Bylaws 2009

8/7/2019 Bylaws 2009

1/25

International Federation of Medical Students` Associations - Palestine

International Federation of Medical Students Associations - Palestine

CONSTITUTION AND BYLAWSThe first Constitutions and bylaws done by establishers of IFMSA-PS, supervisors and officials,

Jerusalem, Palestine 2005www.ifmsa.org.ps

ContentsThe IFMSA Constitution1. Name / Seat2. Nature3. Principles4. Objectives5. Members6. Executive Board

7. Supervising Council8. Standing Committees, Divisions,Projects and Working Groups9. Officials10. IFMSA-PS Alumni11. Finances12. Amendments to the Constitution13. Bylaws14. Dissolution

The IFMSA Bylaws1. Name of the organization

2. Language3. Mission statement4. Logo5. Members and Membership6. Meetings7. Executive Board8. SUPERVISING COUNCIL9. Standing Committees10. Support Divisions11. Projects12. Reporting13. Elections & voting

14. General Secretariat15. Officials16. Amendments to the constitution & Bylaws17. Official relationships18. Supportive Partnerships19. Finance20. Financial Management21. IFMSA-PS Alumni22. Attending IFMSA GAs, IFMSA activities &

any representation of IFMSA-PS in any occasion23. Local Committees24. Reference of not written bylaws

IFMSA-PS Constitution and Bylaws, Page 1 of 25

8/7/2019 Bylaws 2009

2/25


International Federation of Medical Students Associations - Palestine

CONSTITUTION AND BYLAWSThe first Constitutions and bylaws done by establishers of IFMSA-PS, supervisors and officials,

Jerusalem, Palestine 2005

The IFMSA-PS Constitution

1. Name / Seat1.1. The official name of the organization is

IFMSA - Palestine, (IFMSA stands for:International Federation of MedicalStudents` Associations).

1.2. The official abbreviation shall be IFMSA

PS

2. Nature2.1. The organization is an independent

association of medical students inPalestine including West Bank and Gaza.

3. Principles3.1. The federation pursues its aims without

political, religious, social, racial, national,sexual or any other discrimination

3.2. The federation promotes humanitarianideals among medical students and soseeks to contribute to the creation ofresponsible future physicians

4. Objectives4.1. The goal of the federation is to serve

society and medical students in generaland in Palestine in particular:

a. Empowering medical students in usingtheir knowledge and capacities for thebenefit of society.

b. Providing a forum for medical students inPalestine with other medical studentsthroughout the world to discuss topicsrelated to individual and communityhealth, education and science and toformulate policies from such discussions.

c. Promoting and facilitating professionaland scientific exchanges as well asprojects and extracurricular trainings formedical students, thereby sensitizingthem to other cultures and societies andtheir health problems.

IFMSA-PS Constitution and Bylaws,

d. Providing a link between medicalstudents, associations, national andinternational organizations, and toencourage the co-operation betweenthem for the ultimate benefit of society.

e. To take part in all IFMSA activities andto represent Palestine in IFMSA activities

and meetings.

5. Members5.1. The Organization is composed of

members, hereinafter also referred to as:full members, associate members andAlumni Members.

5.2. All medical students inside Palestine areconsidered as Associate members andthe student himself decides how muchactive he wants to be in IFMSA.

5.3. All the members have the right to take partin all IFMSA-PS activities, projects andexchanges.

5.4. IFMSA-PS full members are the only oneswho have the right to vote in officials`elections and in Executive board electionsor to candidate for them and as describedin the bylaws.

5.5 Full members are members who havesigned in one of the committees and havebeen active in IFMSA or IFMSA-PS, orhave been in Executive Board or asIFMSA-PS Official.

5.6 Alumni members are the full members

who have been accepted by officials andAlumni because of there great workhistory in IFMSA-PS.

6. Executive Board6.1. The organization shall be managed by the

Executive Board. The Executive Board ofthe association is composed of at leastthree persons. The full members electthem and appoint one of the ExecutiveBoard members as President, one of the

Page 2 of 25

8/7/2019 Bylaws 2009

3/25


Executive Board members as SecretaryGeneral and one of the Executive Boardmembers as Treasurer.

6.2. The Executive Board is elected for a oneyear period.

6.3. The Executive Board is entitled to officiallyrepresent the organization.

6.4. The Executive Board can delegate tasks toother persons, but it will remain

responsible for these tasks at all times.6.5. An Executive Board member will cease to

hold office:a. At the end of his term;b. By a written resignation;c. By his death;d. By removal from office by court in

cases provided for in law.e. By removal from office by supervisingcouncil and Alumni members.

6.6 Executive Board elected for a year startstheir work on the 1st of November of thatyear and finishes the work on the thirtyfirst of October of the next year.

7. Supervising Council7.1. The Supervising Council supervises and

advises the Executive Board and otherIFMSA-PS Officials, and has the right to

dissolute the organization and to ceaseExecutive Board member as in bylaws.

7.2. The Supervising Council is composed of atleast 3 persons. The supervisors shouldinclude a doctor representing the medicalPalestinian college council in Al-QudsUniversity, and one representing FQMS(Foundation of Al-Quds Medical School)and a member of Alumni who is electedby Alumni members and he is not anofficial or executive board member in theIFMSA-PS at that moment.

7.3. Supervising Council could include post

graduate students from Alumni memberswho had experience in IFMSA andworked as IFMSA-PS official or ExecutiveBoard member at least for one year, butthey shouldn`t be from the executiveboard or a standing committee national

officer of IFMSA Palestine at that time.7.4. The Supervising Council has the power to

overrule decisions of the Executive Boardfor important reasons as described in theBylaws of the association.


7.5. The Supervising Council has the power tosuspend any Executive Board member orand any IFMSA Official.

8. Standing Committees, Divisions,Projects and Working Groups

8.1. A Standing Committee works to benefit aspecific field of interest. The activities of aStanding Committee shall be continuous.

8.2. A Standing Committee consists of astanding Committee Director and themedical students working in the fields ofinterest within IFMSA-PS in thecommittees that our NMO is member ofthem.

8.3. Officials council determines whether to be

a member or withdraw our membership ofa Standing Committee and then provedby Executive Board. Then announcedaccording to IFMSA bylaws.

8. 4. IFMSA-PS Standing Committees are:a. The Standing Committee on MedicalEducation (SCOME)b. The Standing Committee onProfessional Exchange (SCOPE)c. The Standing Committee on PublicHealth (SCOPH)d. The Standing Committee on ResearchExchange (SCORE)

e. The Standing Committee on Refugeesand Peace (SCORP)

8.5 As we are part of IFMSA and aim toachieve its goals; IFMSA-PS standingcommittees are similar to those in IFMSA.Standing committee on ReproductiveHealth & AIDS (SCORA) is currentlyunder SCOPH and this is valid unlessSCORA is established nationally.

8.6. In order to regulate the practical internalmanagement of a standing committee, aStanding Committee can have internalStanding Orders. The Standing Orders

have to comply with the Constitution andBylaws of IFMSA and IFMSA Palestine.And as IFMSA bylaws the standingcommittees are represented for IFMSA bythe National Representatives of theIFMSA-PS participating in the respectiveStanding Committee.

8.7. Changes in Standing Committees at theinternational level are appliedautomatically on the national standingcommittees, except if the nationalexecutive board or officials sent differentrecommendation, the bylaw changes

Page 3 of 25

8/7/2019 Bylaws 2009

4/25


regarding this will be submitted by theAlumni, or by the Executive Board withapproval from the Alumni, this doesn't

need to go into votes or to wait up to theNational Assembly.

9. Officials9.1 An IFMSA-PS official is a person elected by

the IFMSA-PS full members, or appointedby the Executive Board, or a personhaving an official position in IFMSA.

9.2. All IFMSA-PS Officials have to workaccording to the IFMSA and IFMSA-PSConstitution and Bylaws of the twoorganizations.

And have to promote the principles andobjectives of the organization.

9.3. All IFMSA-PS Officials have to present anactivity report to the IFMSA-PS membersin the meeting for elections (NationalAssembly) for the coming year.

9.4 IFMSA-PS official has to send the reportrequested from IFMSA committeesdirectors on time, in case of any delay ormalpractice from the officer; IFMSA-PSSupervising council and Alumni councilhave the right to remove the officer and toappoint another person to do his job up to

the time of elections.9.4 Officials elected for a year starts their work

on the 1st of November of that year andfinishes the work on the thirty first ofOctober of the next year.

10. IFMSA-PS Alumni10.1. IFMSA-Palestine Alumni is the reference

and the highest decision maker in thefollowing cases:

1. If IFMSA Palestine existence isthreatened.

2. If the IFMSA Palestine Executive Board isnot working properly or contravene thebylaws of IFMSA or IFMSA Palestine.

3. If there is any risk that IFMSA Palestinemay loose their membership in IFMSA.

4. If there is any internal conflict in IFMSAPalestine.

5. If the supervising council is not workingaccording to the bylaws.

6. If IFMSA Palestine is not working for thegoals it was established for.

10.2 The Alumni supervises and advises theExecutive Board and other IFMSA-PS


Officials, and has the right to dissolute theorganization and to cease ExecutiveBoard member as in bylaws.

10.3. The Alumni is composed of Al-QudsMedical school students including WestBank and Gaza who had been working inIFMSA as officials, or in IFMSA Palestineas Executive board or national officials.The Alumni members should not be anexecutive board member at that time.In each year Alumni should have arepresentative from FQMS (Foundation ofAl-Quds Medical School) in its body.

10.4 The Alumni members should elect theAlumni council every three years, Alumnicouncil is consisted of four persons; an

Alumni Director, Supervising councilmember, Training Support Director,Projects Support Director.

10.5 The Alumni Director will facilitate the workwithin IFMSA Palestine Alumni membersand will be the representative of Alumni inIFMSA Palestine.

10.6 Alumni supervising council member will bepart of the supervising council as listed inthe bylaws.

10.7. Any member wants to be in IFMSAPalestine Alumni has to apply for that byofficial application. The member will beaccepted after the Alumni council accepthis application and he should not be amember in the IFMSA-PS Executiveboard at that time.

10.8. The Alumni has the power to overruledecisions of the Executive Board forimportant reasons as described in theBylaws of the association.

10.9. The Alumni with the Supervising Councilhas the power to suspend any ExecutiveBoard member or and any IFMSAPalestine Official.

11. Finances11.1. The income of the Federation is

composed of contributions of members,subsidies, gifts, legacies and othercontributions.

11.2. The contribution shall be fixed byExecutive Board, officials of IFMSA-PSand National Assembly yearly.

11.3 The financial year of the Federation runsfrom the first of November up to andincluding the thirty first day of October ofthe next year.

Page 4 of 25

8/7/2019 Bylaws 2009

5/25


11.4. Annually, the Executive Board shallreport at the yearly meeting thedevelopments and the pursued policy in

the association. It submits the accountsand the statements of assets andliabilities for approval to the members'annual meeting (National Assembly).

11.5 These documents shall be signed by allmembers of the Executive Board; if thesignature of one or more of them islacking, this shall be disclosed, stating thereasons thereof.Approval by the Officials, SupervisingCouncil and Alumni of the documents asreferred to in this paragraph, dischargesthe Executive Board for its management,

unless the Alumni members make areservation.

11.6. The Executive Board are responsible forall financial actions of the association.

12. Amendments to the Constitution12.1. Amendments to the Constitution have to

be decided upon by National Assemblywith two thirds majority at a meeting inwhich at least one third of the fullmembers are present or represented andto be agreed by supervising council andAlumni members.

13. Bylaws13.1. To regulate matters not described in this

Constitution the federation has Bylaws.The Bylaws have to comply with thisConstitution. Amendments and changesto the Bylaws have to be decided upon bythe full members.

14. Dissolution14.1. The dissolution of IFMSA-PS shall be

decided by the full members by threequarter majority and to be agreed bysupervising council and Alumni members.

14.2. A proposal for dissolution shall besending out to all members at least sixmonths before the beginning of theGeneral Assembly meeting of IFMSA.The proposal shall be sent out byregistered mail and official paper.

14.3. Any funds remaining at dissolution will bespent according to the objectives of theassociation to an institution of generalbenefit.

IFMSA-PS Constitution and Bylaws, Page 5 of 25

8/7/2019 Bylaws 2009

6/25


The IFMSA-PS Bylaws

1. Name of the organization1.1. The official name of the organization is

IFMSA - Palestine, (IFMSA stands for:International Federation of MedicalStudents` Associations).

1.2. The official abbreviation shall be IFMSAPS

2. Language2.1. The official language of IFMSA-PS is

English internationally and Arabic andEnglish nationally.

3. Mission Statement3.1 Our mission is the same of IFMSA which is

to offer future physicians acomprehensive introduction to globalhealth issues. Through our programmingand opportunities, we develop culturallysensitive students of medicine, intent oninfluencing the transnational inequalities.And we add to IFMSA mission ours whichis" to empower future physicians with asense of social responsibility locally andglobally. And to encourage the spirit ofinternational cooperation with other

medical students worldwide and toincrease health awareness amongPalestinian medical students througheducation, exchange, in addition to enrichour medical curriculum and society healthawareness"

4. Logo4.1. The official logo will be the same as

IFMSA logo but with IFMSA-PS instead ofIFMSA word.

5. Members & Membership

5.1. The Organization is composed ofmembers, hereinafter also referred to as:full members, associate members, AlumniMembers.

5.2. All medical students inside Palestine areconsidered as Associate members andthe student himself decides how muchactive he wants to be in IFMSA-PS.

5.3. All the members have the right to take partin all IFMSA-PS activities, projects andexchanges.

5.4. IFMSA-PS full members are the only oneswho have the right to vote in officials`


elections and in Executive board electionsor to candidate for any of them, inaddition to vote in National Assembly.

5.5 Full members are members who haveapplied for the membership officially andare signed and active in one of thecommittees in IFMSA-PS, or have been inExecutive Board or IFMSA-PS Officials,or have official rule in IFMSAinternational.

5.6 Alumni members are members who havebeen accepted by alumni as described inthe bylaws.

5.7. Regulations to obtain full and maintainmembership of IFMSA-PS;

a. member has to be signed in one of the

committees and has been an activemember in IFMSA-PS.b. Associate member becomes a full

member after he applies to, and theexecutive board accepts his application.

c. the member should determine whichcommittee he wants to join in the comingyear, and he can change from acommittee to another during the year.

d. the member should fill the applicationform of IFMSA-PS membership and thedate of joining IFMSA-PS must be put in,and stamped by the executive board.

e. Executive Board has the right to take thefull membership from any student if hedidn't work within the bylaws of IFMSAand IFMSA-PS.

f . member can change his committee toanother one but he has to inform the vicepresident on internal affairs.

5.8. Regulations for IFMSA-PS MembershipFees:

a. Associate members dont pay any feesfor IFMSA-PS.

b. IFMSA-PS full member pays fee from$0-20, which is determined by IFMSA-PSyearly.

c. Only the National Assembly who decidesthe fees of IFMSA-PS for the comingyear, and all the members includingofficials shall pay the fees.

d. each member has to renew his fullmembership after completing the year,and he has to pay the fees determined forthat year, then sends a letter or e-mail tothe Vice president internal telling him that.

5.9. All official members are considered as fullmembers and have to pay the fees.

Page 6 of 25

8/7/2019 Bylaws 2009

7/25


5.10. Full Membership with voting right is thefull member who has been active inIFMSA-PS and completed a year in

IFMSA-PS or more, at the time of oneweek before the National Assembly.

5.11 The full member should fill an applicationto get his voting right, the paper shouldinclude the date he joined IFMSAcommittees and the name of projects andactivities he had taken part in during theyear, signed and stamped by the vicepresident on internal affairs and thecommittee National Officer of thecorresponding committee. The fullmember will loose his voting right if hedidn't take part in the activities and

projects of his committee in IFMSA orIFMSA Palestine in that year.

5.12 The date of the full membership startsfrom the date in the application form ofthe member and stamped by IFMSA-PS.

5.13 IFMSA-PS Vice President Internal shouldsend the Executive Board a reportillustrating the people who have the rightto vote in IFMSA-PS National Assemblytwo weeks before the assembly.

5.14 The full member has to have paid all thedebts he has to IFMSA-PS andregistration annual fees if there is before

getting his voting right.5.15.The Executive Board reviews theapplications of the members andannounce the members with voting rightsa week before elections.

5.16 IFMSA-PS has Honorary list for persons,The status shall be granted to personswho have greatly contributed to theachievements and aims of IFMSA-PS.Being in the honorary list doesn`t meanthat the person is a member in IFMSAPS. Only persons can become inHonorary List Members, The Officials withvoting rights and executive board canelect Honorary Life Members list duringthe Annual meeting. The status shall begranted to persons who have greatlycontributed to the achievements and aimsof IFMSA-PS.

5.17 Students in Health related colleges cancontribute in IFMSA-PS activities and cantake part in our national and internationalactivities only if approved by Alumni, nofunding from IFMSA-PS should beprovided for non-medical students.


6. Meetings6.1 Meetings of the IFMSA-PS are the

sessions of meetings done to discuss

IFMSA-PS topics and work. This is heldonce every two months at least in thefaculty of Medicine in Al-Quds University.

6.2 Quorum. One third of officials and 4 of fivefrom the executive board members orpersons represent the member ofExecutive board officially.

6.3 Language. The official working languageduring the Meetings is Arabic & English.

6.4 Adjournment. The Chairperson can decideupon adjournment of the meeting. If thechair fails to adjourn the meeting, anyofficial can suggest the adjournment of

the meeting.6.5 Executive Board member is the one who is

listed in 7 of constitutions and bylaws.While an Official is the standingcommittees national officers in the NMOand they all have the rights of voting inaddition to other positions which areappointed by executive board; and thesepersons don't have the right to voteexcept if it had been decided by theNational Assembly to give them votingrights.

6.6 Chairperson should be from the Executive

Board and if the president is attending heis the one who is responsible to do it or toappoint one instead of him.

6.7 After each meeting there should be areport, all reports shall be written. A copyon paper and (if possible) in digital formatmust be handed in to the ExecutiveBoard.

6.8 All reports shall includea. the title of the reportb. the author of the reportc. the date of the reportd. the meeting for which the report was

writtene. a summary of the reportf . the report itself

6.9 Meetings of the IFMSA-PS are thesessions of the Monthly meetings,meetings of Executive Board Nationalmeetings and General AssemblyMeetings.

6.10 Quorum. One third of all officials with votingrights shall form a quorum.

6.11 Breaks. There will be breaks upon requestof the Chair or an official with votingrights. Such a request must be followed

Page 7 of 25

8/7/2019 Bylaws 2009

8/25


by the agreement of the majority ofparticipants.

6.12 The General Secretary of IFMSA

Palestine shall name all the officials andwrite who is absent. The absent officialwill not have a vote in the meetingsexcept if the Executive board gave himthe right to vote late in specific topics.

6.13 Participants in Officials meeting are:a. IFMSA-PS Executive Board Membersb. IFMSA Officials with voting rightsc.IFMSA-PS Officials without voting rightse. Project Coordinatorsf . IFMSA-PS committees assistantsg. IFMSA & IFMSA-PS Alumni members

6.14. Observers in IFMSA-PS Meetings are:

a. Any medical student in Palestineb. Invited guestsc. anyone form supervising councild. anyone form IFMSA Palestine AlumniThe participation of persons of must beapproved by the Executive Board ofIFMSA-PS.

6.15 Speaking rights. All participants andobservers have speaking rights during theMeetings and National Assembly.

6.16 Proposing rights. Only full membershipparticipants have proposing rights duringIFMSA-PS Meetings.

The Chairperson is responsible for theconduct of the meeting and forinterpreting and giving his ruling on allmatters of procedure, order, competencyand relevancy, as stated in theConstitution and the Bylaws.

6.17 The Chairperson in the meetings is thePresident of IFMSA Palestine; if thepresident is absent Vice PresidentInternal will take his position or anyExecutive Board member the presidentpoint to chair the meeting.

6.18 Executive Board meetings are having thesame way of work but attended only byExecutive board members.

6.19 During Officials meeting only ExecutiveBoard Members, Directors of thecommittees have voting rights.Support divisions' directors dont havevoting rights except in case they weregiven the right of voting by NationalAssembly.

6.20 During National Assembly (in whichofficials and executive board membersare elected), full members who will electthem have to:


a. Have been a member for more than ayear in IFMSA-PS.

b. Have signed and applied for the

National Assembly meeting.c. Not been suspended from IFMSA-PS

for any reason.d. Had taken part in IFMSA or IFMSA

Palestine activities and projects in thatyear.

6.21 At the start of elections, the chair must doa roll call. All members with voting rightswill be called to see if they are present.Official voting cards will be handed out tothe members that are present. The resultsof the roll call will be recorded andincorporated in the minutes.

6.22 Any full member participant mentioned onthe credential form can speak or askquestions for the candidature persons.

6.23 In Elections simple majority is needed toelect persons.

6.24 Any motions or changes to the bylawsfollow the same theme used in IFMSABylaws with the same strategy.

6.25 In the National Assembly, ExecutiveBoard is elected first, then Nationalofficers are elected after, and thenPublication and IT Support Division.

6.26 Alumni elect the alumni council eachthree years and they do that after thenational assembly immediately or at thelatest two weeks after the meeting.

7 Executive Board7.1 The Executive Board is the body

responsible for the work of IFMSA-PS inthe year they are elected for.

7.2 The Executive Board will be composed of5 members as follows:a. Presidentb. Secretary General

c. Treasurerd. Vice-President for Internal Affairse. Vice-President for External Affairs

7.3 The term of office of all Executive Boardmembers is one year. Before the termbegins, there is a preparatory period fromimmediately after the National AssemblyMeeting where they were elected until thethirty first of October of that year. In thispreparatory period, the respectiveExecutive Board member shallspecifically train them.

Page 8 of 25

8/7/2019 Bylaws 2009

9/25


7.4 The incoming Executive Board membersshall also be trained by persons withextensive experience in strategic/

operational planning as well as time andproject management. This training will beorganized by the IFMSA-PS Trainingsupport Director. Each incomingExecutive Board member shall presentstrategic/ operational plans in the firstmonth after being elected. The officeperiod runs from the first of Novemberuntil the thirty first of October of the nextyear. After the end of this term there is anadvisory period from the first of Novemberuntil first of January of the next year inwhich Previous executive board member

at least should attend the meetings of thenew term officials and coordinate andsupervise them.

7.5. IFMSA Palestine president is not allowedto hold any other official post in IFMSAPS Committees.

7.6. No individual is allowed to be a member ofthe Executive Board for more than threeelection periods.

7.7 All Executive Board members haverepresentation authority in the name ofIFMSA-PS in the specific field of theirtask.

7.8 President of the Executive Board mustattend all General Assembly Meetings orto send one of the Executive Boardmembers to attend it on behalf of him,and he will be the representative of thedelegation.

7.9 President tasks:a. Chair the Executive Board.b. Call for meetings of the Executive Board.c. Represent IFMSA-PS to external

relations and maintaining contacts.d. Follow up and support the activities of

local Officers and committee officials.e. Develop short- and long-term strategies

for the work and structure of IFMSA-PS,especially in relation to externalorganizations.

f. Report on the status of the IFMSA-PS toIFMSA in cooperation with GeneralSecretary of IFMSA-PS and Internal Vicepresident.

g. Monitor the work of the IFMSA-Palestineelectronically groups andannouncements.

h. Raise funds for IFMSA.7.10 Secretary General tasks:


a. Be responsible of the administration,correspondence and archives of IFMSAPS.

b. Produce the minutes of the ExecutiveBoard, officials meetings, and nationalannual meeting and send them in duetime to the Supervising Council andIFMSA through the president.

c.Be responsible for the functioning of theGeneral Secretariat.

d. Maintain the registration of IFMSA-PS inIFMSA.

e. Update the Constitution and Bylaws withthe changes decided upon the NationalAssembly.

f . Prepare and send out invitations,

provisional agenda, and other relevantinformation concerning NationalAssembly Meetings.

g. Assist the Vice President for InternalAffairs in maintaining the contact betweenthe members and the Executive Board.

h. Be responsible for updating the OfficialsManual and the full members Manual.

I. Inform members that they have lostmembership status or having beenexcluded from IFMSA-PS immediatelyafter the National Assembly Meeting.

j. Raise funds for IFMSA-PS.k. Maintain an updated database of IFMSA

PS Alumni and IFMSA-PS members.7.11 Treasurer tasks:

a. Be responsible for the financialadministration and bookkeeping ofIFMSA-PS.

b. Collect membership fees (if there arefees).

c. Be responsible for the official bankaccounts of the IFMSA-PS.

d. Present an adequate report, as decidedby the Executive Board, on the financialsituation of IFMSA-PS at every executiveboard meeting.

e. Propose the budget of the next financialyear to the Financial Committee.

f . Present an annual financial report,preferably reviewed by a professionalauditing company to the FinancialCommittee.

g. Audit the financial report of OrganizingCommittees of a National Meeting.

i. Review the budgets of all IFMSA-PSprojects and events.

Page 9 of 25

8/7/2019 Bylaws 2009

10/25


j. Deliver receipts received during his termto General Secretariat at the end of histerm

k. Raise funds for IFMSA-PS.7.12 Vice-President for Internal Affairs tasks:

a. Be responsible for the development ofthe organization.

b. Be responsible for maintaining contactbetween the members and the ExecutiveBoard.

c. Emphasize sufficient support to fullmembers to ensure their survival inIFMSA-PS.

d. Develop an annual evaluation procedureand subsequent needs assessment forfull members.

e. Compile the results from a full memberssatisfaction survey and an IFMSA-PSOfficials satisfaction survey twice annuallyfor full members and supervising council.

f. Contact every member at least twiceeach year and to ask for suggestions andcomplaints.

g. Assist the Secretary General in updatingthe full members Manual.

h. Establish contacts with associatemembers stimulate them to join andparticipate in IFMSA-PS activities.

i. Raise funds for IFMSA.

7.13 Vice-President for External Affairs tasks:a. Develop and implement fundraisingstrategies for IFMSA-PS.

b. Be responsible for the public relationsand mass media contacts of IFMSA-PS.

c. Be responsible for the development ofpromotional material for IFMSA-PS andsupport the work of the NewTechnologies and Publishing Dept.

d. Raise funds for IFMSA-PS.7.14. The Executive Board can delegate tasks

to others. Any Executive Board membercan propose to delegate one of hispersonal tasks to another person. TheExecutive Board has to take a decisionabout this. The Executive Board memberto whom this task belonged will remainresponsible himself for this task at alltimes.

7.15 The Executive Board shall meet at leastone time each month.

7.16 The quorum for an Executive Boardmeeting is the total number of ExecutiveBoard members minus 1.

7.17. All Executive Board members have onevote at the Executive Board meeting.


7.18. The Executive Board takes decisions withat least three votes in favor.

7.19. Presence shall be preferably physical

presence. Alternatively, presence can beby video conferencing, telephoneconnection or direct internet connectionsuch as IRC or ICQ in such a way that thediscussions can be followed continuouslywithout interruption and direct input canbe given.

7.20. An agenda for the Executive Boardmeeting shall be sent out at least twoweeks before the meeting. The agendafor the Executive Board meeting shallcontain at least the following points:adoption of the past Executive Board

minutes, activity reports by the ExecutiveBoard members, financial report by theTreasurer.

7.21. Executive Board members who cannotattend have to inform the other ExecutiveBoard members and submit their activityreport in writing.

7.22. Executive Board members who are notpresent can submit written proposals inadvance.

7.23 Minutes shall be taken which comprise asummary of discussions, decisions taken,and reports presented. These minutes areto be made available to all IFMSA-PSOfficials within two weeks of the end ofthe meeting.As proof of the adoption of the ExecutiveBoard Meeting minutes, both thePresident and the Secretary General shallsign the minutes and file them accordingto bylaws of General Secretary.

7.24 Only the Executive Board may allowobservers to be present at ExecutiveBoard meetings.

7.25 Observers of Executive Board meetingare:a. Full Members of IFMSA-PS

b. Alumni Membersc. Supervising council member.d. Invited guestse. Members from organizations in an

official relation with IFMSA-PSf . External advisors

7.26. All participants have both speaking andproposing rights during the ExecutiveBoard meeting.

7.27 Observers have neither speaking norproposing rights, unless given by theExecutive Board.

Page 10 of 25

8/7/2019 Bylaws 2009

11/25


7.28. A decision of the Executive Board can beoverruled by the Supervising Council orAlumni for the following important

reasons:a. When the decision will result in anillegal or criminal offenceb. When the decision violates theConstitution or Bylawsc. When the decision violates decisions ofthe National Assemblyd. When the decision is beyond theirmandate as specified in the Constitutionor Bylaws

7.29 Procedure for overruling an ExecutiveBoard decision:

a. Any full member of IFMSA-PS may

inform the Supervising Council or Alumniof any decision of the Executive Board forthe important reasons listed in theprevious article (7.28) The SupervisingCouncil and Alumni will then beresponsible for investigating such claims.

b. In the event that the Supervising Counciland Alumni determine that the ExecutiveBoard has committed the offencesdescribed in the previous article (7.28.),the Supervising Council or Alumni shalloverrule this decision and must notify allother Officials and members of their

findings within one week of their decision.c. Any decision by the Alumni orSupervising Council to overrule or not tooverrule a decision by the Supervisingcouncil or Alumni shall be voted by threeof the four members in Alumni officialslisted in (10.4) of constitution or by twothirds majority of the supervising council.If such a majority is not reached thedecision is reinstated. The voting shouldbe through the Director of Alumni.

7.30 If IFMSA Palestine Supervising counciland IFMSA Palestine Alumni hadopposite point of view, the Alumni will bein charge of the final decision.

7.31 The IFMSA-PS Executive board isresponsible to send the annual reportrequested by IFMSA and it should befilled and sent as IFMSA required and inthe dates they asked for with all theinformation they requested and as writtenin IFMSA bylaws.


8. Supervising Council8.1. The Supervising Council shall consist of

five members or at no time less than

three members.8.2. The Supervising Council shall consist of:

a. One member from the IFMSA PalestineAlumni who is elected by Alumnimembers.

b. One Doctor representing the School ofMedicine in Al-Quds University.

c. One Doctor representing FQMS.Those persons should not currently beengaged in any IFMSA work or activitiesand could be: a graduate, an honorary lifemember, or anybody with experience in afield that could help IFMSA in its work.

8.3. The members of the Supervising Councilare not allowed to currently hold anelected or appointed position within theIFMSA.

8.4 Executive Board and Officials elect thesupervising council in the first meetingafter being elected in the Nationalassembly. The elected supervisingcouncil should be accepted by Alumni.Supervising Council are elected for aperiod of two years.

8.5. The Supervising Council shall beresponsible for overseeing the actions

and decisions made by the ExecutiveBoard and Officials of IFMSA.8.6. Supervising Council members will receive

a copy of all Executive Board meetingminutes at the latest three weeks after themeetings and will be responsible forreview. More than half of SupervisingCouncil member shall post a signed copyof any comments to the GeneralSecretariat within two weeks of receivingthe minutes. (e-mailed copies could beused with one copy sent to the secretarygeneral and one to the President)

8.7. The Supervising Council is responsible forAdopting or refusing the reportrepresented by IFMSA-PS Officials oftheir term period including budget andfinancial actions.

8.8. The Supervising Council will have theauthority to temporarily suspend anyExecutive Board member or IFMSA-PSOfficial for the important reasons detailedin Suspension of Officials.

8.9. Any full member of IFMSA-PS or anyIFMSA-PS Official may request theSupervising Council to investigate the

Page 11 of 25

8/7/2019 Bylaws 2009

12/25


actions of an Executive Board member orIFMSA-PS Official.

8.10. In the event that the Supervising Council

determines that an Executive Boardmember or other IFMSA Official has notacted in accordance with their duties andresponsibilities, the Supervising Councilmust notify all Officials and the dean ofthe college for their findings within oneweek.

8.11. The Supervising Council has the authorityto stop and suspend any financialtransaction that is not made in the bestinterest of the IFMSA-PS and itsmembers, or contradicts the Constitutionand Bylaws of IFMSA or IFMSA-PS

bylaws.8.12. All decisions made by the Supervising

Council shall require a three of five orthree two of three majority.

8.13 After the election of the members of theSupervising Council, they will be incontact and decide who will deal withfinancial matters and be the observer andadvisor of the Financial Committee duringthe year.

8.14 After the election of the members of theSupervising Council, they will be incontact and decide who will deal with

Constitutional matters and be theobserver and advisor of the ConstitutionCredential Committee during the nextyear.

8.15 After the election of the members of theSupervising Council, they will be incontact and decide upon one person whois responsible for the communicationwithin the Executive Board. All membersof the Supervising Council areresponsible for the communication withExecutive Board.

9. Standing Committees9.1 A Standing Committee works to benefit a

specific field of interest. The activities of aStanding Committee shall be continuous.

9.2 A Standing Committee consists of aStanding Committee Director and themedical students working in the fields ofinterest within the Standing Committee.

9.3 Any member can become a member orwithdraw his membership of a StandingCommittee through an official applicationto the Executive Board.

9.4 IFMSA-PS Standing Committees are:


a. The Standing Committee on MedicalEducation (SCOME)

b. The Standing Committee on

Professional Exchange (SCOPE)c. The Standing Committee on Public

Health (SCOPH)d. The Standing Committee on Research

Exchange (SCORE)e. The Standing Committee on Refugees

and Peace (SCORP)As we are part of IFMSA and aim to

achieve its goals; IFMSA-PS standingcommittees are similar to those in IFMSA.Standing committee on ReproductiveHealth & AIDS (SCORA) is currentlyunder SCOPH and this is valid unless

SCORA is established nationally.9.5. In order to regulate their practical internalmanagement, a Standing Committee canhave internal Standing Orders. TheStanding Orders have to comply with theConstitution and Bylaws of IFMSA andIFMSA-PS. They are decided by the fullmembers in the respective StandingCommittee.

9.6. IFMSA-PS committees are the same ofIFMSA committees, and any changes inIFMSA committees are appliedautomatically on the national committees.To create a Standing Committee ofIFMSA-PS, a proposal to establish aStanding Committee must be written. Atleast five full members must write that, inthis proposal, their interest and activeparticipation in the Standing Committee inquestion. The National Assembly willdecide that, if not applied around the timeof National Assembly and voted by fullmembers, Assembly will decide about thisproposal with a two-thirds majority.

9.7. The National Assembly can decide todissolve, change the activities, or changethe name of a Standing Committee. Such

a decision needs at least two-thirdsmajority.

9.8. The National Officer of a StandingCommittee has speaking and proposingrights during National Assembly Meetingsand speaking and proposing rights atExecutive Board meetings.

9.9. The National Officer of the StandingCommittee must attend the NationalAssembly Meetings.

Page 12 of 25

8/7/2019 Bylaws 2009

13/25


9.10. The Standing Committee Directors with theapproval of EB can appoint assistants to helpin the work of the standing committee.

9.11. The Standing Committee meets during theNational Assembly Meetings. TheStanding Committee meets at least twicea year.

9.12. The Standing Committee meeting is thedecision making body of the respectiveStanding Committee.

9.13. The objectives of a Standing Committeemeeting are:

a. To run activities with concrete plans ofaction, co-ordination and workingstrategies.

b. To formulate policies by resolutions and

declarations to be incorporated in thepolicy statements of IFMSA-PS afterdecision by the National Assembly.

c. To report their activities back to theExecutive Board and National Assemblyand IFMSA Standing Committee.

9.14. The standing committee assistant has tobe a full member of IFMSA-PS and willhave to present a filled out application.

9.15. The Standing Committee assistantcannot represent IFMSA-PS in any way toexternals without approval from theExecutive Board.

9.16 The National Assembly can propose anddecide to make a committee inactive for ayear; this decision should be taken beforethe election of National Officers.

9.17 Changes in Standing Committees at theinternational level are appliedautomatically on the national standingcommittees, except if the nationalexecutive board or officials sent differentrecommendation, the bylaw changesregarding this will be submitted by theAlumni, or by the Executive Board withapproval from the Alumni, this doesn'tneed to go into votes or to wait up to theNational Assembly.

10. Support Divisions10.1.1.IFMSA Support Divisions are designed

to carry out a general task which is ofpermanent importance for the internalmanagement of IFMSA-PS.

10.1.2. IFMSA-PS Support Divisions are:a. The Projects Support Divisionb. The Publications & New Technologies

Support Divisionc. The Training Support Division


10.1.3. All Support Divisions work under thedirect jurisdiction of the Executive Board.Decisions of the Support Divisions shall

be approved by the Executive Board.10.1.4. The Publications & New Technologies

Support Division is elected by theNational Assembly. The Support DivisionDirectors of training and projects areelected by Alumni, Support divisiondirectors are considered as an IFMSA-PSOfficial without voting rights.No other members of the Support Divisionshall be considered IFMSA-PS Officials.

10.1.5. The Director of a Support Division shalla. Co-ordinate the activities of IFMSA-PSwithin his specific field

b. Collect relevant informationc. Inform and support Officials and ProjectCoordinators of IFMSA-PS on issuesrelated to his activities

10.2. The Projects Support Division10.2.1. The Projects Support Division is the

advisory and reference body of issuesrelated to IFMSA-PS Projects.

10.2.2 The Projects Support Division shall:a. Evaluate the extent to which candidates

for IFMSA-PS Projects meet the minimumcriteria for IFMSA-PS Projects, as defined

in the Bylaws.b. Present a written report of candidateprojects to the Officials council.

c. Advise the Officials council whether toaccept and reaccept candidates forIFMSA-PS Projects

d. Maintain an updated IFMSA-PS Projectsdatabase.

e. Present in co-operation with the IFMSAPS Executive Board a report with theupdated list of projects, grants and events(either they have the status of the officialIFMSA-PS project or not) that commitIFMSA-PS legally, to every NationalAssembly. The short summary of eachthat project, grant and event should bepresented to the National Assembly. Thesummary must include:I. An interim financial report till that date,provided by the project Coordinator andan interim budget for the next sixmonths

II. The deadline for final Financial Reportas required by projects sponsors andpartners

Page 13 of 25

8/7/2019 Bylaws 2009

14/25


III. The deadline for the activity report asrequired by projects sponsors andpartners

IV. The full name and contact details ofthe Coordinator on behalf of IFMSA-PS

10.2.3. A Director that is elected at the NationalAssembly Meeting leads the SupportDivision.The director of the Projects Supportdivision may appoint other persons to theProjects Support Division.

10.4 The New Technologies andPublications Support Division

10.4.1. The IT and Publications SupportDivision is responsible for producing theIFMSA-PS publications, including:Medical Student Magazine, the IFMSAPS Annual Report and IFMSA-PS PressReleases. Any release or announcementfrom the IT & Publication Department ordirector should be approved first byExecutive Board.

10.4.2. The IT and Publications SupportDivision consists of a Director that iselected by the National Assembly. TheDirector may appoint other persons to thePublications Support Division as needed

to fulfill the tasks of the PublicationsSupport Division.

10.4.3. ECHOa. ECHO is the electronic newsletter of

IFMSA-PS. It serves to update thealumni, external partners, and the IFMSAPS members regarding the news andinternal workings of IFMSA.

b. ECHO is published bi-monthly.c. The ECHO Editorial Board consists of

Director of the Publications SupportDivision who serves as Editor-in-Chief,and a team of assistants that is formed by

the Editor-in-Chief to assist with thepublication of the newsletter.d. All IFMSA-PS members are invited to

contribute articles to ECHO.10.4.4. Al-Quds Physician

a. Al-Quds Physician is the thematicmagazine of IFMSA-PS. It serves tohighlight specific issues of special interestto the student members of IFMSA-PS,particularly those issues that are relatedto the current activity of the IFMSA-PSand Standing Committees.


b. Al-Quds Physician is published when agroup of students interested in working ona topic of special interest is identified or

interested to publish another edition of it.There is no regular schedule to thepublishing of Al-Quds Physician.

c. All issues of Al-Quds Physician areplanned at least in the same year.

d. The Director of Publications SupportDivision initiates the development of theEditorial Board for each issue of Al-QudsPhysician. An Editor-in-Chief is identifiedfor each issue of Al-Quds Physician andworks directly with the Director of the ITand Publications Support Division.The Director of the Publications Support

Division offers advice and technicalexpertise when needed to the Al-QudsPhysician Editor-in-Chief. The IFMSA-PSDirector of the Publications SupportDivision also works to ensure the timelyproduction and distribution of Al-QudsPhysician.

e. Al-Quds Physician Editorial Board isresponsible for the structure, layout,content, editing, and fundraising for themagazine.

10.4.5. IFMSA-PS Annual Reporta. The IFMSA-PS Annual Report highlights

the most important activities of eachIFMSA year. It is published onceannually.Contributions to the Annual Report arecollected by one month before being sentto IFMSA, and the final Annual Report isproduced after being sent to IFMSA.

b. The Executive Board and Director of thePublications Support Division is primarilyresponsible for the full production of theAnnual Report, including the structure,layout, content, articles, and editing of theAnnual Report.

c. The Director of the IT and Publications

Support Division may request that specificOfficials submit a written contribution tothe Annual Report. If an Officer isrequested to submit a written contributionto the Annual Report, the request must bemade no later than a month before beingsent to IFMSA the matter will be referredto the Executive Board for review. TheTreasurer should finish his contributionmaximum two weeks after the acceptanceof the financial report by the Supervisingcouncil.

Page 14 of 25

8/7/2019 Bylaws 2009

15/25


10.5. Press releasesa. IFMSA-PS prepares press releases to

communicate newsworthy events through

the media. These press releases areprepared on an as needed basis.Executive Board can do that withoutreferring to the IT and PublicationDirector.

b. The Director of IT and PublicationsSupport Division is the primary author ofIFMSA-PS press releases. All pressreleases must be submitted to theExecutive Board for final approval beforebeing submitted to the media.The Director of the Publications SupportDivision may appoint other persons to

assist in the task of writing press releasesas needed.

10.5.5 The IFMSA-PS annual report requestedby IFMSA could be part of this report, inany case the report requested by IFMSAshould be filled and sent as IFMSArequired and in the dates they asked forwith all the information they requestedand as written in IFMSA bylaws.

10.6 The Training Support Division10.6.1. The Training Support Division co

ordinates initiatives in leadership and

skills training and the development ofhuman resources in IFMSA-PS.

10.6.2. The Training Support Division workstowards organizing skills training sessionsin conjunction with IFMSA-PS activities.

10.6.3. The Training Support Division functionsas a resource for full members, in that itrecommends trainers, training materialand training methods, and in that itadvises and supports training programsorganized in IFMSA-PS.

10.6.4. The Training Support Division is opento all IFMSA-PS members and invited

persons.

10.7. The director of support divisions arenamed as following Projects SupportDirector for the Projects Support Division,Publication and IT department Director forThe Publications and New TechnologiesSupport Division, and training supportdirector for the Training Support Division.

10.8 These Support Divisions directors canappoint students from full members fortasks but they will still be responsible ofdoing their job.


10.9 IFMSA-PS Alumni elect the Trainingsupport division director and Projectssupport division director. The elected

person can be from full members or fromAlumni.

11. Projects11.1. The term Projects refers to activities in

any field of interest of medical studentswithin IFMSA-PS and IFMSA principles,aims and policy statements. This includesProjects, Events, Workshops, Surveys,Networks and Campaigns.

11.2. Projects in all there categories mustcomply with the Constitution and Bylawsof IFMSA and IFMSA-PS.

11.3. All IFMSA projects must be listed on theIFMSA-PS website within one month ofbeing recognized or endorsed.

11.4. Any full member or associate member inFMSA-PS can propose a project ascandidate for IFMSA-PS Projects.

11.5 The candidature may be sent to theExecutive Board by email at any time ofthe year. The candidature must include ascanned completed candidature formsigned and stamped by the studentswants to work in the project, a proposalwith its plan, the name of the Coordinator,

executive summary, project objectivesand methods.

11.6 The Executive Board will review theproject and gain advice from the ProjectsSupport Division Director and otherrelevant Officials. The Executive Boardwill decide upon the endorsement withinone month of receiving the application.The Executive Board should inform themembers the endorsement within oneweek of the endorsement.

11.7 The project gaining the endorsement willreceive a letter of recommendation from

the Executive Board and can use the text"endorsed by IFMSA-PS" in their projectmaterial. This letter must be sent within amonth by the Executive Board.

11.8.The project that fails to receive theendorsement will be notified by theExecutive Board.

11.9.To keep the endorsement of the projectthe project coordinator has to deliver ahalf-year report and a completedescription of the project for the IFMSAPS VPI and Projects Manager . Thesemust be sent to the General Secretariat in

Page 15 of 25

8/7/2019 Bylaws 2009

16/25


electronic format before the first ofJanuary and before the first of May. Thefirst report shall be delivered on the

closest date to six months after theendorsement.

11.10.The Executive Board or the NationalAssembly can decide to remove theendorsement from a project from proposalof IFMSA-PS. This calls for simplemajority.

11.11.For IFMSA initiatives and IFMSAtransnational projects, these projectsfollows IFMSA bylaws and constitutionscompletely.

11.12.These items must be considered in thewritten project proposal for new projects

and events of national IFMSA-PSprojects.They should be explained as clearly aspossible:

a. Name of the project or eventb. Name of Responsible Standingcommittee(s)

c. Name and address of OrganizingCommittee or project leader

d. Names of the project Local OrganizingCommittee and International OrganizingCommittee coordinators if existed.

e. Details of any participating organizations

f . Executive summaryg. Background and identification of a problem,baseline survey, reasons and aims of theproject

h. Methodsi. Expected outcomej. Description of the evaluation proceduresk. Duration of projectl. General plan of action

m. Plan of action for the coming yearn. Involvement and role of the target groupo. Tasks of participating studentsp. Description of the management and

organization of the projectr. Description of how information will reach

local and international students if existeds. Tentative deadlines for applicationt. Description of selection criteria

u. Description of how the results of theselection will reach the applicantsApplication form

v. General budget in EURO or Dollarw. Detailed budget for the coming year in

EURO or Dollarx. Description of contacts taken with senior

organizations and professional supervisors.


y. Evaluation and dissemination planz. An illustration that this project is acceptable

for Palestinian society and is not offensive

for any social, patriotic or religious views,and to be non-political non-profit project.

12. Reporting12.1. All reports have to be sent to the General

Secretariat in electronic format. Only inthe case that project Coordinator hasdifficulties with electronic communication,the Coordinator can ask permission fromthe Executive Board to submit reports onpaper to the General Secretariat.

12.2. All IFMSA-PS projects have to submit ahalf-year report to the General

Secretariat. The half-year report must besubmitted before the first of January andbefore the first of May.

12.3. The half-year report for IFMSA-PSProjects must include:

a. Activities conducted after previous reportb. General financial statusc. Plan of action for the next half a yeard. Coordinators description of the status of

the project.12.4. The endorsement will automatically be

removed if the projects coordinator fails todeliver a half year report.

12.5. The half-year report for IFMSA-PSProjects must include:a. An activity report of the past half-year.b. An evaluation (e.g. a comparison with

the plan of action, summary of studentreports).

c. An updated general plan of action.e. A detailed plan of action for the coming

half year.f. An updated general budget.

12.6. It shall be the task of the Director of theProjects Support Division to establish, toconsolidate or sustain, and to lead a peerreview committee for project proposals. Itis also possible to appoint full member tocarry out this task. The appointed personshall not become an IFMSA-PS officer forthis duty.

13. Elections and Voting13.1. Full members elect the Executive Board

and Committees officials in a specialmeeting in the National Assembly, if theNational Assembly was not held orchanged its date was changed electionsshould be done in a special meeting in

Page 16 of 25

8/7/2019 Bylaws 2009

17/25


elections date between 25th of August and31st of September.

13.2. Candidature to any of these positions

shall be sent before 31st of July of thatyear.

13.3.Candidature should include member CV,history in IFMSA-PS, motivation letter andFuture plans.

13.4. Each candidature has to do apresentation before election for themembers in the meeting of elections.

13.5 Elections preferred Date is in the firstweek of September and not to precede25th of August or to exceed 31st ofSeptember.

13.6. A. Each member can candidate to one

position only in the Executive Board orone position only as official.

B. No two members can co-candidate for anyexecutive board or official position.

13.7. During the first two weeks after thedeadline of applications the person canchange to which position he candidates.Cancellation could happen during themonth before elections and two daysbefore elections.

13.8. Supervising council is elected by officialsand Executive Board members.

13.9. In elections, the voting should be

democratic and there should be acommittee elections & credentialscommittee who will be responsible towatch the elections and to be sure thateverything is going according to thebylaws. There should be one from thesupervising council, and one from theAlumni at least taking part in the elections

& credentials committee.13.10 Local committees should send their votes to

The credential committee one day before theelections of the main committee.

13.11 Each local Committee as a whole has the

same percentage for voting in the nationalelection as the other local committees.Each local committee's votes for eachcandidate are counted and divided by thenumber of full members who voted thendivided by the number of local committees.The votes of all local committees are thenadded together as percentages andrecalculated.

14. General Secretariat14.1. The General Secretariat is the head

office of IFMSA-PS.

14.2.The General Secretariat is theadministrative body of IFMSA-PS


14.3. The General Secretariat works under thedirect jurisdiction and responsibility of theExecutive Board.

14.4. The General Secretariat can use thefacilities of the faculty if the deanaccepted that.

14.5. The General Secretariat is responsible forthe official communication within IFMSAPS.

14.6. The General Secretariat shall store theIFMSA-PS archives and documents.

14.7. The General Secretariat and its archivesshall be open to all Officials of IFMSA-PS,Supervising council, Alumni and fullmembers who had been in IFMSA-PS formore than one year under control ofSupervising council or Alumni.

14.8. At least one copy of the followingdocuments shall be filed in the archives ofthe General Secretariat, after they havebeen adopted by the National Assembly:a. Minutes of the National AssemblyMeetingsb. Database including the status of all fullmembers in IFMSA-PSc. Midterm and final reports of all IFMSAPS Officialsd. Reports of all IFMSA-PS Projects andEventse. Reports of the Supervising Council

g. Final reports of the FinancialCommitteeI. Financial status of IFMSA Palestine inIFMSA.

14.9. At least one copy of the IFMSA-PSConstitution and Bylaws shall be filed inthe archives of the General Secretariatafter every National Meeting.

14.10. At least one copy of the written financialreport by the Organizing Committee ofevery National Assembly shall be filed inthe archives of the General Secretariat,after the Executive Board has adopted it.

14.11. At least five copies of the IFMSA-PSAnnual Report shall be filed in thearchives of the General Secretariat.

14.12. At least five copies of all IFMSA-PSpublications shall be filed in the archivesof the General Secretariat.

14.13. At least one copy of the minutes of allExecutive Board Meetings shall be filed inthe archives of the General Secretariatafter their adoption. At least one copy ofthe minutes of any accompanyingproposals adopted at the Executive BoardMeetings shall be filed in the archives ofthe General Secretariat after theiradoption.

Page 17 of 25

8/7/2019 Bylaws 2009

18/25


14.14 At least two copies of all IFMSA-PSagreements with any organization, partner,sponsor, person or legal entity shall be filed in

the archives of the General Secretariat14.15. At least one copy of candidaturedocuments of candidates for IFMSA-PSOfficial positions, Honorary LifeMembership, IFMSA-PS membership,Documents and official contacts withIFMSA executive board and officials,IFMSA-PS actions with, IFMSA-PS workin IFMSA Transnational projects andIFMSA Initiative projects shall be filed inthe archives of the General Secretariatafter.

14.16. At least one copy of candidaturedocuments of candidates for IFMSA-PS

Officers or Executive Board position shallbe filed in the archives of the General Secretariat.

14.17. A copy of all official and non officialpositions list given by Executive Board orNational Assembly

14.18. Receipts for the last five years.

15. Officials15.1 An IFMSA-PS Official is any person

elected by the Full members in annualmeeting or appointed by the ExecutiveBoard, as defined in the Constitution.

15.2 An IFMSA-PS Official must meet the

following requirements at the time ofapplication:

a. Be a medical student, or not havegraduated more than 12 months ago.

b. Be a full memberc. Have basic knowledge of the structure,

function and relations of IFMSA-PS.e. Not be a member of an Organization that

is in violation with the IFMSA-PSConstitution and Bylaws.

15.3. IFMSA Officials council is:a. The members of the Executive Boardb. Standing Committee Directors

15.4. The Officials shall:a. Abide by the Constitution and Bylaws.b. Fulfill the described tasks of the appointed

positions as specified the Bylaws.c. Apply strategic and operational planning,

execution control/monitoring/evaluationand project management standards.

d. Make an effort to attend all IFMSA-PSactivities

e. Send a report to the IFMSA-PS SecretaryGeneral two times a year.

f. Provide information concerning his activitiesupon request to any member.


g. Maintain regular communication with themembers.

h. Send the reports of his committee to

IFMSA, and all required tasks form him byIFMSA as Standing Committee directoror/and his position as IFMSA-PS officer.

15.5. Officials shall be suspended from theirfunctions by the Supervising Council forthe following important reasons:a. Fraudb. Committing a criminal offencec. Malfunction of officed. Inability to fulfill dutiese. Breaking the Constitution or Bylaws \f. Deliberately working against Executive Board or

National Assembly decisions

g. Failing to communicate with theorganizational bodiesh. Refusing to report or failing to prepare

them.15.6. Procedure for suspension of Officials.

a. Only IFMSA-PS officials may informthe Supervising Council of any action(s)taken by an IFMSA-PS Official for theimportant reasons listed in the bylaws.The Supervising Council will then beresponsible for investigating such claims.

b. In the event that the SupervisingCouncil determines that an Official hascommitted the offences described in anyof the bylaws the Supervising Council andAlumni shall suspend that Official andmust notify all other Officials andExecutive Board within one week of theirdecision.

c. Any decision made by the SupervisingCouncil or Alumni to suspend or not tosuspend an Official shall be voted upon atthe Executive board and officials meeting.A simple majority shall be required toremove or not to remove the official fromoffice. If such a majority is not reachedthe Alumni will take the final decision.

15.7. Upon suspension of an Official, he shallreturn all funds allocated by the IFMSAPS to him which have not been used atthis moment. Furthermore he shall notreceive any more reimbursements or begiven further funding.

15.8 If the Official is to resume his function, theremaining money allocated will bereturned to the Official.

15.9. If an Official is removed from office by theOfficials, he can never again be electedor appointed as IFMSA Official.

Page 18 of 25

8/7/2019 Bylaws 2009

19/25


15.10. If an Official is removed from office, theExecutive Board shall write a letterexplaining the removal. This letter shall

be send to all officials and supervisingcouncil. Furthermore the Executive Boardcan decide to send this letter to anyexternal relation, institution or person,with whom the removed Official has beenin contact.

15.11. In the absence, suspension, removal,resignation, or death of an elected IFMSAOfficial, the Executive Board must take adecision regarding the replacement ofthat official (except in the instance of aresignation of a Supervising Councilmember). The Executive Board may

decide either to redistribute tasks amongthemselves, or to have a special electionfor that position at the next meeting. Thisdecision can only be taken during anExecutive Board Meeting.

15.12. In the event that the Executive Boardtakes the decision to have a specialelection for a vacant position at the nextMeeting, then the election may take placeat special meeting for full members.Candidates must fulfill all criteria forbecoming an IFMSA-PS Official. Theelected candidate will assume office

immediately upon election and will fulfillonly the remainder of the current term.Candidatures must be handed in to theChair no later than two days before theday of the elections. Candidates musthave an opportunity to give an oralpresentation the day before the election.The election will otherwise proceed inaccordance with the bylaws listed herein.During the interim period between whenthe vacancy is created and the newofficer is elected, the Executive Boardmay choose to appoint an interim officerto fulfill relevant responsibilities for theinterim period.

15.13. Vacancy of Executive Board positions.In the special instance of the suspension,removal, resignation, or death of anExecutive Board member, there shall be aright of ascension as follows:

a. The Vice-President on External Affairsshall replace the President, in the event ofthe absence, suspension, removal,resignation, or death of the President.The Executive Board must decide if this is


to be an interim or permanentappointment.

b. The Vice-President on Internal Affairs

shall replace the Secretary-General, inthe event of the absence, suspension,removal, resignation, or death of theSecretary-General.The Executive Board must decide if this isto be an interim or permanentappointment.

c. The Vice-President on External Affairsshall replace the Treasurer, in the eventof the absence, suspension, removal,resignation, or death of the Treasurer.The Executive Board must decide if this isto be an interim or permanent

appointment.d. If a Vice-President is suspended,removed, resigns, dies, or assumesanother position on the Executive Board,his tasks will become the responsibility ofthe remaining Executive Board members,who will decide about redistribution ofthese tasks among themselves. Theremaining Vice-President shall take thetitle of Vice-President. without referenceto Internal Affairs or External Affairs. TheExecutive Board may decide either tohave a special election for the vacantVice-President position at the nextMeeting, or to redistribute these tasksamong themselves.In this instance an election must beconducted to elect a permanent ExecutiveBoard member for the vacant position at aspecial meeting.If the Executive Board decides to make apermanent appointment as listed above,then the Executive Board may decideeither to have a special election for thevacant Vice-President position at the nextMeeting, or to redistribute these tasksamong themselves.

15.14. Vacancy of Supervising Councilpositions. In the case of a vacancy of anyof the positions during the year, a specialelection for that position must beconducted at the next Executive BoardMeeting. The elected person will fulfill thisposition for the remaining period inaccordance to bylaws and accepted bythe Alumni council.

Page 19 of 25

8/7/2019 Bylaws 2009

20/25


16.Amendments to the Constitutionsand Bylaws

16.1. Proposals for changes must be submittedto the IFMSA-PS General Secretariatbefore the National Assembly by oneweek.General Secretary should ask members tosubmit the bylaws changes three weeksbefore the NA.

16.2. The IFMSA-PS General Secretariat hasto distribute the proposed changes to allfull Members no later than the one monthafter approval.

16.3. Once a change to the Constitution hasbeen proposed, no further amendmentsto that proposal may be submitted at anytime

16.4. The Executive Board is responsible foracquiring advice from supervising counciland Alumni.Concerning legal consequences of theproposed amendment and supervisingcouncil decides if this needs to beapproved by the college council orstudents affairs department in theuniversity or not. The Executive Boardmust present this advice to the NationalAssembly prior to the vote. And anyproposed amendments have to be

acceptable by the Alumni before voting.16.5 Proposed changes not fulfilling these

requirements cannot be voted upon bythe National Assembly.

16.6 Changes to the Constitution are votedupon by ballot.

16.7 Changes to the Constitution require atwo-thirds majority.

16.8 Amendments to the Constitution will takeeffect immediately after the NationalAssembly unless otherwise specified inthe proposal.

16.9. Any amendments to the Constitution shall

be exclusively discussed and voted onunder the point of the agendaAmendments to the Constitution andBylaws This point cannot be reopenedduring the same National AssemblyMeeting.

16.10 Full Members who have been in IFMSAPS for more than a year attending theNational Assembly Meeting can vote byproxy on amendments to the Constitution,or by e-mails with a copy from eachparticipant going to the national AlumniDirector and the e-mail can be sent onetime only.

16.11 A proposal to change the Bylaws mustbe submitted in writing or by e-mail to the


Secretary General one week beforeNational Assembly. The SecretaryGeneral has to send a compilation of all

the received proposals in writing or by email to the Full members who have beenfull members for one year or more inIFMSA-PS a week before opening of theNational Assembly.

16.12. Local committees can send their votesabout the elections to the elections &credentials committee with a copy to theSupervising council.

16.13 Changes in Standing Committees at theinternational level are applied immedietlyon the national standing committees,except if the national executive board or

officials sent different recommendation,the bylaw changes regarding this will besubmitted by the Alumni, or by theExecutive Board with approval from theAlumni, this doesn't need to go into votesor to wait up to the National Assemblyexcept if the officials sent differentrecommendation.

17. Official relationships17.1. Official relationships of the IFMSA-PS

with other organizations shall be basedon health, education, science, social and

humanitarian affairs.17.2. The decision to establish an officialrelation with another organization can bemade by the Executive Board and has tobe approved by the Officials of IFMSAPS, or can be decided by the NationalAssembly and has to be pursued by theExecutive Board in both cases. In thecase of a decision to establish an officialrelation with another student organization,this should always be decided by theOfficials with voting rights and pursued bythe Executive Board. The final agreementwith the other student organization has tobe approved by the National Assembly.

17.3. Any communication or co-operation withan external organization, institution orpartner of IFMSA-PS, either on behalf ofIFMSA-PS or concerning an officialproject of IFMSA-PS, has to be approvedby IFMSA-PS officials with voting rightsand IFMSA-PS Executive Board.

17.4 All official relations between IFMSA andany international organizations, make thatrelation valid to IFMSA-PS except in casethat National Assembly voted on stopping

Page 20 of 25

8/7/2019 Bylaws 2009

21/25


that relation locally, or the Executiveboard stopped it with the approval ofsupervising council.

18. Supportive Partnerships18.1. Supportive partnerships connect IFMSA

PS to a profit making body with aninterest in providing IFMSA-PS withresources.

18.2. The decision to establish a supportivepartnership is made by the ExecutiveBoard. The contract has to be approvedby the Supervising council, This will bevalid until the coming National Assembly,then the National Assembly votes to stopthat relation on to continute.

18.3. No supportive partnership can makeIFMSA-PS work against any part of itsConstitution and Bylaws.

18.4. A supportive partnership must beregulated by a contract that has beenreviewed by a lawyer and which includesa.Specification of if, when, where and howthe supportive partner can use IFMSA-PSname

b. The rights and conditions for canceling ofthe contract.

c. The contract duration, this must not bemore than 3 years, after which extension

will be possible with the approval of theGA.

d. Contract should be according to thePalestinian law and must never be usedin any way that is not acceptable toPalestinian law, society or community.

18.5 All official partnerships between IFMSAand any international organizations, makethat relation valid to IFMSA-PS except incase that National Assembly voted onstopping that relation locally, or theExecutive board stopped it with theapproval of Supervising council.

19. Finances19.1. This part includes regulations for the

IFMSA-PS General budget, if anything isnot listed here; IFMSA bylaws are thereference to measure on and it not then torefer to Executive Board and Supervisingcouncil.

19.2. The IFMSA-PS General Budget includesall income and expenses related to themanagement of IFMSA-PS and the travelexpenses of the IFMSA-PS officials forGAs if covered totally or partially.


19.3. The Treasurer shall propose the IFMSAPS General Budget for the upcomingfinancial year to the Officials council who

will decide upon it during the yearlymeeting. Treasurer shall send theproposed IFMSA-PS to SupervisingCouncil and Executive Board.

19.4. A budget must be adopted by theExecutive Board, officials and Supervisingcouncil

19.5. In case the budget proposed by theTreasurer is not adopted, the ExecutiveBoard must consult Officials and submit anew budget or amendments.

19.6. The budget shall include:a. Income

b. Expenses for:I. Administration.II. Communication.III. PrintingIV. Executive BoardV. Other expenses.

19.7. Team of officials decides if travel expenses ofthe delegates are covered during GeneralAssemblies.

19.8. Travel expenses exceeding the budgetwill not be refunded.

19.9. Expenses, which are not related to travelcosts, can exceed the budget with nomore than 10%.

19.10.Only in case the existence of IFMSA-PSis threatened, the budget may beexceeded with more than 20% after adecision of the Executive Board andsupervising council and Alumni. TheExecutive Board has to inform all themembers immediately when such asituation occurs.

19.11 The financial year of the Federation runsfrom the first of November up to andincluding the thirty first day of October ofthe next year.

19.12 All the financial actions should be done

under supervision and control ofSupervising Council through the memberwho is dealing with financial matters fromthe supervising council.

20. Financial Management20.1. Any expenses and expenditures of

IFMSA-PS not directly allocated in thebudget can be authorized by:

a. The Treasurer and presidentb. The Executive Board.

Page 21 of 25

8/7/2019 Bylaws 2009

22/25


In case of an urgent matter the Treasureror the President may make decisions withanother executive board member. The

Executive Board must reconfirm such adecision as soon as possible.

20.2 To ensure the continuity of IFMSA-PS, theorganization shall possess a reserve fundconsisting of at least 5% of the totalbudget. The capital from the reserve fundcan only be released with signatures ofthe complete Executive Board and one ofthe supervising council.

21. IFMSA-PS Alumni21.1. IFMSA-Palestine Alumni is the reference

and the highest decision maker in thesecases:

1. If IFMSA Palestine existence is threatened.2. If the IFMSA Palestine Executive Board is

not working properly or contravene thebylaws of IFMSA or IFMSA Palestine.

3. If there is any risk that IFMSA Palestinemay loose their membership in IFMSA.

4. If there is any internal conflict in IFMSAPalestine.

5. If the supervising council is not workingaccording to the bylaws

6. If IFMSA Palestine is not working for thegoals it was established for.

21.2 The Alumni supervises and advises theExecutive Board and other IFMSA-PSOfficials, and has the right to dissolute theorganization and to cease ExecutiveBoard member as in bylaws.

21.3. The Alumni is composed of Al-QudsMedical school students including WestBank and Gaza who had been working inIFMSA as officials, or in IFMSA Palestineas Executive board or national officials.The Alumni members should not be anofficial in IFMSA-PS.In each year Alumni should have a

representative from FQMS (Foundation ofAl-Quds Medical School) in its body.

21.4 The Alumni members should elect theAlumni director every two years, Alumnicouncil is consisted of three persons;Supervising council memberTraining Support Director, FinancialAdvisor, they are selected each year byAlumni members.

21.5 The Alumni Director will facilitate the workwithin IFMSA Palestine Alumni membersand will be the representative of Alumni inIFMSA Palestine.


21.6 Alumni supervising council member will bepart of the supervising council as listed inthe bylaws.

21.7. Any member wants to be in IFMSAPalestine Alumni has to apply for that byofficial application. The member will beaccepted after the Alumni council accepthis application and he should not be fromthe executive board at that time.

21.8. The Alumni has the power to overruledecisions of the Executive Board forimportant reasons as described in theBylaws of the association.

21.9. The Alumni with the Supervising Councilhas the power to suspend any ExecutiveBoard member or and any IFMSA

Palestine Official.21.10. The Alumni is the advisory andreference body of all issues related to theinterpretation of the Constitution andBylaws of the IFMSA. It shall be thedecision-making body when controversiesin the interpretation of the IFMSAConstitution and Bylaws arise.

21.11 Makes the final decision whendisagreements in the interpretation of theConstitution and Bylaws arise

21.12 Reviews whether motions and proposalsin the National Assembly contradict theConstitution and Bylaws. Motions andproposals that contradict the Constitutionand Bylaws will fail immediately and willnot be discussed.

22. Attending IFMSA GeneralAssemblies, IFMSA activities,and any representation ofIFMSA-PS in any occasion.

22.1 IFMSA-PS should work and do their bestto have representatives of IFMSA-PS inIFMSA General Assemblies.

22.2 At least the president of IFMSA-PS has to

attend the presidents' session in theGeneral Assembly. If the president is notgoing to the General Assembly or notattending the presidents` sessions then aperson from the delegation has to beappointed before the delegation leavesPalestine by the Executive Board.

22.3 Each IFMSA-PS delegation membershould attend all the sessions of thecommittee he was sent to, and he has toattend one of the trainings and bring acertificate for that.

Page 22 of 25

8/7/2019 Bylaws 2009

23/25


22.4 If the member of the delegation didn't dowhat was requested by him in 22.4, hewill not get any fund from IFMSA-PS for

the costs, and he will pay his costs of theGeneral Assembly participation by himselfand give IFMSA-PS the money back.

22.5 Exceptions to 22.4 will be accepted if theparticipant was given a permit from boththe Executive Board, Supervising council,and Alumni council, or if he had given areal excuse accepted by all of them.

22.6. IFMSA Executive Board decides how thefunding of the General Assemblyparticipation will be.

22.7 Executive Board decides how manyparticipants should go to the GA, with at

least one participant to each GA.22.8 Executive board member(s) should be

existed in the delegation, and theexecutive board decides how manyExecutive Board members should attendthe Assembly.

22.9 The president should be in the delegationof IFMSA-PS, if the president is not goingthe executive board has to delegate aperson to substitute the president and todo his tasks in the General Assembly.

22.10 IFMSA-PS Executive Board and officialselect the persons who will go to the

General Assembly beside the executiveboard members, while Executive Boarddelegation members will be elected byExecutive Board members.

22.11 IFMSA-PS Delegation should write areport about their activities done in thegeneral Assembly and this report shouldbe given to the supervising council andalumni council. While a copy of that reportshould be kept with the SecretaryGeneral.

22.12 The delegation members should bringreceipts for the expenses they paid intransportation. Coverage of csts withoutreceipts will be taken by the executiveboard and should be approved by Alumni.

22.13 Any representation of IFMSA for anyparticipant in any occasion should beapproved by IFMSA-PS Executive Board.Executive Board decides if theparticipation in that occasion will befunded or not before sending theparticipant.

22.14 The Executive Board decide how muchto cover from the expenses of thedelegation members. The Executive


Board decides how many students will begoing with full coverage, partial coverageand no coverage.

22.15 The two seats of Alumni could be givento Alumni members or any full member inIFMSA Palestine.

22.16 The two seats in the delegation reservedfor Alumni should be from the first eightseats of the delegate, and they pay earlyregistration fees not extra delegation fees.

22.17 Executive Board decides to cover theexpenses of participation of the twoparticipants of Alumni and Gaza seats. Ifthe Alumni elected participants are notfunded by IFMSA Palestine, they pay thefees of early registration of the first eight

of the delegate.22.18 Any participant got funds from IFMSA orany other organization should never getfund for IFMSA or any other organizationfor the same expenses.

22.19 Executive Board announces formembers to apply to represent IFMSA-PSin any meeting or occasion other than aGA, and they elect the person(s) who willattend, taking in consideration the activityand position of the member and thebenefit he will bring to IFMSA-PS.

22.21 Regulation of IFMSA Palestine participation ininternational meetings:

a. The executive board should be represented in anydelegation by at least one. If the president is notgoing to the General Assembly or not attending thepresidents` sessions then a person from theexecutive board has to be appointed before thedelegation leaves Palestine by the Executive Board.

b. The delegation to any international meeting shallhave the representation of the 3 local committees ifthe number of delegation exceeds three.

c. The delegation to any international meeting shallhave a full member who is not an executive boardmember or an official if the delegation exceeds six inGeneral assemblies or five in regional meetings.

d. No one can attend more than one internationalmeetings in one term except by the approval ofAlumni Council.

e. The head of the delegation should send Anevaluation report about each participants to theexecutive board. This evaluation should be taken inconsideration in the coming meetings.

Page 23 of 25

8/7/2019 Bylaws 2009

24/25


23. Local Committees23.1 IFMSA Palestine can have two local

committees one in Al-Azhar University inGaza and another one in Al-NajahUniversity in Nablus following the centerof IFMSA Palestine in Abu Dis.

23.2 Local Committees that existed in medicalfaculties considered as branches of ALQuds Medical School don't pay fees forIFMSA Palestine. And the main campusin Abu Dis is considered the main office ofIFMSA Palestine.

23.3 In case that new medical faculties have beenestablished as separate from the Palestinianmedical school in Al-Quds University; a localcommittee in that university can join IFMSAPalestine but it has to pay equal amount ofthe annual fee of IFMSA Palestine in IFMSA,and has to follow the same constit

Bylaws 2009

Documents

Transcript of Bylaws 2009