Difference between revisions of "☞ Bylaws"

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===Honorary Life Members===
===Honorary Life Members===
Persons who have made significant contributions either to IVSA directly or, domestically or internationally, to the profession of veterinary medicine may be nominated by the ExCo for Honorary Life Membership.
People who have made significant contributions either to IVSA, domestically or internationally may be nominated by the Executive Committee for Honorary Life Membership. Honorary Life Membership is granted by the General Assembly. Honorary Life Members shall be exempt from membership fees.


<span style="font-size:70%"><font color=gray><b>Honorary Life Members:</b> Honorary Life Members do not have any outright duties, since the position may be awarded without application. If the person is still active in a field related to the objectives of IVSA, it is hoped that the Honorary Life Member shall work toward advancing the objectives of IVSA and promoting awareness of IVSA within the veterinary field.</font>
<span style="font-size:70%"><font color=gray><b>Honorary Life Members:</b> Honorary Life Members do not have any outright duties, since the position may be awarded without application. If the person is still active in a field related to the objectives of IVSA, it is hoped that the Honorary Life Member shall work toward advancing the objectives of IVSA and promoting awareness of IVSA within the veterinary field.</font>

Revision as of 14:31, 17 November 2021

Text which is smaller and in grey is not part of the Bylaws. These sections of text are explanatory comments which are intended to make the Constitution and Bylaws easier to understand, especially for those for whom English is not their first language. They contain definitions of complex words, extra useful information, and explanations of how we interpret certain points of the Constitution and Bylaws, and how they are implemented in practice.


General regulation

Corporate identity

The official logo of IVSA is defined as a snake with the tail curved around a globe with a horseshoe symbol surrounding the snake.

The official IVSA corporate identity is further defined in the IVSA corporate identity manual. Any changes to the corporate identity of IVSA need to be accepted by the General Assembly.

The official IVSA corporate identity can only be used with explicit permission from the Executive Committee of IVSA, abbreviated as 'the ExCo' and hereinafter referred to as 'the ExCo', and by the Organizing Committees of Congresses and Symposia once the hosting Member Organizations have been elected.

Hereinafter means "after now"

Official relationships

Official relationships of IVSA with other organizations shall be based on health, education, science, social and humanitarian affairs.

The decision to establish an official relationship with another organization can be initiated by the ExCo and must be approved by the General Assembly, or can be decided by the General Assembly and must be pursued by the ExCo.

Organizations with an official relationship to IVSA shall be invited as guests to the General Assemblies. Any communication or co-operation with an external organization, institution or partner of IVSA, either on behalf of IVSA or concerning an official project of IVSA, must be approved or supervised by the ExCo.

Any binding agreement with an external organization, institution or partner of IVSA lasting one (1) year or less may be decided upon by the ExCo. Any binding agreement lasting longer than one (1) year must be decided upon by the General Assembly.

Code of Conduct

The Code of Conduct[1] outlines parameters of behaviour and rules of engagement that must be followed by IVSA members at all times when attending an IVSA event and communicating with other IVSA members. The most recent version of the Code of Conduct must be made available on the IVSA website.

The Code of Conduct may be amended after approval of the Executive Committee. Changes have to be reported at the next session of the General Assembly. The General Assembly also has the power to amend the Code of Conduct.

Violation of the Code of Conduct by any IVSA Member or Member Organization, may lead to consequences, decided upon by the Executive Committee.


General Assembly

The General Assembly shall consist of voting delegates and observers present at the meeting of the General Assembly. Voting delegates are student members from Active Member Organizations that are certified by the Executive Committee and Organizing Committee. Observers can be student members of any Member Organization without voting rights, alumni members, Honorary Life Members or other invited guests. The General Assembly shall determine the policies which govern the activities of IVSA as stated in the Constitution and Bylaws. The General Assembly of IVSA at a Congress or Symposium should be viewed as a convention under Robert's Rules of Order Newly Revised

Certification of Delegates

The Executive Committee certifies the delegates prior to a session of the General Assembly. The Organizing Committee shall provide the Executive Committee their delegate selections before notifying selected delegates.

Quorum

Quorum shall be met, when at least 40 % of Active Member Organizations in IVSA are present in a meeting of the General Assembly. Page : 8 The General Assembly shall not vote or make any decision in the absence of quorum; however, the General Assembly may continue to discuss and debate.

Officials of the General Assembly

The General Assembly shall have the following Officials: 1. Chair 2. Secretary 3. Parliamentarian 4. Election Committee

Chair

The General Assembly shall elect the Chair at the beginning of the General Assembly session. The Chair shall be responsible for maintaining order during the General Assembly meetings according to Robert's Rules of Order Newly Revised. The Chair shall have no vote, shall refrain from debate and discussions, and shall make no motions.

Secretary

The Secretary General of the Executive Committee shall be the Secretary to the General Assembly. In the absence or at the discretion of the Secretary General, the Executive Committee shall appoint another member of the Executive Committee or a delegate to act as the Secretary. The Secretary is responsible for the roll call at the start of each General Assembly meeting and for keeping minutes of the General Assembly meeting.

Parliamentarian

The General Assembly shall elect a Parliamentarian for the duration of the General Assembly session. The Parliamentarian is responsible for ensuring the General Assembly follows the Constitution and Bylaws. The Parliamentarian may be called upon by the General Assembly to answer parliamentary inquiries. The Parliamentarian shall strive to refrain from making motions and participating in debate. The Parliamentarian shall retain the right to vote.

Election Committee

Ballot voting during the General Assembly session is governed by the Election Committee.

The Election Committee shall consist of three (3) people of whom at least one (1) must be a former or current member of the Executive Committee.

The General Assembly shall elect the Election Committee at the beginning of the General Assembly Session.

No member of the Election Committee may nominate or be nominated in any elections. In the event that any member of the Election Committee has a conflict of interest relating to a certain ballot vote, they shall declare it and resign their position. If the Election Committee falls below three (3) members, the Chair shall appoint a new member to the Election Committee, subject to approval by the General Assembly.

The Election Committee shall count all votes for all nominees and present the results of the election. The Chair shall then declare the result.

The Election Committee is responsible for keeping all cast ballot votes until 24 hours after the election result has been announced. Any delegate may request a recount during this time period.

After the 24 hour period all ballots will be destroyed and the Election Committee dissolved.

Sessions of the General Assembly

  1. The General Assembly convenes at biannual sessions. The Executive Committee shall summon Special Sessions of the General Assembly in the event that a regular session is cancelled. The Member Organizations may call an Extraordinary Session of the General Assembly at any time by sending a request from two thirds (⅔) of Active Member Organizations to the President of IVSA. The request for an Extraordinary Session of the General Assembly must include the topic(s) which are to be discussed during the session.
  2. The time and venue of Special Sessions of the General Assembly shall be determined by the Executive Committee.. Special Sessions of the General Assembly may be virtual meetings with partial or no physical attendance.
  3. Extraordinary Sessions of the General Assembly shall be announced no later than 30 days after the request issued to the President. The Extraordinary Session shall convene at least 30 days after the announcement by the Executive Committee. The decisions of the Extraordinary Session shall be limited to matters stated in the request for this session. Extraordinary Sessions of the General Assembly may be virtual meetings with partial or no physical attendance.


General Assembly Procedures

The following points are special rules of order, which are exceptions to the standard procedures in Robert's Rules of Order Newly Revised:

  1. Elections where one entity is to be elected shall use optional preferential voting. Elections where more than one entity is to be elected shall use plurality-at-large voting. If there are the same or fewer candidates as the total number of positions available, they shall be elected without a vote.
  2. Voting by written ballot can be conducted electronically.
  3. The standard method of voting on motions in IVSA is using coloured voting cards to display the votes of a Member Organization.
  4. The minutes of General Assembly sessions need to be approved by the General Assembly during the following Session of the General Assembly. The Executive Committee shall circulate the previous session’s minutes to all delegates at least thirty (30) days before the upcoming Meeting of the General Assembly.
  5. All decisions of the General Assembly shall be reached by a simple majority vote of those present and voting unless stated otherwise in the Constitution or Bylaws. Decisions made by the General Assembly supersede any past decisions made by the General Assembly.

Allocation of Votes

Each Active Member Organization shall be allocated two (2) votes. Each Active Member Organization shall select one (1) delegate in the Session of the General Assembly who shall state the votes of their country.

IVSA does not allow voting by proxy.

Nominees for a position in the IVSA Officials are not allowed to place votes in the election for this respective position.

Meetings held Vitually

Except as otherwise stated in these Bylaws, any meetings with some or all members attending virtually shall be conducted through the use of virtual meeting services. Virtual meetings shall be designated by the President or Chair of the body that is meeting. The Online Attendance Committee (OAC) shall manage the online attendance of a special session of the General Assembly.

The virtual meeting services should:

  • Support anonymous voting
  • Support visible displays identifying those participating
  • Show those seeking recognition to speak
  • Show the texts of pending motions
  • Show the results of votes

Unless specified otherwise by the body that is meeting, members attending a meeting electronically have the same rights of attendance, speech and proposal as members who are present in person. Any specification on online attendance should be the first order of business, and must be approved at the start of the first session.

Rules for Virtual Meetings of the General Assembly

  1. The virtual meeting service has to be available no less than thirty (30) minutes before the start of the meeting.
  2. The presence of a quorum shall be established by audible roll call at the beginning of the meeting. Thereafter, the continued presence of a quorum shall be determined by the online list of participating members, unless any member demands a quorum count by audible roll call.
  3. Each member is responsible for their own connection to the internet; no action shall be invalidated on the grounds that the loss of, or poor quality of, a member's individual connection prevented them from participating in the meeting.
  4. The Chair may cause the disconnection or muting of a member's connection if it is causing undue interference with the meeting. The Chair's decision to do so, which is subject to an undebatable appeal that can be made by any member, shall be announced during the meeting and recorded in the minutes.
  5. A member who intends to make a motion that may interrupt a speaker may indicate so either electronically or by voice.
  6. In the case of live meetings with some members attending electronically, the meeting must be chaired by a member who is present in person.
  7. In the case of live meetings with some members attending electronically, a loss of meeting venue connection is considered a loss of quorum until the internet connection is restored.

Policy Papers

Policy papers are general documents explaining IVSA’s opinion and beliefs on a general topic. Such papers are bound by IVSA’s Constitution and Bylaws, and must not contradict IVSA’s objectives as stated in the Constitution.

The procedures for adopting policy papers are as follows:

  1. Policy papers must be proposed by at least one (1) IVSA member.
  2. Policy papers should be circulated to all Member Organizations no less than 30 days prior to the opening meeting of the General Assembly session at which the paper is to be considered.
  3. Policy papers must be adopted by a three-quarters (¾) majority vote during a later meeting of the General Assembly than the meeting in which the policy is first presented to delegates.
  4. Before adoption, a policy paper may be amended with a simple majority vote. A policy paper stands for five (5) years, unless it is updated, replaced or retracted by a three-quarters (¾) majority. An updated or replaced policy paper also stands for an additional five (5) years.

The Executive Committee has the power to make statements in relation to a certain event. Such statements are bound by IVSA’s Constitution and Bylaws, and must not contradict IVSA’s objectives as stated in the Constitution.

IVSA Officials

General

IVSA Officials is the collective term for the Executive Committee, Secretariat, Trust, Chairs of Committees and the Alumni Network, and Regional Representatives . This term will be used when referring to these five (5) categories of elected IVSA positions.

The term of the IVSA officials is September 1st to August 31st of the following year or until their successors are elected.

The term of the President-Elect is from their election until August 31st of the same year after which the President-Elect becomes the President for the term of the Executive Committee.

The term of the Treasurer is September 1st to August 31st of the following year, after which the Treasurer becomes Post-Treasurer for the term of August 31st to the end of the next Symposium.

All IVSA Officials are responsible for writing a report of their work and presenting it for approval by the General Assembly in Congress.

Nomination and Election

General

IVSA Officials are elected by the General Assembly at Congress. The President-Elect is elected at Symposium.

The election of the IVSA Officials is always by secret written ballot. Any IVSA member with the right to speak at the current General Assembly may nominate any IVSA Member for an IVSA Official position.

Any member can only accept one nomination for any official position at a time. When accepting further nominations for other positions, any previous nomination will be nullified.

Any Executive Committee nomination can be converted to a nomination for Regional Representative, Trustee or member of the Secretariat, if the nominee is not elected to the Executive Committee. While confirming their nomination for the Executive Committee, the nominee shall let the Election Committee know if they will pursue the nomination for one of these positions, should they not be elected to the Executive Committee.

Only two (2) members from each country may be elected to the Executive Committee or Secretariat for each term.

Only members that will be veterinary student members at the start of the term are eligible for election to the IVSA Officials, with the exception of election to the Trust or as the Chair of the Alumni Network.

A member may be a member of any specific group of IVSA Officials for no more than two (2) terms.

If a member of the Executive Committee, Committee Chairs or Regional Representatives is not elected, elections will be opened again at the next session of the General Assembly.

A list of nominators and nominees must be presented to the General Assembly no later than 48 hours before the meeting during which the election is to take place, after which no changes to the list are allowed.

Presentation Meeting

All nominees are required to give a presentation to the General Assembly no later than 24 hours prior to the meeting during which the election is to take place.

Once the presentation of one nominee has been presented, the General Assembly is allowed to present the nominee with questions regarding the nomination.

Election of IVSA Officials

Voting methods are outlined in the section “General Assembly - General Assembly Procedures”

In the case that more than two (2) nominees from the same country are to be elected to the Executive Committee, another vote shall be held in which all provisionally elected nominees from that country are voted on. In this case, the two (2) nominees with the highest numbers of votes shall be elected, and the other provisionally elected nominee(s) shall no longer be eligible for a position on the Executive Committee.

In the case that more than one (1) nominee from the same country as the current President-Elect is to be elected to the Executive Committee, another vote shall be held in which all provisionally elected nominees from that country, excluding the President-Elect, are voted on. The one (1) nominee with the highest number of votes shall be elected, and the other provisionally elected nominee(s) shall no longer be eligible for a position on the Executive Committee. If the result of the vote is such that more than two (2) nominees from one country are to be elected to the Secretariat, the provisionally elected nomination from that country receiving the least number of votes shall be invalidated until only two (2) provisionally elected nominees from that country remain.

Expenses

The positions of the IVSA Officials shall be honorary and members of the IVSA Officials shall be reimbursed for some of the expenses necessarily incurred in the course of work for IVSA, subject to approval by the Executive Committee. No expenses shall be reimbursed before valid receipts documenting the expenses are handed to the Treasurer and the Executive Committee has agreed to the reimbursement.

Executive Committee

  1. Half (50%) of the registration fee of the members of the current Executive Committee for an event where the General Assembly convenes, shall be covered by the Central Fund.
  2. Executive Committee members shall be reimbursed for their travel expenses at a minimum cost rate from the IVSA central fund for attending the Symposium and

Congress during which all mandatory meetings are held.

  1. Should they attend live meetings in addition to the four (4) mandatory live meetings, each member of the Executive Committee shall be reimbursed partially for their travel expenses at a minimum cost rate from the IVSA central fund for attending no more than two (2) such additional live meetings.

Secretaries, Committee Chairs, and Regional Representatives

  1. Half (50%) of the registration fee of the Secretaries, Committee Chairs, and Regional Representatives for the Congress or Symposium of IVSA, shall be covered from the IVSA Central Fund.
  2. Secretaries, Committee Chairs, and Regional Representatives shall be reimbursed for one quarter (25%) of their travel expenses at a minimum cost rate from the IVSA central fund for attending the Congress or Symposium at the end of their term.

Trustees

  1. Half (50%) of the registration fee of the Trustees for the Symposium of IVSA, shall be covered from the IVSA Central Fund.
  2. Trustees attending either congress or symposium may be reimbursed for their travel expenses up to a collective maximum of €2500 per year.

Termination of membership of the IVSA Officials

Any IVSA Official may at any time resign from their position by giving written notice to the President of IVSA effective immediately, with the following exceptions:

  1. In the case of the President of IVSA, they must give written notice to the Vice-President of IVSA.
  2. In the case of the President-Elect of IVSA, if they resign before Congress by giving their notice to the President, their resignation shall be effective immediately and elections for President shall take place during Congress. Should they resign after elections have been closed at Congress, they shall serve the remainder of their term as President-Elect, and the Executive Committee member who is appointed to the position of Vice-President during Congress shall automatically become President at the start of the new term of the Executive Committee.
  3. The Post-Treasurer may not resign.

Interim Positions

In the event of a vacancy arising in the IVSA Officials, the Executive Committee may appoint an interim member to fill the position. This appointment has to be confirmed by the General Assembly at the following session of the General Assembly.

A vacancy in the Executive Committee can only be filled by a current Secretary, or another relevant IVSA Official, until elections can be held at the following Session of the General Assembly.

This procedure does not apply for the presidency. Should the President resign the Vice-President automatically becomes President for the remainder of the term. The original position this member of the Executive Committee held will become vacant and the Executive Committee will appoint a new Vice-President.

Executive Committee

General

The Executive Committee is the administrative body responsible for the work of IVSA between the General Assemblies, within the mandate, guidelines and decisions provided by the General Assembly. The Executive Committee shall:

  1. preserve all property and official records of IVSA,
  2. aim to improve and develop the work of IVSA,
  3. nominate Member Organizations and Honorary Life Members and report nominations at the biannual sessions of the General Assembly,
  4. prepare an annual Financial Report for approval by the General Assembly,
  5. direct the public relations of IVSA,
  6. advise the organizing committees of Congresses and Symposia on the organisation of the General Assembly,
  7. be members of the General Assembly with the right to speak and make motions in the General Assembly,
  8. not have the right to vote in the General Assembly, 9. have the right to be nominated in the General Assembly,
  9. not be counted as delegates in the General Assembly.

Structure

The Executive Committee shall consist of eight (8) members, and will contain the following specific named positions:

  • President
  • Secretary General
  • Treasurer
  • Development Aid Director
  • Member Organization Director
  • External Relations Officer
  • Public Relations Coordinator
  • Committee Coordinator

The Executive Committee must select one (1) of its members to serve as the Vice-President.

The President may not hold any other position. Other members of the Executive Committee may hold more than one (1) position.

In addition to the eight (8) members, the Executive Committee shall have to (2) associate positions, those of the President-Elect and the Post-Treasurer. Both of these positions will have the right to attend and speak at all Executive Committee meetings, but will not have the right to vote.

The President will hold the signatory power on all official documents and agreements.

The Treasurer will hold signatory power on all financial documents.

Any other member of the Executive Committee may hold signatory power for specified documents and/or agreements with the unanimous consent of the Executive Committee.

Responsibilities

President

The responsibilities of the President include but are not limited to:

  • presiding as the general representative of IVSA in all public affairs,
  • supervision of the financial affairs and fundraising of IVSA,
  • directing the work of the Executive Committee,
  • establishing and maintaining relations with relevant third parties,

President-Elect

The responsibilities of the President-Elect include but are not limited to:

  • staying informed about the work of the outgoing Executive Committee until assuming the office of President of the new Executive Committee,
  • acquainting themselves with the duties of the President for the upcoming presidential term.

The President-Elect may be holding a position in the IVSA Officials upon election, and in this case will continue to hold this position until August 31st.

Vice-President

The responsibilities of the Vice-President include but are not limited to:

  • chairing Executive Committee meetings in the absence of the President,

Secretary General

The responsibilities of the Secretary General include but are not limited to:

  • directing the work of the Secretariat, subject to direction by the Executive Committee,
  • serving as the Secretary of the General Assembly and Executive Committee meetings,
  • certifying delegates before the start of the General Assembly,
  • ensuring the taking and circulation of the minutes of the meetings of the General Assembly and the Executive Committee to all relevant parties,
  • making all necessary grammatical and renumbering changes to the bylaws while finalising the minutes and reporting these changes back to the General Assembly during the next session of the General Assembly,
  • archiving all Executive Committee and General Assembly minutes, reports and other relevant information,

Treasurer

The responsibilities of the Treasurer include but are not limited to:

  • handling all financial transactions of IVSA according to the decisions of the Executive Committee,
  • calculating and collecting the membership fees of all members of IVSA in a way that causes no unnecessary bank charges,
  • maintaining legally appropriate bookkeeping,
  • presenting a preliminary Financial Statement to the Executive Committee during Symposium,
  • preparing the annual budget of IVSA for the next Executive Committee in cooperation with the President-Elect.

Post-Treasurer

The responsibilities of the Post-Treasurer are limited to:

  • preparing and presenting the Financial Report of IVSA to the General Assembly at the session of the General Assembly following the end of the term of the Executive Committee in which the current Post-Treasurer held the position of Treasurer.

Developmet Aid Director

The responsibilities of the Development Aid Director include but are not limited to:

  • directing the finances of the Development Fund,
  • working to expand the contacts of IVSA in low per capita income countries,
  • identifying projects the Development Fund should collaborate with,
  • raising awareness about the Development Fund with members of relevant third parties,
  • reporting to the General Assembly on projects both completed and ongoing during the term of the Development Aid Director

In addition, the Development Aid Director shall strive to complete all projects started during their term and to raise funds to enable further projects by the Development Fund.

Member Organization Director

The responsibilities of the Member Organization Director include but are not limited to: acting as the main liaison between IVSA represented by the Executive Committee and the members of IVSA represented primarily by the Exchange Officers of each Member Organization,

  • acting as the main liaison between the Executive Committee and the Organizing Committee of Congresses and Symposia,
  • supervising the delegate selection process for events that contain a General Assembly.
  • supporting the organization of group exchanges worldwide by collecting and distributing relevant information about past and upcoming exchanges and promoting best practices for the exchanges,
  • arranging and chairing an Exchange Officers meeting during Congresses and Symposia of IVSA.
  • maintaining a list of active Member Organizations and their votes to be handed to the Secretary General before the start of a Congress or Symposium,

Meetings of the Executive Committee

The Executive Committee shall have a live meeting at least four (4) times during its term. These four (4) meetings are the starting Handover meeting directly after the election of the new Executive Committee, the meeting directly before or during a Symposium at the middle of the term of the Executive Committee, the meeting before or during a Congress at the end of the term of the Executive Committee and the ending Handover meeting after the next Executive Committee has been elected. The Executive Committee may have more meetings, both live and virtually, as it sees necessary.

Live meetings of the Executive Committee may also have some members attending virtually.

The President is responsible for summoning the meetings of the Executive Committee. If the President is unavailable a meeting of the Executive Committee may be summoned by the Vice-President.

All members of the Executive Committee have equal rights of attendance, speech and proposal at meetings. All decisions of the Executive Committee shall be made with a simple majority of all Executive Committee votes, with the vote of the President deciding in the event of a tie.

The Executive Committee shall have quorum when half (1/2) of the Executive Committee including the President or Vice-President are in attendance. A member of the Executive Committee shall be considered in attendance if they are present in the meeting in person or virtually. The President-Elect and Post-Treasurer positions are not considered part of the Executive Committee for the purposes of quorum.

An agenda for the Executive Committee meeting must be circulated no later than seven (7) days prior to the meeting. The agenda may be amended during the meeting.

Minutes shall be taken from each Executive Committee meeting and shall consist of a summary of the discussion and any presentations presented as well as all decisions made by the Executive Committee. These minutes are part of the public record of IVSA and shall be made available to the members of IVSA by the end of the following month.

The Executive Committee meetings may be attended by observers. If an Executive Committee Meeting is in executive session, observers can only attend if the Executive Committee approves their attendance.

At the following symposium or congress the Executive Committee must report to the GA that an executive session had taken place. Any delegate may then request more information.

Observers do not have the right of speech or proposal unless granted them by the Executive Committee.

Handover meeting

  1. The first Executive Committee meeting is held at the annual Congress after elections of the new Executive Committee have taken place.
  2. The outgoing Executive Committee will take part in this meeting and brief the incoming Executive Committee about ongoing projects.
  3. The assigning of Secretaries to members of the new Executive Committee shall take place in this meeting.
  4. The vice-president will be elected by the incoming Executive Committee.
  5. The outgoing Executive Committee are relieved of their daily duties at the end of their term and by then are required to brief the members of the new Executive Committee about the proper running of IVSA.

Supervision of the work of the Executive Committee

Any delegate of a General Assembly may present the Executive Committee with questions about the work of the Executive Committee to which the Executive Committee is required to provide an answer no later than by the end of the next General Assembly meeting or by the end of the current one if it is the last in the Congress or Symposium. After the Executive Committee has provided their answer to the questions, the General Assembly may debate the matter.

If the work of the Executive Committee is judged not to be in accordance with the Constitution and Bylaws of IVSA, a vote of no confidence may be proposed. If a vote of no confidence is passed by the required two-thirds (2/3) majority of those present and voting, the current Executive Committee shall dissolve effective immediately and a special session of the General Assembly will be called to elect a new Executive Committee with the interim governance of IVSA delegated to the Secretariat.

Secretariat

General

The Secretariat is an administrative body of IVSA subsidiary to the Executive Committee and tasked with assisting the members of the Executive Committee with their duties.

Structure

The Secretariat consists of eight to twelve (8–12) Secretaries.

The Secretariat is headed by the Secretary General. The Secretaries of the Secretariat are appointed an official of the ExCo to assist, but can be assigned work from other members of the Executive Committee by the Secretary General.

Responsibilities

The Secretaries are responsible for assisting the work of their assigned Executive Committee member to the best of their ability. Secretaries are able to pursue other projects for the benefit of IVSA under the supervision of the Executive Committee.

Nomination and Election

Members of the Secretariat are elected by the General Assembly at Congress.

The election of the members of the Secretariat is always by written ballot.

Any valid delegate or member of ExCo may nominate a member for membership of the Secretariat.

Only two (2) members from each country may be elected to the Secretariat for each term.

GA Manual – Elections – Two Member per Country Limit: While situations may arise where it would seem sensible to exceed this limit, it is not possible to do so, as a rule for eligibility for office is not in the nature of a rule of order and so cannot be suspended (under RONR, suspension of the Bylaws is allowed only for Bylaws that are in the nature of rules of order, and for RONR, with a ⅔ majority).


Only veterinary student members who have not yet graduated from a veterinary institution with a degree that allows them to practice veterinary medicine in their country are eligible for election to the Secretariat.

A student may be a member of the Secretariat for no more than two (2) terms.

This means that no one person may be on the Secretariat for more than 2 years in total

All nominations for membership of the Secretariat will be equal and non-specific, but nominees may indicate their subject of interest in their nominations.

If a member has been elected to a position in the ExCo they are not eligible for a position as a member of the Secretariat.

A list of nominators and nominees must be presented to the General Assembly no later than 48 hours before the meeting during which the election is to take place after which no changes to the list are allowed.

If there are eight to twelve (8–12) nominees for membership of the Secretariat, the nominees will be elected without a vote.

The results of the elections are public and the number of votes for all elected nominees will be presented to the General Assembly.

Any nominee may ask to see their number of votes.

Election of nominees shall be by plurality-at-large.

GA Manual – Elections: If absolute majority voting was applied to the Secretariat election, this could potentially result in a lot of time-consuming revoting, so to streamline the elections, plurality-at-large is used, whereby the nominees with the highest numbers of votes are elected to fill the available positions whether or not they have a majority (they have a relative majority, also known as a plurality).

If the result of the vote is such that more than two (2) nominees from one country are to be elected to the Secretariat, the provisionally elected nomination from that country receiving the least number of votes shall be invalidated until only two (2) provisionally elected nominees from that country remain.

Expenses

  1. The positions of the Secretariat shall be honorary and Secretaries shall be entitled to some of the expenses necessarily incurred in the course of their work for IVSA.
  2. Secretaries shall be reimbursed for their travel expenses at a minimum cost rate from the IVSA central fund for attending the Congress at the end of their term.
  3. Half (1/2) of the registration fee of the members of the current Secretariat for the Congress of IVSA, not including the surcharge for the IVSA Central Fund, shall be covered from the Central Fund of IVSA.
  4. No expenses shall be reimbursed before valid receipts documenting the expenses are handed to the Treasurer and the ExCo has agreed in an ExCo meeting to grant these specific expenses to the recipient.

Secretariat Manual: If a newly elected Secretary knows at the Congress where they were elected that they will not be able attend the Congress at the end of their term, they can ask the GA to award reimbursement for a trip to the Symposium instead. The GA can choose to reimburse the trip of the secretary to the Symposium either partly, fully or not at all.

Secretaries do not have to pay the Central Fund surcharge, as discussed in "Congresses and Symposia - Congress and Symposium Finances"

Termination of membership of the Secretariat

Any member of the Secretariat may at any time resign from their position by giving written notice to the President of IVSA effective immediately.

Should a Secretary repeatedly fail to participate in the work of the Secretariat or be found to be acting against the principles of IVSA, as determined by a two thirds (2/3) majority vote of the ExCo in an ExCo meeting, or should they resign, they shall be relieved of their duties and the Secretariat shall continue the rest of their term with a vacancy. Should a vacancy lower the total number of members of the Secretariat below six (6), the ExCo shall appoint a new member to the Secretariat to fill the vacancy.

The Secretary must have an opportunity for oral or written defense as in special rule of order 14.

Trust

General

The Trust is an advisory and overseeing body of IVSA subsidiary only to the General Assembly.

The term of a Trustee is the same as the term of the ExCo.

Structure

The Trust consists of up to six (6) Trustees.

All Trustees have equal rights and equal share of the responsibility of the work of the Trust.

Responsibilities

The Trustees are responsible for supervising and assisting the work of the Executive Committee and the other IVSA Officials to the best of their ability.

The Trust has the right to “Call for Attention”, which needs to be addressed by the ExCo and Secretariat during the ExCo meeting following such a call. A “Call for Attention” can entail, but is not limited to, addressing problems the Trust has become aware of. When a “Call for Attention” has not been resolved without reasoning after calling for it at least twice, the Trust may decide to bring the matter before the General Assembly.

The Trustees are required to stay informed of the work of the IVSA Officials.

The Trustees are required to present a report on their work for approval by the General Assembly in Congress.

Nomination and Election

The Trustees are elected by the General Assembly at Congress.

The election of Trustees is always a written ballot.

Any valid delegate or member of ExCo may nominate a member for a Trustee position.

A Trustee position may not be held more than three (3) terms.

This means that no one person may be on the Trust for more than 3 years in total

Any number of members from each country may be elected to become Trustees.

To be eligible for a Trustee position, a member must have held a position in the ExCo or Secretariat prior to the election.

If a member has been elected as a member of the ExCo or Secretariat, they are not eligible for a Trustee position during the same term.

A list of nominators and nominees must be presented to the General Assembly no later than 48 hours before the meeting during which the election is to take place after which no changes to the list are allowed.

If there are six (6) or fewer nominees for membership of the Trust, the nominees will be elected without a vote.

The results of the elections are public and the number of votes for all elected nominees will be presented to the General Assembly.

Any nominee may ask to see their number of votes.

Election of nominees shall be by plurality-at-large.

GA Manual – Elections: If simple majority voting was applied to the Trust election, this could potentially result in a lot of time-consuming revoting, so to streamline the elections, plurality-at-large is used, whereby the nominees with the highest numbers of votes are elected to fill the available positions whether or not they have a majority (they have a relative majority, also known as a plurality).

If there are more than six (6) nominees for trust, the three (3) nominees with the most votes and who have previously held a position in the Executive Committee are elected. The remaining nominees are decided upon by plurality at large voting from the remaining nominee pool regardless of their previous position.

GA Manual – Elections – Nominations for the Trust: In the last 2 paragraphs, the "nominees" referred to are those nominees whose nomination is still valid at the time of the election of the Trust (i.e. after the elections of the ExCo and the Secretariat) - so no nominations should be invalidated until after these elections, when it is known for certain which nominations are still valid.

If the current President is elected to the Trust, they shall become Immediate Past President of IVSA. The Immediate Past President is a member of the Trust, is not a member of ExCo, and has the same rights and responsibilities as the other Trust members. The role of Immediate Past President can only be held by the outgoing President and can only be held for one term.

Expenses

  1. The positions of the Trustees shall be honorary and Trustees shall be entitled to the expenses necessarily incurred in the course of their work for IVSA only in special circumstances when so decided by the GA.
  2. An exception to this rule is that should (a) Trustee(s) attend the Congress of IVSA, the travel expenses at a minimum cost rate of up to two (2) Trustees shall be reimbursed fully from the IVSA Central Fund.
  3. No expenses shall be reimbursed before valid receipts documenting the expenses are handed to the Treasurer and the ExCo has agreed in an ExCo meeting to grant these specific expenses to the recipient.

Trustees do not have to pay the Congress/Symposium surcharge for the IVSA Central Fund, as discussed in “Congresses and Symposia – Congress and Symposium Finances”

Termination of membership of the Trust

Any member of the Trust may at any time resign from their position by giving written notice to the President of IVSA effective immediately.

Any member of IVSA may propose the termination of the membership of any member of the Trust if said member repeatedly fails to participate in the work of the Trust or is found to be acting against the principles of IVSA. Termination of membership of the Trust will be decided by the General Assembly and the subject of the termination will be allowed a written or oral defense of their position during the General Assembly during which the termination of their membership of the ExCo is to be decided.

The Trustee must have an opportunity for oral or written defense as in special rule of order 14.

Committees and Groups

The General Assembly can form Standing Committees, Ad Hoc Committees, Regional Groups and Working Groups to execute, coordinate and support the activities of IVSA. The ExCo can form a Task Force to address a specific issue within IVSA at any time.

"Ad Hoc" literally means "for this", meaning "for a particular purpose".

The work of these bodies is coordinated by a Chair, elected by the General Assembly, except for the Chair of a Task Force, which will be appointed by the ExCo.

Chairs of permanent Committees and Groups should therefore be elected at Congress under normal circumstances.

The Committees and Groups of IVSA are subordinate to the ExCo and ultimately to the General Assembly, and may be authorized to act on IVSA's behalf on certain issues with permission from either body.

The President of IVSA is an ex officio member of each Committee and Group of IVSA, except the Election Committee and any disciplinary committees, with the same rights, but not obligations, as other members of the Committee or Group, including rights of attendance, speech, proposal and voting at meetings, except that they are not considered part of the Committee or Group for the purpose of quorum.

The Manuals may specify other IVSA Officials to be ex officio members of one or more Committees or Groups, and clarify their rights accordingly, at the discretion of the ExCo.

The other members of each Committee or Group are appointed by the Chair of the body after the adjournment of the General assembly. The other members of the body do not need to be recorded in any minutes of the General Assembly and shall serve a term alongside the Chair of the body. The other members of the body may be removed or replaced by the Chair of the body. Removals or replacements are reported to the executive committee.

“unless another method of appointment to the body is specified” means specified in the Bylaws, in RONR, or in the motion to form the committee or another motion.

If appointed after adjournment of the GA, the other members of the Committee or Group should be recorded in the annual report of the Committee or Group.

Disciplinary committees relate to the unlikely situation that it is required to initiate disciplinary proceedings involving a member or MO.

Committees and Groups Manual: The motion to form a Committee/Group should state specifics, e.g. how many members (or “with no limit on number of members”), how they are to be elected (e.g. by application to the Chair, appointment by the Chair, appointment by the President), when the Committee/Group will report to the GA. If these details are not stated in the motion to form the Committee/Group, then they shall be the decision of the Chair of the Committee/Group.

  1. Standing Committees are permanent and are formed to fulfill a specific function.
  2. Ad Hoc Committees are temporary and are formed to fulfill a specific function for a specific time.
  3. Regional Groups can be temporary or permanent and are formed to coordinate a specific or general function in a geographically defined area.
  4. Working Groups can be temporary or permanent and are formed to coordinate a specific or general function under a specific topic.
  5. Task Forces are temporary and formed to coordinate a specific function under a specific topic.

Committees and Groups Manual: Ad Hoc Committees should be created for unique issues which require special effort, are not suitable to be solved by the ExCo/Secretariat/Trust, and cannot be solved by the GA without considerable debate/effort.

Working Groups are for more long term issues that need constant input. An example might be rabies eradication efforts.

The Chair of a committee or a group is responsible to hold accurate minutes from the work of the committee or group and report the activities of the committee or group he or she is leading to the General Assemblies or to the ExCo, if the General Assembly so decides. All committees and groups shall act according to the Constitution and Bylaws of IVSA.

All committees and groups may have electronic meetings, as well as live meetings with some members attending electronically.

Any Chair of a Committee or Group may at any time resign from his/her position by giving written notice to the President of IVSA effective immediately.

Should the Chair of a Committee or Group repeatedly fail to fulfill his/her responsibilities or be found to be acting against the principles of IVSA, as determined by a two thirds (2/3) majority vote of the ExCo in an ExCo meeting, or should he/she resign, he/she shall be relieved of his/her duties and his/her position declared vacant. Should a vacancy arise in a Committee Chair position, the ExCo shall appoint an acting Chair until the General Assembly has the opportunity to elect a replacement.

Notice of filling a vacancy in an office must always be given to the members of the body that will elect the person to fill it.

NoticeIf the ExCo is relieving a Chair of their duties, the Chair must have an opportunity for oral or written defense as in special rule of order 14.

Expenses

  1. The positions of Committee or Group Chairs shall be honorary and Committee or Group Chairs shall be entitled to some of the expenses necessarily incurred in the course of their work for IVSA.
  2. Committee or Group Chairs shall be reimbursed for their travel expenses, agreed upon by ExCo, at a minimum cost rate from the IVSA Central Fund for attending the Congress at the end of their term.
  3. Half (1/2) of the registration fee of the members of the current Committee or Group Chairs for the Congress of IVSA, not including the surcharge for the IVSA Central Fund, shall be covered from the Central Fund of IVSA.
  4. No expenses shall be reimbursed before valid receipts documenting the expenses are handed to the Treasurer and the ExCo has agreed in an ExCo meeting to grant these specific expenses to the recipient.”

The Chair or designee shall only receive the reimbursement if it attend the ‘Handover Meeting’ and presents the report of the IVSA Committee or Group to the General Assembly at the Congress.

Election Committee

The elections of the members of the ExCo, Secretariat and Trust shall be governed by an Election Committee.

The Committee shall consist of three (3) people of whom at least one (1) must be a former or current member of the ExCo.

The Election Committee shall be elected by the General Assembly.

No member of the Election Committee may nominate or be nominated in the elections governed by the Election Committee.

Once elected, members of the Election Committee may not resign until the end of the elections.

The Election Committee shall personally count all votes for all nominees and present the results of the election according to the Constitution and Bylaws.

The Election Committee shall also serve as tellers for ballot votes. In the event that any member of the Election Committee has a conflict of interest relating to a certain ballot vote, they shall declare it and temporarily resign their position. In this case, the Chair shall temporarily appoint a new member of the Election Committee.

A member of the Election Committee shall read out the tellers' report once counting is complete. The Chair should then declare the result. It is not required for the Chair to repeat the tellers' report.

Online Attendance Committee

Online attendance of the special session of the GA shall be governed by the Online Attendance Committee (OAC).

The OAC consists of four (4) people including at least one member of the ExCo, one member of the Secretariat, one member of the Trust and one member of the Organizing Committee (OC).

The members of the OAC will be appointed by the ExCo at least 60 days prior to the start of a special session of the GA during which Online Attendance is allowed.

Once a member accepts the appointment of member of the OAC, he/she may not resign until the end of the special session of the GA. A member of the OAC may be dismissed by the President, if the ExCo deems that the member is not fulfilling his/her duties.

The OAC will automatically dissolve after the special session of the GA for which they were appointed, has adjourned.

Standing Committee on Animal Welfare

The Chair of the Standing Committee on Animal Welfare shall be elected by the General Assembly.

Any member of IVSA may be nominated for the position of Chair of the Standing Committee on Animal Welfare.

The justification for specifying this Committee in the Bylaws is that Animal Welfare will always be important to IVSA, whereas it is possible that other priorities (and so other Committees) may change.

It is possible that in the future, the Bylaws will be changed to include other Committees, if it is felt that their role in IVSA is permanent enough. This should not be considered until at least 2 years after a Committee is first established.

Standing Committee on One Health

The Chair of the Standing Committee on One Health shall be elected by the General Assembly.

Any member of IVSA may be nominated for the position of Chair of the Standing Committee on One Health.

Standing Committee on Veterinary Education

The Chair of the Standing Committee on Veterinary Education shall be elected by the General Assembly. Any member of IVSA may be nominated for the position of Chair of the Standing Committee on Veterinary Education.

Standing Committee on Wellness

The Chair of the Standing Committee on Wellness shall be elected by the General Assembly. Any member of IVSA may be nominated for the position of Chair of the Standing Committee on Wellness.

Working Group on Alumni

The Chair of the Working Group on Alumni shall be elected by the General Assembly. Any IVSA member in their last two (2) years of study, or any IVSA Alumni member may be nominated for the position of Chair of the Working Group on Alumni.

Regional Representatives

General

The Regional Representatives Team is an administrative body of IVSA subsidiary to the Member Organization Director and tasked with assisting the Member Organization Director with communication with IVSA members within the assigned region of IVSA.

The term of the Regional Representatives is the same as the term of the ExCo.

Structure

There will be one (1) regional representative for each of IVSA’s six (6) regions. These regions are Asia, Europe, MENA (Middle East & North Africa), Pacific, Sub-Saharan Africa and The Americas.

The Team of Regional Representatives is headed by the Member Organization Director. These Regional Representatives will report to the MOD.

Responsibilities

The Regional Representatives are responsible for communication with IVSA MOs within the assigned IVSA region. Their duty is to ensure involvement of IVSA members in IVSA Global activities and development of local MOs, to promote local activities and events organized by IVSA members and to provide local EOs and Presidents with guidelines on running local and national IVSA MOs.

Regional Representatives may be assigned the task of communication with regional partners of IVSA Global under the supervision of ExCo.

Regional Representatives are responsible for writing a report of their work and presenting it for approval by the General Assembly in Congress.

Nomination and Election

Regional Representatives are elected by the General Assembly at Congress. The election of the

Regional Representatives is always by written ballot.

Regional Representatives can send in nominations online starting thirty (30) days before Congress until 48 hours before the meeting during which the election is to take place.

A student may be a Regional Representative for no more than two (2) terms. This means that no one person may hold a position of Regional Representative for more than 2 years in total.

A list of nominees must be presented to the General Assembly no later than 48 hours before the meeting during which the election is to take place after which no changes to the list are allowed.

Only the member of IVSA MO belonging to the certain region can become a Regional Representative of that region.

If there is one (1) nomination for a certain region, that Regional Representative will be nominated without a vote.

If there is no nomination for a certain region the duties of Regional Representative in that region are taken over by IVSA Secretary. Member Organization Director can open the nominations again after the Congress in order to choose Regional Representative for the certain region. The new Regional Representative will be nominated by an online application form and chosen by IVSA ExCo.

The results of the elections are public and the number of votes for all elected nominees will be presented to the General Assembly.

Any nominee may ask to see their number of votes.

Election of nominees on the Congress shall be by absolute majority.

Only veterinary student members who have not yet graduated from a veterinary institution with a degree that allows them to practice veterinary medicine in their country are eligible for election to the Regional Representatives Team.

If a member has been elected to a position in the ExCo they are not eligible for a position as the Regional Representative.

Expenses

Regional representatives do not have to pay the Central Fund surcharge, as discussed in "Congresses and Symposia - Congress and Symposium Finances"

Termination of membership of the Regional Representatives

Any Regional Representative may at any time resign from their position by giving written notice to the President of IVSA effective immediately.

Should a Regional Representative repeatedly fail to participate in the work or be found to be acting against the principles of IVSA, as determined by a two thirds (2/3) majority vote of the ExCo in an ExCo meeting, or should they resign, they shall be relieved of their duties and a call will be opened for the vacant position. The ExCo will then choose a new regional representative for the vacant region.

IVSA Officials

IVSA Officials is the collective term for the ExCo, Secretariat, Trust, Chairs of Committees and Groups and ​Regional Representatives​. This term will be used when referring to these five (5) categories of elected IVSA positions.

Membership

Members

Member Organizations

Any group of three (3) or more veterinary students from the same university may apply to become a Member Organization of IVSA (local Member Organization).

Veterinary students are considered the students in training to become veterinarians in higher education institutions, recognized by the state where they study (e.g. by the Ministry of Education).

Any national veterinary student organization may apply to become a Member Organization of IVSA (national Member Organization). Any national Member Organization shall have a national governing body, and representatives from all veterinary faculties it represents.


Any Member Organization shall have a national committee consisting of representatives from all veterinary faculties it represents. Any Member Organization shall elect a President and an Exchange Officer and have at least one (1) additional member.

The President of the Member Organization will be the main contact person for the Member Organization Director of IVSA Global and the Regional Representative of the corresponding IVSA Region.

There cannot be any local Member Organization(s) representing the faculties represented by an active national Member Organization.

Member Organizations must have 1. a National Committee Representative (eg. a local President) 2. an Exchange Officer and 3. at least one (1) additional member

One country (as defined in the constitution) shall be represented by no more than one Member Organization.

Member Organizations have three (3) categories: Active Member Organizations, Inactive Member Organizations, and Candidate Member Organizations

1. Active Member Organizations have the right to vote, can nominate and be nominated and are allowed to send delegates to attend a Session of the General Assembly. 2. Inactive Member Organizations don’t have the right to vote, can not nominate or be nominated and are not allowed to attend a Session of the General Assembly. 3. Candidate Member Organizations have the same rights and duties as Active Member Organizations, with the exception of the right to vote.

This means that separate MOs in the same country can be completely independent of each other, except for the bullet points given.


"a single entity" means, in this case, "as one organization"

Individual Supportive Members

Individual Supportive Members have two categories:

  1. Student Individual Supportive Member
  2. Alumni Individual Supportive Member

Any current veterinary student may apply to become a Student Individual Supportive Member and any veterinarian may apply to become an Alumni Individual Supportive Member.

Student Individual Supportive Members are to be approved by the ExCo. The ExCo reserves the right to ask for proof of current enrollment as a student at a veterinary faculty.

Alumni Individual Supportive Members are to be approved by the Chair of the WGA, who reserves the right to ask for proof of a veterinary qualification. A report of the previous months’ incoming or outgoing members should be sent to ExCo by the beginning of the month for review. ExCo reserves the right to remove members if they have not paid the Alumni Individual Supportive Membership fee

Past members of ExCo are automatically accepted into Alumni Individual Supportive Members for the first two (2) years after graduation and during this time are exempt from paying any membership fees.

Individual Supportive Members shall be ex officio, members of the General Assembly without the right to vote. Student Individual Supportive Members may be allowed to vote if they have been certified as a delegate by a Member Organization.


In case the issue ever comes up, this should be interpreted as “a delegate of a single MO”. Delegates may not represent >1 MO.

Robert’s Rules is supportive of this notion – although perhaps not explicitly stated that it is not possible, at no point is there any indication that it is. Delegates are always referred to as though representing a single voting entity.

Honorary Life Members

People who have made significant contributions either to IVSA, domestically or internationally may be nominated by the Executive Committee for Honorary Life Membership. Honorary Life Membership is granted by the General Assembly. Honorary Life Members shall be exempt from membership fees.

Honorary Life Members: Honorary Life Members do not have any outright duties, since the position may be awarded without application. If the person is still active in a field related to the objectives of IVSA, it is hoped that the Honorary Life Member shall work toward advancing the objectives of IVSA and promoting awareness of IVSA within the veterinary field.

Honorary Life Membership is granted by the General Assembly.

But first, potential Honorary Life Members (HLMs) must be nominated by the ExCo. The GA cannot nominate HLMs but could suggest them to the ExCo.

Honorary Life Members shall always be exempt from the membership fee.

Honorary Life Members shall be ex officio members of the General Assembly without the right to vote unless they have been certified as a delegate by a Member Organization.

In case the issue ever comes up, this should be interpreted as “a delegate of a single MO”. Delegates may not represent >1 MO.

Robert’s Rules is supportive of this notion – although perhaps not explicitly stated that it is not possible, at no point is there any indication that it is. Delegates are always referred to as though representing a single voting entity.

Rights

Allocation of vote

Candidate Member Organizations shall not have the right to vote.

Each country shall be allocated two (2) votes which the delegates of each full Member Organization within the country may jointly cast as decided by the separate full Member Organizations from that country.

This means that the delegates must decide together how they will cast the 2 votes (see "GA Manual for the Members - Voting" for details).

Supernational organizations are a single voting entity (see Constitution for details).

The designations and denominations employed and the presentation of the material in this document do not imply the expression of any opinion whatsoever on the part of IVSA concerning the legal status of any country, territory, city or area or of its authorities, or concerning the delimitation of its frontiers and boundaries.

See Constitution for the definition of Country which we use purely for the purposes of defining voting entities within our association.

IVSA does not allow voting by proxy.

Each country must select one (1) delegate in each meeting of the General Assembly whose responsibility it shall be to state the votes of their country.

An abstain vote will count neither in favor nor against and will be subtracted from the total number of votes in order to calculate the result. Abstain votes do contribute towards quorum.

Abstain votes are further explained in "GA Manual for the Members - Voting"

Nominees for a position in the ExCo are not allowed to place votes in the election for the ExCo.

Nominees for a position in the Secretariat are not allowed to place votes in the election for the Secretariat.

Nominees for a position in the Trust are not allowed to place votes in the election for the Trust.

In the case that removing the right of nominees to place votes in an election brings the total number of votes to below quorum, their votes shall automatically be included as abstain votes.

Individual Supportive Members

Individual Supportive Members shall be granted access to a list of countries in which IVSA has either active or inactive Member Organizations.

Student Individual Supportive Members shall have the right to apply for Congresses and Symposia, and may take part in events and exchanges other than Congresses and Symposia.

Alumni Individual Supportive Members shall have the right to apply for Congresses, Symposia and IVSA Alumni events. They may take part in events and exchanges other than Congresses and Symposia only with the agreement of the Member Organization(s) involved.

Individual Supportive Members who are veterinary students and wish to undertake an exchange may apply for one through the Member Organization Director.

Honorary Life Members

Honorary Life Members shall be granted access to a list of countries in which IVSA has either active or inactive Member Organizations.

Duties

Member Organizations

The duties of Member Organizations include but are not limited to

  1. paying their annual Membership fee,
  2. promoting the work of IVSA and specifically IVSA Congresses and Symposia to its members with the intention of sending delegates to the General Assembly,
  3. working towards achieving the objectives of IVSA,
  4. cooperating with the requests of the General Assembly and the ExCO,
  5. annually appointing an Exchange Officer who shall be responsible for maintaining contact between the ExCo and the Member Organization,
  6. notifying the Member Organization Director of exchange activities within the Member Organization related to the work of IVSA.

Individual Supportive Members

Individual Supportive Members shall work toward advancing the objectives of IVSA and promoting awareness of IVSA within the veterinary field.

Student Individual Supportive Members shall pay an annual Membership fee. Alumni Individual Supportive Members shall only pay a Membership Fee once, when they apply for membership. Payment of this fee will grant them lifetime membership.

Application for Membership

Member Organizations

  1. The detailed application forms and procedures shall be decided by the ExCo as directed by the General Assembly and shall be made available online.
  2. The ExCo shall propose applicants to the General Assembly.
  3. The applying Member Organization has the right to present their organization to the General Assembly before a decision on the application is made.
  4. The General Assembly shall decide on the approval of Member Organization applications.
  5. Any Member Organization accepted by the General Assembly held at an IVSA Congress will only pay an amount equal to half of the annual Membership Fee.
  6. Once a Member Organization’s application has been approved and the Member Organization has paid their Membership Fee, they shall be granted the status of Candidate Member Organization. In case the Member Organization does not pay the fee within 4 weeks from the end of the Symposium or the Congress during which the MO has been accepted, the application has to be re-approved at the following GA.
  7. To attain the status of full Member Organization, a member of the candidate Member Organization must have attended at least one complete General Assembly in person. This can be the same General Assembly at which candidate Member Organization status was granted.
  8. In extraordinary circumstances, the General Assembly may waive the aforementioned requirements and grant full Member Organization status to a candidate Member Organization.

Individual Supportive Members

  1. The detailed application form and procedure shall be decided by the ExCo and shall be made available online.
  2. The ExCo shall decide on the approval of Student Individual Supportive Member applications. The Chair of the Working Group on Alumni shall decide on the approval of Alumni Individual Supportive Member applications under the conditions set by the ExCo.

Membership Fees

Member Organization Fees

The formula for the calculation of the Membership Fee of all Member Organizations is:

Membership Fee = (Base * GDP * Size) in Euros

Where:

  • The Base factor is a constant determined annually by the General Assembly. The value of the Base factor will be updated into the Manuals.

(Decisions Made by the GA Manual)

  • The GDP factor stands for nominal per capita gross domestic product and is aimed at equalizing the membership fees between high and low income countries. The statistics used are the latest available nominal per capita GDP figures from the International Monetary Fund (IMF). The basis of the comparison is the highest nominal per capita GDP of the countries with an IVSA member to which all other countries will be compared. The resulting fractions shall be translated into the GDP factor in the following way:
nominal per capita GDP GDP factor
> 60 % 6
> 50 % ≤ 60 % 5
> 40 % ≤ 50 % 4
> 30 % ≤ 40 % 3
> 20 % ≤ 30 % 2
> 10 % ≤ 20 % 1
≤ 10 % 0.5


  • The Size factor stands for member size and is aimed at creating tiers in the membership fees according to the size of the Member Organization. The size of the Member Organization is translated into the Size factor in the following way:

Tiers means "different levels".

Number of members Size factor
< 20 0,5
< 75 1
< 150 2
< 300 3
< 450 4
< 750 5
< 1000 6
< 2000 7
< 3500 8
< 5000 9
< 7000 10
< 9000 11
< 12000 12
< 15000 13
≥ 15000 14

Individual Supportive Membership Fees

The base factor for each Individual Supportive Membership category will be decided annually by the General Assembly. The base factor may differ per category and will be proposed separately for each category. The GDP factor is identical to the GDP factor used for the calculation of the Membership Fee of the Member Organizations.

The formula for the calculation of the Membership Fee of all Individual Supportive members is: Membership fee = (Base factor * GDP factor) in Euro (€).

The Alumni Supportive Membership Fee will be a fixed amount that will be decided annually by the current treasurer and approved by the General Assembly.

(Decisions Made by the GA Manual)

Termination of Membership

The General Assembly reserves the right to terminate or suspend the membership of a Member Organization, Individual Supportive Member or Honorary Life Member with a two thirds (2/3) majority vote if the Member is considered to be acting against the principles of IVSA.

The Member must have an opportunity for oral or written defense as in special rule of order 14.

Resignation

Any member of whatever category may resign their membership by written notice to the ExCo. Such resignation shall be without prejudice to any claim on that member by IVSA.

This means that anyone may resign their membership no matter what

Active member status

A member will be considered active if they have done the following within the membership term:

  • paid their membership fee
  • updated their contact information by sending the current name and email of their Exchange Officer and local President to the ExCo with the latest being the 31st of January.

If these conditions are not met the member shall be considered inactive.

Alumni Individual Supportive Members will be considered active immediately after they have been approved by ExCo and paid their membership fees, and will be considered active for the remainder of their lives.

Inactive member status

If a member is considered to be inactive they will not be allowed to

  • vote
  • nominate or be nominated
  • become delegates of Congresses or Symposia

If a member has been inactive for two (2) full Financial years, their membership will terminate automatically and they will need to reapply should they wish to rejoin IVSA.

Until the membership is terminated, all past membership fees (up to a maximum of two (2) years) are due for the member to be reinstated as an active member.

ExCo Position Manuals – Treasurer: If a MO is declared inactive and cannot send delegates to Symposium, as soon as they fulfill the conditions to be an active member they shall be reinstated, so as long as this happens before the end of the application period for Congress, they can apply for Congress.

Once membership has terminated, all membership dues will be considered lost and reapplication will not require payment of past dues.

Term

The membership term is from 1st of February until the 31st of January.

Congresses and Symposia

Congress

The IVSA Congress shall be held annually between the dates of June 15th and August 15th and shall include in its program a General Assembly.

The Congress shall last for no less than ten (10) nights and eleven (11) days.

There must be a minimum of two (2) places per country for international delegates, in addition to the ExCo, the Secretariat and the two (2) reserved places for the Trust.

The final dates and total number of available delegate places for the Congress must be confirmed no later than 180 days prior to the start of the Congress.

The application period for the Congress must start no later than 120 days prior to the start of the Congress, but not before the start of the Financial year during which the Congress is to be held.

Symposium

The IVSA Symposium shall be held annually between the dates of December 1st and February 1st and shall include in its program a General Assembly.

The Symposium shall last for no less than seven (7) nights and eight (8) days.

There must be a minimum of one (1) place per country for international delegates, in addition to the ExCo, the Secretariat and the two (2) reserved places for the Trust.

The final dates and total number of available delegate places for the Symposium must be confirmed no later than 120 days prior to the start of the Symposium.

The application period of the Symposium must start no later than 90 days prior to the start of the Symposium, but not before the start of the Financial year during which the Symposium is to be held.

Hosting a Congress or Symposium

  1. The hosts of Congresses and Symposia are elected by the General Assembly.
  2. The deadline for applications to host a Congress is the last General Assembly meeting at the Symposium one and a half (1 1/2) years prior to the proposed Congress.
  3. The deadline for applications to host a Symposium is the last General Assembly meeting at the Congress one and a half (1 1/2) years prior to the proposed Symposium.
  4. Before being accepted as a candidate, each Member Organization or partnership of several Member Organizations applying to organize a Congress or Symposium must form an official Organizing Committee, abbreviated as 'the OC' and hereinafter referred to as 'the OC'.
  5. The OC is responsible for the organizing of the Congress or Symposium.
  6. The Member Organization applying for a Congress or Symposium, must appoint no fewer than three (3) people to be members of the OC and submit the names of these people to the General Assembly along with their application.
  7. The applicants must provide the General Assembly with a presentation including a preliminary program and necessary information about VISA and healthcare requirements for attending the Congress or Symposium in the applicant's country. A representative of the OC shall give the presentation to the General Assembly and provide answers for questions which may arise from the General Assembly. If a representative from the OC cannot be present either in person or through telecommunication at the General Assembly, the OC shall name a representative to speak on their behalf to the General Assembly.
  8. If no Member Organization applies to host a Congress or Symposium by the appointed time, the ExCo in office at the time the Congress or Symposium was due to be held will convene a special session of the General Assembly to replace the General Assembly lost due to the Congress or Symposium not being hosted.

Convene means, in this case, "hold / make happen".

Responsibilities of the OC

  1. The OC is responsible for the planning, organizing and financing of the Congress or Symposium.
  2. The OC shall choose a theme related to veterinary medicine for the Congress or Symposium.
  3. The OC has the right to make changes to the Preliminary Program proposed during their application to the General Assembly.
  4. The OC is responsible for accurate scheduling of the application period and must use an electronic method for accepting applications.
  5. The application period must last for no less than 30 days.
  6. When the number of applications is greater than the number of available places, the OC may decline the surplus applications, but must approve the following applicants with priority:
    1. Exchange Officers of Member Organizations
    2. Local Presidents of Member Organizations
  7. Applications from members of the ExCo or Secretariat may not be declined.
  8. Until the end of the application period, two places shall be reserved for Trustees at the Symposium and Congress of IVSA in order for the Trustees to carry out their tasks and present their report.
  9. The President of the OC shall sign and stamp together with the President of IVSA a Certificate of Participation to be handed out to every participant of the Congress or Symposium.
  10. An official report on the Congress or Symposium, including the final itinerary and a final financial report with accurate figures on income and spending must be sent by the OC to the ExCo no later than 60 days after the end of the event. This report will be presented in the next General Assembly session and must be approved by the General Assembly. In the event that it is not approved by the General Assembly, the OC shall make the necessary changes to the report so that it can be approved. Upon approval, the report shall be archived according to the Manuals.
  11. In case of unforeseen and unsurmountable problems, the OC may cancel the Congress or Symposium at the latest by 90 days prior to the start of the Congress or Symposium.
  12. In case of a cancellation, the ExCo in office at the time the Congress or Symposium was due to be held will convene a special session of the General Assembly to replace the General Assembly lost due to the Congress or Symposium being cancelled.

"unforeseen and unsurmountable problems" means "problems that were not expected and cannot be solved".

Convene means, in this case, "hold / make happen".

Congress and Symposium Finances

  1. The maximum Congress fee shall be decided annually by the General Assembly at Congress and updated into the Manuals.
  2. The maximum Symposium fee shall be decided annually by the General Assembly at Symposium and updated into the Manuals.
  3. The Congress and Symposium fee should cover as a minimum: accommodation and food during the whole Congress or Symposium as well as access to the venues of the General Assembly meetings.
  4. Each full-paying​ delegate, except those explicitly excluded from paying the surcharge (this includes ExCo, Secretariat, Trust, reduced fee spots, and delegates from the United Nations least developed countries list) will pay an additional surcharge on the Congress or Symposium fee to the IVSA Central Fund. The percentage of the additional surcharge is set at 8% of the Congress and Symposium fee ​and this amount will be added to the base fee.
  5. The OC shall specify no less than 30 days prior to the Congress or Symposium what other activities the Congress or Symposium fee includes.
  6. The OC can choose to ask for a smaller participation fee and exclusion of accommodation and travel expenses from this fee for participants from their own local IVSA members.
  7. The finances of a Congress or Symposium may not be handled through the bank account of a private person.
  8. The Congress or Symposium fee must be payable electronically.
  9. In case of unforeseen and unsurmountable problems, the OC may appeal to the General Assembly no later than 120 days prior to the start of the Congress or Symposium to increase the Congress or Symposium fee.
  10. The Congress or Symposium fee may not be changed once the application period has started.
  11. For every Congress there will be a total of three (3) places reserved for delegates from any Member Organizations in the GDP ≤ 10 % bracket according to the Membership fee calculations in the Bylaws.
  12. For every Symposium there will be a total of two (2) places reserved for delegates from any Member Organizations in the GDP ≤ 10 % bracket according to the Membership fee calculations in the Bylaws.
  13. The fee for these reserved places shall be 50 % of the regular Congress or Symposium fee, and shall not include the Central Fund surcharge.
  14. The delegates receiving these reserved places shall be selected by application to the OC. If there are more applications than reserved places, the OC may select the applicants most suited for the lowered fee.

"unforeseen and unsurmountable problems" means "problems that were not expected and cannot be solved".

Bracket means, in this case, "group".

"these reserved places" in point 14 means "the places mentioned in points 10 and 11".

Communication before a Congress or Symposium

  1. All communication between the OC and ExCo regarding a Congress or Symposium shall be conducted via email or other electronic written communication method.
  2. The OC is required to publish the contact information, including email addresses, of at least three (3) members of the OC.
  3. The OC is required to answer inquiries by the ExCo and give all necessary information about the work of the OC to the Member Organization Director.

Official parts of a Congress or Symposium

"Official parts" means, in this case "parts that the OC must include"

  1. ExCo meeting: The OC must provide free accommodation for members of the ExCo and the Secretariat for one (1) additional day and night prior to the Congress or Symposium.
  2. General Assembly meetings: The ExCo will inform the OC at least 60 days prior to the start of the Congress or Symposium of the number and duration of General Assembly meetings which must be included in the program.
  3. Development Fund auction: The Development Aid Director is responsible for arranging the DF auction with the help of the OC. The Development Aid Director will inform the OC at least 60 days prior to the Congress or Symposium about the requirements for the DF auction.
  4. EO meeting: The Member Organization Director is responsible for arranging an EO meeting with the help of the OC. The Member Organization Director will inform the OC at least 60 days prior to the Congress or Symposium about the requirements for the EO meeting.
  5. Cultural evening in which participating countries can exhibit food, drinks and cultural objects or habits of their home country.
  6. Professional lectures and workshops to educate the attending delegates about topics related to veterinary medicine.

Exchanges and other events

International events, other than the annual IVSA Congress and IVSA Symposium, organized under the name of IVSA may be held by active Member Organizations of IVSA if approved by or conducted under the supervision of the ExCo. Group Exchanges under the name of IVSA may only be organised between IVSA Member Organizations. The ExCo must be notified of Group Exchanges once they are confirmed. IVSA Individual Exchanges may only be undertaken for by current members of active IVSA Member Organizations, Individual Supportive Members, Honorary Life Members or Alumni Individual Supportive Members.

In the case of exchanges, if the MOD is informed about the exchange, then this counts as being conducted under the supervision of ExCo.

Events organized under the name of IVSA must be approved by the ExCo.

Finances

Official currency

The official currency of IVSA is the Euro. For the financials of IVSA, 1 Euro will be equal to a US dollar value decided annually at Congress by the GA. Any currency discrepancies will be accounted for in the budget.

Regulations for the Annual Budget

The Annual Budget includes all income and expenses related to the management of IVSA and the expenses of the IVSA Officials and any other IVSA members.

The Treasurer together with the President-Elect shall draft the Annual Budget for the upcoming Financial year to be presented to the General Assembly during Congress.

The Annual Budget must be adopted by the General Assembly. In case the proposed Annual Budget is not adopted, the General Assembly shall make the necessary amendments for the Annual Budget to be adopted.

Travel expenses exceeding the Annual Budget will not be refunded. Expenses, which are not related to travel, may exceed the budget, but not by more than 25 %.

Regulations for the Financial Report

The Financial Report shall be audited by the Auditors with the assistance of the Post-Treasurer.

The Constitution specifies that there be two (2) Auditors.

Auditors independently examine the financial report, to check everything is correct.

The GA is responsible for electing the Auditors for the Financial Report. When electing them, it is important to keep in mind that they should not have conflicts of interest towards the Post-Treasurer responsible for the Financial Report or the ExCo responsible for the financial affairs being audited.

Conflict of interest could happen for example if an auditor is a close friend of the Treasurer, spouse, from the same faculty (in the context of IVSA the bias would be to benefit a specific faculty or country) and so on. More about the issue of conflict of interest can be found for example from Wikipedia: http://en.wikipedia.org/wiki/Conflict_of_interest.

Any member of IVSA in good standing may serve as an Auditor unless the General Assembly considers there to be a conflict of interest.

"In good standing" can be interpreted as “any IVSA member who is currently active in their MO and has sufficient IVSA experience that they have a good understanding of how the association works”.

Members of the outgoing ExCo and outgoing Secretariat are not eligible to serve as Auditors.

The Auditors shall be appointed by the General Assembly at Congress.

The term of the Auditors shall be the same as that of the Post-Treasurer.

The Auditors shall report directly to the General Assembly at Symposium.

The Post-Treasurer is responsible for producing electronic copies of the financial records of IVSA as well as the adopted Annual Budget for the Financial year to the Auditors. The Secretary General is responsible for producing electronic copies of the current IVSA Constitution and Bylaws to the Auditors.

Funds

Central Fund

Aims

The aim of the Central Fund is to enable the functioning of IVSA.

Finances

  • The Central Fund shall be financed by Membership fees, and in addition may be financed by subsidies, donations, legacies and other contributions.
  • The accounts of the Central Fund shall be managed by the Treasurer. The account details shall be made available for membership fees to be paid and donations to be made into the Central Fund.
  • The Financial Report shall include the accounts of the Central Fund.

Management

The ExCo shall have sole responsibility for the management of the Central Fund.

Development Fund

Aims

The aim of the Development Fund is to enable veterinary education in disadvantaged countries. Receipt of a Development Fund grant automatically entitles the recipient to free membership of IVSA for the current Financial year.

Finances

  • The Development Fund may be financed by subsidies, donations, legacies and other contributions.

Subsidy means, in this case, "money granted by another organization (including companies and industry bodies) to support IVSA".

Legacy means, in this case, "money left to IVSA in a will".

  • The Development Fund shall be separate from the Central Fund of IVSA.
  • The accounts of the Development Fund shall be managed by the Treasurer. The account details shall be made available for donations to be made into the Development Fund.
  • The Financial Report shall include the accounts of the Development Fund.

Management

The ExCo shall have sole responsibility for the management of the Development Fund.

Scholarship Fund

Aims

The aim of the Scholarship Fund is to financially assist disadvantaged veterinary students in their attempts to see practice outside their native country or to attend an IVSA Congress or Symposium.

Finances

  • The Scholarship Fund may be financed by subsidies, donations, legacies and other contributions.

Subsidy means, in this case, "money granted by another organization (including companies and industry bodies) to support IVSA".

Legacy means, in this case, "money left to IVSA in a will".

  • The Scholarship Fund shall be part of the Central Fund of IVSA.
  • The accounts of the Scholarship Fund shall be managed by the Treasurer. The account details shall be made available for donations to be made into the Scholarship Fund.
  • The Financial Report shall include the accounts of the Scholarship Fund.

Management

  • The ExCo will appoint a member of the Secretariat to manage the Scholarship Fund.
  • The application procedure for the Scholarship Fund shall be made available online.
  • The appointed Secretary shall collect and present all received applications to the ExCo.
  • The ExCo shall decide the student or students awarded with funds from the Scholarship Fund.

Reserve Fund

To ensure the continuity of the organization, IVSA shall possess a Reserve Fund consisting of no less than 10 % of the Annual Budget.

This is currently set at minimum of 10% of the annual budget, but the intention is that over the next few years, this should gradually be increased to a more substantial reserve fund, with an end goal, as stated in the Strategic Plans, being that the fund should consist of 300% of the annual operating costs of IVSA.

Finances

  • The Reserve Fund shall be financed from the Central Fund.
  • The Reserve Fund shall be separate from the Central Fund of IVSA.
  • The accounts of the Reserve Fund shall be managed by the Treasurer.
  • The Financial Report shall include a statement about the Reserve Fund.

The capital of the Reserve Fund may only be released with the approval of the General Assembly.

The Reserve Fund may be invested in low risk investments.

Alumni Fund

Aims

The Aim of the Alumni fund is to enable the functioning of IVSA Alumni

Finances

The Alumni fund shall be financed by IVSA Alumni Membership fees, and in addition may be financed by donations and other contributions. The accounts of the Alumni Fund shall be managed by the Treasurer. The account details shall be made available to the platform to allow membership fees to be paid online into the Alumni Fund. The Financial Report shall include the accounts of the Alumni Fund

Management

The Exco and the Chair of the Working group on Alumni.


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