CONSTITUTION AND BYLAWS
SAVTE group constitution and bylaws overview
Article 1: Mission ......................................... 1
Article 2: Organisation ................................. 1
Article 3: Objectives .................................. 1
Article 4: Activities ..................................... 2
Article 5: Membership ................................ 2
Article 6: Taskforces .............................. 3
Article 7: Ethics ........................................ 4
Article 8: Structure................................... 4
Article 9: Funding................................... 5
Article 10: SAVTE website................................ 6
Article 11: Meetings and communications ................... 6
Article 12: Revision of the constitution and bylaws..... 6
Article 1: Mission:
The Saudi Arabia Venous Thrombo-Embolic diseases advisory group (SAVTE) is a medical and research body that is considered as a part of the Saudi Thoracic Society (STS) and is devoted to increase the awareness and knowledge of Venous Thrombo-Embolism (VTE), and to facilitate advances in the treatment of affected people, as well as the routine implementation on thrombo- embolism prophylaxis measures among Health Care Providers (HCP) within the Kingdom of Saudi Arabia.
Article 2: Organization:
The SAVTE group is a non-profit, national group whose directors, executive officers and members receive no salary. It is registered and operates under the STS. Its central office is located at STS offices in Jeddah, Kingdom of Saudi Arabia.
Article 3: Objectives:
- To perform joint multicenter research on the local incidence, prevalence, and pathphysiology of VTE in Saudi Arabia.
- To identify and investigate the unique characteristics of the illness including its morbidity and mortality.
- To focus on improving prevention & treatment of VTE, by promoting research, and assisting the development and conduct of clinical trials according to the highest standards for clinical research.
- To provide expertise to areas with healthcare disparities that will address issues related to the education and training of healthcare professionals in the field of VTE by means of local lectures, workshops, symposia and medical meetings.
- To disseminate knowledge and information on VTE to educate practicing physicians on the best and updated information by producing a local guidelines on diagnosis and treatment of VTE.
- To establish effective preventive measures and therapies, accessible to the affected patients using well prepared brochures and other media.
- To provide consultative services to health agencies and industry regarding advancing the treatment of VTE.
Article 4: Activities:
The SAVTE will address its objectives primarily by the establishment of focused taskforces that will design and conduct projects across the broad which include research, education and clinical care related to VTE diseases.
The activities of the SAVTE include, but are not limited to the following:
- The SAVTE will function as a “think tank” and provide expertise to advise physicians, scientists, health authorities and the healthcare industry regarding medical technologies and pharmaceuticals relevant to VTE
- The SAVTE will establish a national database on patients with VTE to allow a meaningful understanding of the similarities and differences in the spectrum of the illness between different regions in the kingdom and other countries in the world
- The SAVTE will develop web-based, multilingual educational materials, advice and guidelines on the management of VTE disease accessible to people involved in healthcare delivery
- The SAVTE will conduct workshops on the modern methods to evaluate patients, determine accurate diagnoses, and monitor the efficacy of treatments
- The SAVTE will conduct periodic national and regional symposia to disseminate information acquired from the SAVTE activities, and identify research projects relevant to its activities.
Article 5: Membership:
Membership is open to all with an active research and/or educational interest in VTE disease and related fields. However, the membership should be addressed through the main society, i.e. the STS.
The SAVTE recognizes 3 categories of membership
- General members who may or may not be STS members.
- Special members (who work within the taskforce groups)
- Executive Committee members
- General members:
- Open to anyone with an interest in VTE disease
- May be conferred at any time
- Must submit STS application and payment of annual dues
- Membership will be renewed annually by receipt of payment of dues. All members shall pay an annual subscription of an amount to be determined by the Executive Committee
- Membership shall automatically be suspended if the member fails to meet any obligation or make owed payments due to STS. Suspension shall continue until such obligations are met or all sums due to the STS are paid, whereupon such privileges may be reinstated by the Executive Committee
- In special circumstances, dues may be waived by the Executive Committee.
- Membership benefits:
i. Access to the restricted area of the SAVTE website
ii. Eligible for participation in SAVTE sponsored symposia and meetings
iii. Reduced fees for the SAVTE educational meetings and training sessions.
- Special members:
· Must have a degree (MS, MD, PhD, RN)
· May be nominated by executive members at any time
· Must submit application and payment of annual dues
· May be conferred at any time by Executive Committee
· Must participate in at least one taskforce
· Have all entitlements of membership
- Executive members:
· Are elected in recognition of a substantial contribution to the understanding and treatment of VTE disease and related fields throughout their career. Nominations for executive membership shall be made in writing to the chairman of SAVTE before the periodic business meeting. Each nomination shall be accompanied by a statement of the academic qualifications, professional position and a list of relevant publications and potential contribution to the SAVTE mission. The chairman of SAVTE will select nominees to be presented for election to Senior Fellowship at the periodic business meeting. Membership is confirmed by a simple majority of those voting in favor
· Must submit application, conflict of interest form, copy of C.V, and the annual dues payment
· Take responsibility as leader or co-leader of SAVTE Taskforces
· Are responsible for the maintenance of SAVTE educational materials
· Have all entitlements of membership and can be elected for Executive Committee membership
Article 6 : Taskforces:
The Executive Council (EC) will have the authority to create taskforces whose responsibility will be to provide oversight to the specific activities within the SAVTE. Taskforces will be created along the following three general categories:
1. Disease focused: Targeted to a disease that is associated with VTE which affects relatively large numbers of patients in underserved areas
2. Region focused: Targeted to a region with health disparities in areas of VTE
3. Education focused: Targeted to activities which will help increase knowledge and expertise about VTE
Each taskforce will have:
1. The Executive Committee will select one of its members as a leader of one of the taskforce groups
2. A steering committee selected by the leader of the taskforce from outside the EC
3. There is no limit to number of taskforces, size of taskforce membership and the duration of taskforce activities
4. Taskforces must present an annual report to the Executive Committee
Article 7: Ethics
- Members of the SAVTE are expected to exhibit high ethical and moral standards consistent with the mission of the group
- Every executive member must submit a copy of their curriculum vitae that will be posted on the SAVTE website. The CV must be updated annually
- Failure to maintain current CV will be grounds for dismissal from SAVTE activities
- Falsification of the content of documents, including CV, will be grounds for permanent expulsion from the membership of the SAVTE
- General members may be required to submit copies of their curriculum vitae form upon request of the Executive Committee if it is believed to be relevant to their participation in PVRI ( Public Relation ) activities
- Expulsion or Disciplinary Action:
- Any General or Special member may be expelled for adequate reasons as determined by a two thirds vote of the Council of Executive members.
- Any member proposed for expulsion will be given an advance written notice, including the reason for the proposed expulsion
- The Council of Executive members also has the power to remove a member from participation in a taskforce, publication, symposium or any other activity for adequate reasons. Any member proposed for disciplinary action will be given advance written notice, including the reason for the proposed action
- An Executive member may be expelled from the Council of Executive members for adequate reasons as determined by a consensus vote of the Council of Executive members. The adequate reasons for such action can be, but limited to, the following:
- Failure to prove adequate interest in the field of VTE
- Failure to maintain adequate interest in different SAVTE activities
- Unwillingness to contribute in different Taskforces
- Failure to attend three consequent business meetings
Any Executive member proposed for disciplinary action will be given advance written notice, including the reason for the proposed action.
Article 8: Structure:
- SAVTE Administrative Office is part of STS and is headed by the Head of the STS. The administrative staff is dedicated and salaried by STS
- SAVTE Executive Committee: An Executive Committee will be formed from the Executive members. This Committee shall be comprised of:
1. SAVTE Head, who serves for 3 years but can be re-elected. This is a non-salaried position providing strategic leadership for SAVTE. The Institute Head shall serve as Chair of the Executive Committee.
2. SAVTE Vice-Head, who serves for 3 years, but can be re-elected. This is a non-salaried position that assists the Head and covers him during his absence. He also should execute policies of SAVTE.
3. Managing Director. This is a non-salaried position, has the responsibilities of running the day to day activities and monitoring all task forces work. He should serve for 3 years but can be re-elected once.
4. Eleven To Thirteen elected Senior Executive Members chosen from the Executive members. These will be for a four year term with 3 members chosen every two years. Their main tasks are to support the work of the Executive Committee
- In his/her absence, the chair of the executive committee will be taken by the Vice Head. In the absence of both the Head and the Vice Head, the members of the committee present shall elect an acting chairperson
- Nominations for election to the Head, Vice Head, and Managing Director of the Executive Committee shall be supported by at least three members and submitted in writing to the Committee Head at least three months before the annual business meeting
- Members of the Executive Committee who retire before the end of their term may be replaced by co-option at the discretion of the remaining members of the Executive Committee
- Seven members of the Executive Committee shall constitute a quorum
- The Executive Committee is responsible for:
1. Initiating and overseeing SAVTE activities
2. Approving the Taskforces and Taskforce Leaders
3. Approving membership
4. Establishing meetings
5. Ensuring appropriate consultation with SAVTE members on strategy, policy and changes to the constitution
6. Enforcing the disciplinary code
7. Vacancies: If a vacancy for any of the officers occurs for any cause it shall be filled within 30 days by election by the Council of Executive members.
Council of Executive Members (CEM):
- All of the Executive members are members of the CEM. They meet annually, and at the request of the SAVTE Executive Committee, to overview, advise and assist with the activities of the Institute
- The CEM elects the Executive Committee
SAVTE Supportive Groups (SSG):
- Open to pharmaceutical companies, government bodies, health/scientific foundations, academic institutions, health organizations
- Membership is nominated by Executive Members, approved by Executive Committee
- Members must pay an annual membership fee to remain active; Pharmaceutical companies will be offered membership for annual fee of $8,000 – 12,000 that can be paid to STS either cash, or be offered as supportive materials for conferences, meetings, educational materials, textbook, website database, etc
- A consultative meeting will be arranged annually between the SSG and the SAVTE Executive Committee, where progress of the SAVTE taskforces will be shared, and topics of interest will be discussed
- Members may sponsor specified activities of the SAVTE, subject to Executive Committee approval.
Article 9: Funding:
- Annual dues: The annual membership fee is defined by STS and should be paid through STS. There will be a full membership fee for healthcare professionals and individuals from corporate entities, and a reduced membership fee for professionals in training and the lay public.
- Donations: The SAVTE will secure funding from individuals, industry, government bodies, and foundations devoted to supporting the treatment of life threatening diseases. However, all funding and donation should go through STS and should follow its policy
- Membership to the SAVTE Supportive Group ( SSG) will require an annual fee. These fees will be used primarily to support operating expenses
- The major source of funding of all SAVTE activities will be sought from STS and foundations and organizations that support global health initiatives
- Foundation grants will be applied for in support of taskforce projects
- Pharmaceutical Companies will be offered the opportunity to fund specific taskforces.
Article 10: SAVTE website:
- The website will be maintained by the administrative staff of the SAVTE /STS
- The SAVTE dedicated website will provide unrestricted information on allmembers, including their current curriculum vitaeand conflicts of interests, information on the current activities and ongoing projects of the Institute
- The website will provide restricted access to educational materials and commentaries provided and maintained by the Executive Members
- SAVTE website will host a consolidated syndicated summary database based on individual databases of affiliated centers. In addition, there will be individual databases for VTE created in the developing countries or specific to certain diseases
- The web site will host a web based, multilingual articles on VTE Disease written by the SAVTE members
Article 11: Meetings and communications:
- At least one scientific meeting shall be convened in each calendar year, at whicha business meeting shall also be held
- Attendance is required by all of the Executive members; all Special and General members are invited to attend
- At each annual business meeting the agenda will include:
- Review of SAVTE activities during the whole year
- Financial report
- Elections
- Items requiring approval from the membership
- Any other business
· For those unable to attend in person, attendance will be valid if the member can be electronically present (e.g. teleconference or video conference)
· Three-monthly periodic business meetings will also be conducted. At each periodic business meeting, the agenda will include:
- Review of SAVTE activities during the last 3 months
- Reviewing the database, website and registry progress
- Any other business
Article 12: Revision of the constitution and bylaws:
· Changes to the Constitution and bylaws must be proposed in writing to the Head of the STS and the Head of SAVTE at least one month before the annual business meeting. For an amendment to beadopted it must be passed by a two-thirds majority of the members present andvoting at the annual business meeting
· Dissolution:
- The SAVTE group may be dissolved by a resolution passed by a two thirds majority of the Executive Committee and voting at a Special Meeting convened for the purpose, of which 21 days' notice has been given to the members
- Such resolution may give instructions for the disposal of any assets held by or in the name of the SAVTE institute provided that if any property remains after the satisfaction of all debts and liabilities such property shall not be paid to or distributed among the members of the Institute, but shall be given or transferred to the STS.
- Ratification of the Constitution:
- Tentative approval of the constitution will be done via email by the CEM initially and serve as the effective document until the first meeting of the SAVTE. At that meeting, formal ratification of the Constitution will be done by those in attendance.
