commission shall be elected at a preceding session to a General Assembly (specifically a pre-General Assembly session) and shall be composed of at least three to five EMSA members.
12.2.3 VOTING CARDS
Official voting cards shall state the name and the faculty of the registered voting member. The credential commission shall issue official voting cards just before the plenary session of the General Assembly. The cards are only issued once. By losing the voting card the member will lose his/her voting right.
12.3 CONSTITUTIONAL COMMISSION
12.3.1 TASKS
The Constitutional Commission shall:
Be the decision making body when controversies in interpretation of EMSA Statutes and Internal Rules arise.
See to that the EMSA Statutes and Internal Rules are observed.
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12.3.2 ELECTION
The Constitutional Commission shall be elected at a preceding session to a General Assembly (specifically a pre-General Assembly session) and shall be composed of three EMSA members. The candidates must have prior knowledge of the EMSA Statutes and Internal Rules.
12.3.3 DECISION OF OVERRULE
A decision of overrule can be demanded by any EMSA member or by the chairperson of the meeting. To overrule a decision by the constitutional commission in the interpretation of the EMSA Statutes and Internal Rules a two-thirds majority of vote is required.
12.4 FINANCIAL COMMISSION
12.4.1 TASKS
Financial commissions shall audit the financial state of EMSA Europe and shall thereafter produce a written report.
12.4.2 RIGHTS
Financial commissions shall have access to all account bookkeeping in connection with its task.
12.4.3 ELECTION
A financial commission shall be elected at a preceding session to a General Assembly (specifically a pre-General Assembly session) and shall be composed of at least three EMSA members.
12.4.4 FINANCIAL COMMISSION ASSISTANCE
The relevant treasurer shall assist the financial commission in its tasks and shall give the financial commission full access to all sources of information required.
13. THE SOCIAL SEAT
13.1 GENERAL
13.1.1 STORAGE
The Social Seat shall store EMSA archives, documents and General Assembly minutes.
13.1.2 ACCESS
The Social Seat is open to any EMSA member and honorary trustee.
Any third party, who justifies their interest, may demand access to extracts of signed and dated minutes. Approval is granted by the EMSA European Board with a simple majority vote.
13.1.3 SERVICES
The General Secretariat shall provide all information on EMSA-Europe activities.
13.1.4 LOCATION
The social seat is situated at:
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EMSA c/o Standing Committee of European Doctors (CPME) Rue Guimard 15 B-1040 Brussels Belgium
It may be transferred to any other part of Belgium through a decision of the EMSA European Board.
14. FINANCES
14.1 GENERAL
14.1.1 FINANCIAL YEAR
The financial year of EMSA runs from September 1st to August 31st of the following year.
14.1.2 RECEIPTS
All expenses made for EMSA-Europe shall be presented in writing on the official EMSA expenses claims form, together with the official receipt stating:
The total amount,
The name of the receiver,
The name of the authorised payer,
The date, when the payment was made.
The expenses claims form shall state:
The total amount,
The name of the receiver,
The name of the authorised payer,
The date,
The purpose of expense.
14.1.3 REPORT TO THE TREASURER
All Task Forces shall report to the Treasurer through a full financial report on a quarterly basis. This report shall be specified upon request.
All the European Board members must provide financial reports every half-year, if they don’t the treasurer will be able to freeze their payments.
Organisers of European events must provide a financial report of the event.
14.1.4 OFFICIAL CURRENCY
The official currency used is EUR (Euro).
14.2 BANK ACCOUNTS
14.2.1 EMSA EUROPEAN ACCOUNTS
EMSA shall have accounts in convertible currency. The accounts are:
The EMSA International Account
The EMSA Working Account
The EMSA Savings Account
Other accounts
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14.2.2 EMSA INTERNATIONAL ACCOUNT
The International Account is based in Belgium at Fortis bank and only the honorary trustee Stefan Waegemans has direct access to the account. The Treasurer as well as the President are allowed to instruct bank transfers together. The honorary trustee ensures that the International Account is balanced and transfers money from the EMSA Saving account if necessary. Upon request the honorary trustee sends the balance sheet to the Treasurer.
14.2.3 EMSA WORKING ACCOUNT
The EMSA working account is an account created by the Treasurer and President to ensure the reimbursments and payments of bills by decreasing the workload for our honorary trustee in Belgium and allowing payments to EMSA European Board members, externals and companies. The balance on the working account should be kept at around 3000 Euro and is in responsibility of the Treasurer.
14.2.4 OTHER ACCOUNTS
The opening of bank accounts for Executive bodies (for example Task Forces or local organizing committees) shall require the written authorisation from the Treasurer, who shall have their references (number of accounts, account numbers, bank address and names of authorised users) at all times.
14.2.5 AUTHORISATION - NOTIFICATION
The opening of bank accounts for EMSA Task Forces shall require the written authorisation from the Treasurer, who shall have their references (number of accounts, account numbers, bank address and names of authorised users) at all times.
14.2.6 CLOSING OF ACCOUNTS
In the event of the closure of any of the general accounts, the Treasurer shall be consulted previously and will decide on the transfer of the remaining asset. This decision shall require ratification by the EMSA European Board.
14.3 FINANCIAL REGULATIONS
14.3.1 ACCESS TO THE EMSA INTERNATIONAL ACCOUNT
Payments out of the EMSA international account can only be authorised by the Treasurer and the President and the subject used in the bank transfer should be specified.
14.3.2 SOURCES OF INCOME
The sources of income are:
Membership fees
Subsidies
Grants and funds
Advertisements in EMSA publications
EMSA Events: o Congresses o General Assembly
Contributions from EMSA branches, sections or Task Forces
Others
The incoming money must be paid into the EMSA International Account.
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14.3.3 FUNDS TRANSFER
The EMSA International Account is only to be used to transfer money to other EMSA accounts.
14.3.4 ACCESS TO EMSA INTERNATIONAL AND SAVINGS ACCOUNT
Access to EMSA International and Savings Accounts is granted to:
The honorary trustee Stefan Waegemans only, he will be instructed by the treasurer signing with the President
If the above mentioned are not able to sign, access will be granted to:
The Treasurer signing together with any other Board member.
The President signing together with any other Board Member.
14.3.5 EXPENDING CLEARANCE
Expenses and withdrawals can be authorised by:
The Treasurer up to a limit of 1000 EUR.
Sales.
The President together with any other Board Member up to a limit of 1000 EUR.
The EMSA Executive Board for any higher amount.
All transactions have to be notified to the Treasurer within a week form the date of the transaction.
Every transaction must be ratified at the next EMSA Executive Board meeting to renew the expending clearance amount; else the transacted amount will be deducted form the initial expending clearance amount.
In the event that the transacted amount exceeds the expending clearance amount, the EMSA European Board will decide on appropriate action, which may include legal action.
14.4 REGULATIONS FOR THE EMSA BUDGET
14.4.1 BUDGET
The EMSA budget for the coming financial year is proposed by the EMSA European Board and shall be presented for adoption to the EMSA General Assembly. The budget should be prepared according to the application rules of the applicable grants.
14.4.2 FINANCIAL COMMISSION
The Financial Commission, assisted by the Treasurer shall propose guidelines for the coming financial year to the new elected EMSA European Board. (See also Financial Commission, articles 2430-2434).
14.4.3 BUDGET REPORT
The budget report shall include all known items as follows:
Incomes from: o Membership fees o Subsidies o Sponsorship o Advertising o Contributions from EMSA Task Forces o Sales o Interests
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o Other incomes
Expenses for: o Administration o Communication o Printing costs of the EMSA European Board members o Travel costs of the EMSA European Board members o Other expenses o Any other relevant information
14.5 REGULATIONS OF THE EMSA MEMBERSHIP FEE
14.5.1 GENERAL
The membership fee is based on one year of membership.
15. EXTERNAL RELATIONS
15.1 GENERAL
The President of EMSA is responsible to maintain and establish the contacts with the following relevant institutions:
Medical and non-medical entities.
Student and non-student entities.
European and International entities.
No funds may be raised for EMSA activities and/or publications from sources disapproved by the EMSA General Assembly and/or EMSA European Board. Disapprovals needing a simple majority vote. This concerns:
15.2 CONSULTATION
Task Forces can maintain and establish contacts with other institutions and associations within the field of their activities. Before contacting other institutions and Associations the Task Forces should communicate with the President of EMSA.
15.3 LIAISON OFFICERS
The EMSA European Board can appoint liaison officers to keep contacts with external relations. Liaison officers work under jurisdiction of the President of EMSA.
16. PARTNERS
16.1 INTERNATIONAL FEDERATION OF MEDICAL STUDENTS’ ASSOCIATIONS (IFMSA)
16.1.1 GENERAL
IFMSA works in the same field as EMSA with partly the same target group and similar objectives, on an International level.
16.1.2 CONDITIONS FOR CO-OPERATION
The conditions for co-operation are defined in the European Partnership Agreement, signed in 2007.
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16.1.3 MEETINGS
If one of the General Assemblies (March / August) will be in Europe, at least two EMSA European Board members will attend this meeting if possible.
The EMSA European Board will also send members to the EuregMe (European Regional Meeting) of IFMSA.
16.2 ASIAN MEDICAL STUDENTS’ ASSOCIATION (AMSA)
16.2.1 GENERAL
AMSA works in the same field as EMSA with partly the same target group and similar objectives in the Asian region.
16.2.2 CONDITIONS FOR COOPERATION
The conditions for cooperation are defined in the Agreement signed in 2008.
16.3 FELSOCEM
16.3.1 GENERAL
FELSOCEM works in the same field as EMSA with partly the same target group and similar objectives in the Latin American Region.
16.3.2 CONDITIONS FOR COOPERATION
17. FUNDRAISING
17.1 RESPONSIBILITY
Raising funds is the joint responsibility of the President and the Treasurer.
17.2 CONSULTATION
Before contacting International companies for fundraising purposes EMSA members should communicate with the President and the Treasurer.
17.3 EXCLUSION
No funds may be raised for EMSA activities and/or publications from sources disapproved by the EMSA General Assembly and/or EMSA European Board. Disapprovals needing a simple majority vote. This concerns:
Tobacco companies
Any other institution vetoed as mentioned above
17.4 CONTRACT
EMSA will only accept specified funds from any source. All funds raised and services obtained must be documented in a contract, signed and dated by both parties.
17.5 CONDITIONS
The contract must state:
The funded EMSA activity shall not be used in commercial advertising by the sponsoring source, safe for authorisation from the EMSA European Board, regardless of the sponsoring level.
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That funding sources shall not control the content, planning administration or execution of the sponsored activity.
That EMSA will provide a summary report to the sponsoring source.
That information should be provided to the participants and public that there is no commercial obligation implied.
18. REGULATIONS FOR EMSA RECOGNITION OF NON-EMSA EVENTS
18.1 APPLICANTS
Non-EMSA organisations can apply to EMSA for recognition and promotion of non-EMSA events, which they intend to organise. The EMSA European Board's answer, voted by simple majority, and shall be made known to them after the next EMSA European Board meeting.
18.2 APPLICATION CONTENTS
The application shall include:
Name, address and composition of the organising entity.
Aims and objectives of the event.
Prerequisites for participation.
Official languages and draft programme (including dates, place, time-schedule, registration fees, travel information, budget proposals, etc.).
18.3 CONDITIONS
The International event should be organized according to the EMSA objectives.
18.4 VIOLATION OF EMSA INTERNAL RULES AND STATUTES
The EMSA European Board shall take proper action including legal action if it deems necessary if the EMSA Statutes and/or Internal Rules are violated within associated events.
19. EMSA ACTIVITIES
19.1 EMSA EUROPEAN EVENT
An EMSA European Event (EEE) is any event organised in the name of EMSA and intended for people from more than one country.
The EMSA European Board has to be notified of any EMSA European Event taking place. An EMSA European Event will be recognised if a written approval by the EMSA European Board is granted.
19.2 REGULATIONS HOST EMSA MEETINGS
19.2.1 HOSTING COUNTRY
The GA should elect a hosting country for the next General Assembly (GA) and National Coordinators Meeting (NCM). If there is no proposal or the elected country cannot fulfil the requirements, the EMSA European Board (EEB) has to decide on a new location for the meeting.
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19.2.2 CONTRACT
The Organising Committee (OC) and the EMSA European Board (EEB) should sign a written contract regarding the organisation of the meeting. The OC and the EEB should clearly outline the registration fee, estimated budget, preliminary programme, the working facilities, board and lodging.
The contract for the forthcoming meeting should be signed within two months of the preceding GA.
19.2.3 REGISTRATION FEE
The registration fee for EMSA meetings should not exceed 200 EUR.
10 % of all registration fees of the General Assembly and the National Coordinators’ Meeting are reserved for the EMSA European Board and shall be transferred to this account.
19.2.4 INVITATION
The EMSA European Board members should be invited by the Organising Committee of the meeting.
Partners of EMSA and EMSA Honorary Trustees should be invited by the EMSA European Board (EEB).
19.3 LOCAL PROJECTS
19.3.1 EUROTALK
A Eurotalk is a course on medical phraseology. The mains of a Eurotalk are to introduce medics to the medical terminology of a European language and to relearn the everyday language and grammar, with a view to study or work in another country.
19.3.2 WORKING ABROAD DATABASE PROJECT (WADP)
The Working Abroad Database Project was initiated to develop a website database (http://www.mediwork.info) including all necessary information about working and postgraduate training conditions for medical students and young doctors willing to work outside of their home countries in Europe.
19.3.3 TWINNING PROJECT (TP)
A medical education based short term exchange-like program on local level to experience the teaching methods used by other medical faculties and in other health care systems as well as to promote the integration of medical students on the academic, social and cultural level.
19.3.4 EMSA SUMMER SCHOOL (ESS)
The EMSA Summer Schools offer medical students from all geographical Europe to study a specific field of medicine during the summer in an international group. The students not only learn medical knowledge, but also interactive communication and teamwork with other medical students from diverse social and cultural backgrounds.
19.3.5 EMSA MOVIES & MEDICINE (M&M)
Movies & Medicine combines a movie on a medical topic with a lecture on the topic of the film. This project unifies entertainment and medical education.
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19.3.6 TEDDY BEAR HOSPITAL (TBH)
Teddy Bear Hospital is a role-play of the hospital setting with children and medical students. This project allows medical students to gain experience working with children. The Teddy Bear Hospital schedule is a joint project of the International Federation of Medical Students’ Associations (IFMSA) and the European Medical Students’ Association (EMSA).
20. PUBLICATIONS
20.1 JEMSA TASK FORCE
20.1.1 DEFINITION
JEMSA is the Journal of EMSA on Medical and Scientific Affairs (registered under the ISSN 0779- 1577). JEMSA contains mainly scientific papers from and for medical students. At least one issue should be published at the ESC in Berlin. JEMSA should contain full articles and is edited by the JEMSA Task Force.
20.1.2 SUPERVISION
JEMSA is under the supervision of the EMSA Medical Science Director.
20.1.3 EDITING
The JEMSA Task Force is responsible for editing, publishing and spreading JEMSA all over Europe.
20.2 EUROMEDS TASK FORCE
20.2.1 DEFINITION
EUROMEDS is a newsletter-like journal, which contains information on EMSA and EMSA events. The EUROMEDS shall appear at least five times a year.
20.2.2 SUPERVISION
The EUROMEDS Task Force is under the supervision of the EMSA Secretary General.
20.2.3 EDITING
The Secretary General is responsible for editing, publishing and spreading the EUROMEDS among Faculty Member Organisations (FMOs), external relations and interested students in Europe.
20.3 EUROPEAN WORDS TASK FORCE
20.3.1 DEFINITION
European Words is an online newsletter for all EMSA members, which contains articles from and for medical students in Europe. In order to represent the words of Europe. European Words shall appear at least two times a year.
20.3.2 SUPERVISION
The European Words Task Force is under the supervision of the EMSA European Integration Director.
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20.3.3 EDITING
The EMSA European Integration Director is responsible for editing, publishing and spreading the European Words among Faculty Member Organisations (FMOs) and interested students in Europe.
