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MSSA

Mansoura Students’ Scientific Association

Official

Constitution

And

Bylaws (Updated September, 2015)

2014-2015

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A word for History

In IFMSA, they call the trainings, the backbone of IFMSA; Meanwhile I don‟t find a word to describe the

constitution and bylaws except the spirit.

In the past eleven years; MSSA couldn‟t withstand the changes except for some rules to work through.

Once it was renewed in 1999, MSSA, worked after the rules of EMSA Constitution for its first 3 years.

By which we could build committees, recruit teams, make meetings and do every action with the same

points in EMSA constitution.

(Founders Team; Mohmaed Othman, Mohamed Nofal, Ahmed Abdel Salam, Sayed Rayan, Ahmed Abdel

Shakour, Amir EL Emam, Khaled Awad, Ahmed Yousry, Nermin Megahed).

3 years later, Sayed Rayan, Former MSSA president, dissolved MSSA System as a whole; every single

member gave his vote and made the ADMIN System “Administration System”. Also we worked by, for

the next two years of MSSA age. It was something spiritual that kept MSSA in harmony, Something like

basic principles to work with. That‟s why we were in need for a whole constitution and bylaws.

June 2005 was the date; beginning a new MSSA Era of a new generation & before they left the board;

The 2004-2005 executive board believed they would make that bases for people to work after; The only

motive at that time was that verse of Holy Quraan

ا ما ينفع الناس فيمكث في الرض “ تد فيذهة جفاء وأم ا الز ”فأم

And here came the MSSA constitution and Bylaws in 2005.

Years later; precisely in 2009; Another need for change was there. And since nothing is perfect and cause

of many motions that were taken in the years before that contradict the main constitution and bylaws, The

idea of making a taskforce was evolved. A taskforce to revise all points, check the compatibility, adding

new points and removing unused irrelevant points from the bylaws.

A team was created later, many people joined from the start, some quitted for many reasons and others

joined. The taskforce itself took a lot of time specially during the time of generations change.

Lastly in April 2011 the final modified form came to light. It was a quite long journey with many

obstacles, but was full of ambitions and happiness for rooting the fundamental issues of MSSA life in the

mind of the new generations. While working in that team; The main aim was to involve as many as we

can from MSSA acting boards and active members who never tried to read those papers of bylaws; to

make them brainstorm for new systems for evaluation, membership & election and also to sum up the

irrelevant unused points.

Here, I‟d like to thank everyone stood by me from the start till the end; particularly my wife, the acting

MSSA president, Gehad Medhat for her endless support for the constitution since its construction in

2005, passing by its translation and finally by being a close member of our taskforce.

It was a great honor for me to work with you all. Wishing you will remember all those who shared in

Systems implementation in MSSA through years.

Dr. Ahmed ElZeki,

Former MSSA President 05-07, Former NOME 05-07

Head of Constitution & Bylaws modification Taskforce

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THIS NEW FORM WAS ADOPTED AT THE 3RD MSSA GA HELD AT 19TH

APRIL

2011 AND WAS EDITED BY A TASK FORCE LASTED FOR 2 YEARS, HEADED BY DR. AHMED EL ZEKI WITH THE FOLLOWING TEAM: - GEHAD MEDHAT

- ISLAM RASHEED - AHMED EL BAZ - MOHAMED EL MAHDY

- MOHAMED SHARAF - HEND SALAMAH - NORA EL GHARBAWI - AHMED EL MANSOUR - MAYSOUN MOHAMMED - MAHA KHALIL - EMAN EWES

- MOHAMED EL KHOLY - HEND MAHER - AHMED ZAKARIA - MAHMOUD NOSSIR

THE ORIGINAL CONSTITUTION & BYLAWS WAS CREATED IN JUNE 2005

WITH THE FOLLOWING TEAM: - MOHAMED ESSAM EL DIN SALEM - AHMED HASSAN EL-ZEKI - AHMED ABDEL MAKSOUD SAADA - MOHAMED SAMAHA - AHMED ABDELHAMED HAMED

- GEHAD MEDHAT ABDEL FATTAH - NOHA HASSAN EL KATEB - DINA ABDEL RASSUL BASIOUNY - YOUSSEF MOHAMED KAMEL

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INDEX

- MSSA constitution ------------------------------------------------------------------- 4

- MSSA bylaws

Chapter 1: general regulations ------------------------------------------------------ 7

Chapter 2: Membership ---------------------------------------------------------------- 11

Chapter 3: General Assembly -------------------------------------------------------- 17

Chapter 4: Executive Board meetings --------------------------------------------- 24

Chapter 5: Committees meeting ----------------------------------------------------- 24

Chapter 6: Task Force meetings ----------------------------------------------------- 24

Chapter 7: Election ---------------------------------------------------------------------- 25

Chapter 8: Task force ------------------------------------------------------------------- 28

Chapter 9: Team of Officials ----------------------------------------------------------- 29

Chapter 10: Standing Committee ----------------------------------------------------- 32

Chapter 11: Finances -------------------------------------------------------------------- 33

Chapter 12: Amendments to constitution and bylaws --------------------------- 36

Chapter 13: External relations --------------------------------------------------------- 37

Chapter 14: Counseling Commission ------------------------------------------------ 38

Chapter 15: Honorary Memberships ------------------------------------------------- 39

Chapter 16: The Exchange ------------------------------------------------------------- 40

Chapter 17: Alumni Club ---------------------------------------------------------------- 44

- Annexes ---------------------------------------------------------------------------------- 45

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MSSA Constitution

1 Name/Seat 1.1 The official name is (Mansoura Students' Scientific Association).

1.2 M.S.S.A is the official abbreviation.

1.3 The association is established in Mansoura Faculty of Medicine, Mansoura, Egypt.

2 Nature 2.1 MSSA is an independent association that represents students of Mansoura Faculty of

Medicine, established under patronage of Mansoura faculty of Medicine Dean.

2.2 MSSA supervisor shall be Mansoura faculty of Medicine Dean, one of his vices or a faculty

professor assigned by the faculty administration.

3 Principle 3.1 The association pursues its aims without political, religious, social, racial, sexual or any other

discrimination.

3.2 The association respects the autonomy of its members.

4 Objectives 4.1 The goal of MSSA is to serve the society and medical students in Mansoura and all over the

world through:

4.1.1 Increasing medical students‟ skills and professional experience.

4.1.2 Increasing medical students‟ awareness about their role in the society.

4.1.3 Increasing medical students‟ awareness about their role in decision making inside the faculty

and the community.

4.1.4 Empowering medical students in using their knowledge and capacities for the benefit of the

Society.

4.1.5 Promoting and facilitating professional and scientific exchange as well as projects and

extracurricular trainings for medical students; thereby sensitizing them to other cultures and

society with their health problems.

5 Members 5.1 MSSA membership is open to all medical students of Mansoura University

5.2 MSSA composed of registered members (users), MSSA candidate members, MSSA associate

members and MSSA active members.

5.3 Registration fee for MSSA members has to be decided annually by the 1st MSSA General

Assembly (GA).

5.4 All types of members will be discussed in bylaws.

6 General assembly 6.1 Composed of all active members and some of MSSA associate members.

6.2 It is the highest authority and decision making body of MSSA.

6.3 Each of President, Sec. gen. &Treasurer, Vice President, Exchange Officer and the PR

director has one vote. 6.4 Voting right inside the GA is done through official MSSA voting cards.

6.5 The quantum of ordinary GA is two thirds majority of the valid (not suspended or OS) voting rights;

must be present.

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6.6 The necessity of Extraordinary GA needs the approval of two thirds majority of valid voting rights on

the MSSA general mailing list (GML).

7 Executive Board (EB): 7.1 The association shall be managed by the EB.

7.2 EB is elected in the last MSSA GA.

7.3 EB is composed of President, Vice President for Internal Affair, Vice President for External

Affairs, Treasurer, Exchange Officer & Public Relation director.

7.4 Team of officials (TO) is composed of the Executive Board (EB), Head of committees and

supportive divisions' directors.

7.5 Any TO member can delegate one of his tasks to another active member but this task will

remain the responsibility of the TO member in front of the GA.

7.6

7.6.1

7.6.2

7.6.3

7.6.4

An TO member will cease to hold office by:

A written resignation or on GML.

His death.

Removal from office by court in case, provided for, in law.

Removal from office by a decision of GA (firing), but in case of suspension by GA, the

EB member only loses his VR inside the GAs, EB meetings and committee meetings.

8 Supportive Division: 8.1 To support MSSA activities as referred in MSSA bylaws.

8.2 It is elected by MSSA GA.

9 Finance: 9.1 MSSA income composed of MSSA registration fees, income from MSSA projects and

activities, sponsorships, grants and other contributions.

9.2 MSSA registration fees shall be fixed annually by the 1st MSSA GA.

9.3 All MSSA finance and transferees will be run through a recognized MSSA Sec. gen. &

Treasurer bank account approved by the GA.

9.4 Sec. gen. & Treasurer and president are responsible for dealing with bank official papers and

signatures.

10 Amendment to Constitution: 10.1 Should be presented by a procedural motion and approved by three fourth majority in the GA.

11 Bylaws: 11.1 Regulate matters not described in constitution.

11.2 It has to be complying with constitution.

11.3 Amendments and changes to bylaws have to be decided in MSSA GAs by procedural

motions.

12 Dissolution 12.1 MSSA dissolution shall be decided by GA by three quarter majority of all Maintained active

members & Each one of them will carry an individual vote.

12.2 A proposal for dissolution shall be send to all members one month before the GA.

12.3 Any fund remaining at dissolution will be spent according to objectives of the federation to

an institution of general benefit.

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1. General regulations

1.1 Name of organization:

1.1.1 The official name is (Mansoura Students' Scientific Association).

1.1.2 Official translation. (الجمعية العلمية لطالب طة المنصورة)

1.1.3 M.S.S.A. is the official abbreviation.

1.2 Language:

1.2.1 English is MSSA official language for reports, proposals, plan of action and IFMSA work.

1.2.2 Arabic is the official language for external official approvals for local and national levels.

1.3 Status:

1.3.1 MSSA is a nonprofit organization.

1.3.2 MSSA takes its official coverage through Mansoura Faculty of Medicine Dean.

1.4 Mission Statement

1.4.1 MSSA mission is to offer future physicians better opportunities to develop medical,

nonmedical skills, student attitude performance towards community and public health issues.

1.5 Constitution and bylaws:

1.5.5 MSSA shall be governed by its constitution and bylaws.

1.5.2 The bylaws regulate the practical internal management of MSSA

1.5.3 "He" in bylaws or constitution refers to "He or She".

1.6 Logo:

1.6.1 Official MSSA logo is MSSA letters bounded from above by the upper part of IFMSA logo

and from below by a part of IFMSA-Egypt logo & MSSA full name in Arabic or in English,,

vertical or horizontal

1.6.2 Only official MSSA logo can be used; no other additions are allowed.

1.6.3 Changing MSSA logo requires a procedural motion.

1.7 Stamp:

1.7.1 All MSSA official papers must be stamped by MSSA stamp.

1.7.2 Only the EB members shall use MSSA stamp upon their signatures.

1.8 Publications:

1.8.1 Any MSSA publications, booklets, Magazines should be revised and approved by the

president, Vice President "minimum one of them" after sending to MSSA GML.

1.9 MSSA general mailing list (G.M.L.):

1.9.1 Definition: (mssa-eg) is a yahoo group created and modulated to facilitate the

communications between MSSA members and follow up the running activities.

1.9.2 Name mssa-eg@yahoogroups.com

1.9.3

1.9.3.1

1.9.3.2

Language:

English is the official language.

All writing on MSSA GML must be in pure English language with pure English letters with

the most accurate spellings, or (in inevitable situations, clarifications, greetings, ….etc) a pure

Arabic Language with pure Arabic Letters, informal Arabic may be accepted.

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1.9.4

1.9.4.1

1.9.4.2

Membership criteria:

Members should be at least an associate member & recommended by 3 EB members

including the president.

All MSSA active members.

1.9.5

1.9.5.1

1.9.5.2

1.9.5.3

Topics for discussion:

Only topics related to MSSA activities.

Mail should contain name of sender clearly, title referred to the mail topic, his first, last name

and his post (if any).

No reply except to the related topics.

1.9.6

1.9.6.1

1.9.6.2

1.9.6.3

1.9.6.4

1.9.6.5

Misuse:

Any point contradict the points 1.9.3 and 1.9.5.

Anything not related to MSSA activities.

Any mail causing personal insult to any MSSA member directly.

Send any offense mails to MSSA GML.

Re-open a debate/discussion on a closed topic by the president.

1.9.7

1.9.7.1

1.9.7.2

1.9.7.3

1.9.7.4

Moderation:

Group owner shall be MSSA president

Group moderator has all privileges except deleting the group & shall be MSSA Vice

President.

Moderator carries all the moderation activity without interference from the owner.

Owner carries the tasks of moderation in case of:

- Moderator official apology.

- Moderator commits a server misuse.

- Miscarries his task (and the owner has to clarify the miscarriage and act should be

adopted by procedural motion).

- When he takes any punishment like suspension or when he is under investigation after

a problem.

1.9.8

1.9.8.1

1.9.8.2

1.9.8.3

Punishment:

Active& associate members misuse

- 1st time misuse: official blaming email by the moderator to server and he has to send an

apology on the GML.

- 2nd

time misuse: moderation for one month and apology.

- 3rd

time misuse: removal from the group and to be added again: should follow rules of

acceptance again.

- 4th

time misuse: permanent removal (banned) but he is not fired.

Moderator :

- 1st time misuse: moderated & send an apology.

- 2nd

time misuse: removal from moderator, moderation for one month and an apology.

- 3rd

time misuse: removal from the group and to be added again: should follow rules of

acceptance again.

- 4th

time misuse: permanent removal (banned) but he is not fired.

Owner:

- 1st time: apology.

- 2nd

time: removal from owner by a procedural motion.

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1.9.8.4

1.9.8.5

1.9.8.6

All these types of misuse are not including the Spam mails and viruses sent out of member

control.

In case of such spam mails, the mail will be directly moderated once discovered.

Fired or resigned (from MSSA as a whole) members are deleted from MSSA groups.

1.10 MSSA EB yahoo group :

1.10.1 Group named Eb-mssa@yahoogroups.com

1.10.2 Group made to discuss the external MSSA relations and manage the internal and external

MSSA conflicts.

1.10.3 A Carbon copy CC from important email concern all MSSA members should be sent to

MSSA GML after president approval.

1.10.4 All financial reports shall be submitted to the group files with all important MSSA documents

"constitution, bylaws, task force results, etc…"

1.10.5 Post to the group shall be opened for all MSSA members.

1.10.6 Membership restricted for the current EB members and supervising council "if present"

1.10.7 MSSA president shall be the moderator.

1.11 Other MSSA internet groups & pages:

1.11.1 Any other committee & TO yahoo groups, Facebook pages & groups OR any other internet

groups & pages have to be adopted by a procedural motion in GA to take its official form;

otherwise discussions, tasks & actions upon which won‟t be considered related to MSSA.

1.11.2 Regulations for such pages & groups shall be settled clearly together with owners &

moderators specifications, in the adopted procedural motion.

1.11.3 MSSA president has to be the owner of any of these extra groups & pages.

1.11.4 MSSA New Members Yahoo Group is a mailing group that shall be open to all MSSA new

members. It shall only include announcements and Emails necessary for members‟

recruitment for MSSA Projects and events.

1.12 MSSA office:

1.12.1 Official working hours are from 12 pm to 3 pm.

1.12.2 Keys of the office should be with team of officials‟ members.

1.12.3 No one shall make copies of the key without permission from the president, Sec Gen &

Treasurer and VP.

1.12.4 MSSA office is for work! And it reflects MSSA image.

1.12.5 EB, officials and Secretary Board director shall have the right to stop any activity that

doesn‟t relate to work. “Noise, fights…”

1.12.6 Office should be cleaned at least once per week; all members shall share in that.

1.12.7 MSSA logo should be hanged on the wall.

1.12.8 Meetings should be requested from the Secretary board at least 3 days ahead and should be

sent on official yahoo group.

1.12.9 All announcements shall be put on the announcements stand.

1.12.10 No posters or announcements can be hanged anywhere in MSSA office or outside without

approval from head of Secretary Board.

1.12.11 Smoking is by anyhow prohibited at MSSA office and MSSA exterior essentials “stairs,

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corridor and bathroom”.

1.12.12 Secretary Board director has to send weekly calendar of meetings one day before beginning

of the week.

1.12.13 No smoking" poster must be in a clear visible place inside and outside MSSA office.

1.12.14 MSSA office-by anyhow- has not to be left open without the presence of at least a member

of the Team of officials or the secretary board and that member will be responsible for

MSSA properties.

1.12.15 Office key will be withdrawn from any member who misuses the room through any point

contradicting the former office points.

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2. Membership

2.1 MSSA membership "MSSA users"

2.1.1 MSSA membership (MSSA users) obtained through MSSA registration fee paid each

school year.

2.1.2 MSSA membership registration is refreshed annually for all kind of memberships

&positions.

2.1.3 MSSA registration and refreshment fees are to be determined each year by the first MSSA

GA.

2.2 MSSA Candidate members

2.2.1 MSSA candidate members are MSSA users who show interest to join MSSA structure and

activities by attending at least 2 meetings and share in a project.

2.2.2 MSSA candidate member has to pass through an interview held at least two times annually

to accept the candidate members to be associate members.

2.2.3 Candidate members should fill an Application Form showing their interest and why they

want to join MSSA.

2.2.4 MSSA Board is responsible to select the interviewers. The interviewers shall be three

members.

2.2.5 The candidate member has no right to join MSSA GML. Yet, he can be added to MSSA

new members „group to follow the activities.

2.2.6 The candidate member has the right to attend committees' meetings.

2.2.7 The candidate member has no right to attend MSSA GAs and if interested, they have to

attend as observers and to be approved by three TO members; at least two are EB.

2.2.8 Associate Application Form has to be determined at the beginning of every year by the

board.

2.2.9 A candidate member has the right to apply to attend MSSA in national GAs and meetings.

2.3 MSSA associate members

2.3.1 MSSA associate members are the members who passed 60% of MSSA candidate interview

& Associate application form in the annex. It has to be adopted by the board.

2.3.2 MSSA associate members have the right to be in MSSA GML, IFMSA-Egypt committees'

mailing lists after recommendation of three EB members including the president

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2.3.3 MSSA associate members have the right to attend MSSA GAs

2.3.4 MSSA associate members have the right to attend IFMSA-Egypt GAs, official meetings or

events after approval of three EB.

2.3.5 MSSA board has the right to accept a limited number of associate members per year

according to MSSA capacity.

2.3.6 Associate membership has to be adopted by the board after reaching 60% as shown in the

annex.

2.3.7 MSSA GA has the right to remove the associate membership from any member if there is a

reasonable cause for this by procedural motion.

2.4 MSSA active members in a committee

2.4.1 MSSA active members are associate members who fulfilled the criteria of being active after passing

of 2 GAs at least from being Associate member.

2.4.2 MSSA associate members apply for active membership in a committee through filling an active

membership application form.

2.4.3 Active membership AF present in the annex file in the bylaws should be filled by every associate

member has to get at least 50 points during a period of one year preceding to the application only to

be passed to active member.

2.4.4 Active membership has to be adopted by the board by simple majority.

2.4.4.1 In case of an active member who doesn't fulfill the criteria in the preceding year to maintain the

active membership or doesn't apply for, his/her membership will be changed automatically to be an

associate member after adoption of the board, till he/she fulfill the criteria at any time of the year.

2.4.5 Active Membership with voting power:

2.4.5.1

Members will be getting voting power for the MSSA Board election through the committees quota

as the following:

a. SCOPE/SCORE: 4 votes.

b. SCOPH: 3 votes.

c. SCOME: 3 votes.

d. SCORA: 3 votes.

e. SCORP: 3 votes.

f. PR: 2 votes.

g. FR: 2 votes.

2.4.5.2

Members with the most points in each committee will gain the voting power provided that they

passed 3 GAs as active members & score at least 50 points in the pointing system.

2.4.5.3 The voting powers are determined in the pre last GA.

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2.4.5.4

Active membership AF present in the annex file in the bylaws should be filled by every active

member & has to get at least 50 points during a period of one year proceeding to the application

only to be maintained to active member.

2.4.5.5 Maintenance of active membership has to be adopted by the board.

2.5

If one or more EB members are house officers, they will remain in their post in the EB till

end of the year immediately following the graduation day

2.6 Punishment

2.6.1 Any member shall be suspended by the GA by procedural motion in case of any of the

following conditions:

1. Causes direct harm to one of current MSSA activity.

2. Causes direct harm to MSSA reputation.

3. Makes external connections without referring to the official MSSA channels.

4. Absent in 4 successive meetings of his committee meetings without an Offline Status.

5. Not sharing in 3 successive projects inside the committee without an offline status.

6. Not sharing in 3 successive MSSA GAs regardless the offline status.

7. Not sharing in 2 successive TOM with no excuse.

2.6.2 The GA has the right to detect the duration of suspension according to the degree of

mistake.

2.6.3 If the suspension was for the previous (2.6.1.4, 2.6.1.5, 2.6.1.6, 2.6.1.7) items; the member:

- Lose the voting right (if any).

- Will be put under moderation.

- Will not be withdrawn from the suspension except if he is back to work with

attending 2 successive meetings, or participated actively in 2 successive projects for the

committee, 1 GA attended or 2 TOM; according to the cause of suspension

respectively.

2.6.4 If the suspension was for the previous (2.6.1.1, 2.6.1.2, 2.6.1.3) items; the member:

- Lose the voting right (if any).

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- Will be put under moderation.

- Is not allowed to use MSSA office or exterior essentials.

- Is not allowed to share in MSSA projects.

- Is not allowed to share in national meetings, events or activities unless he has a

previous national task.

2.6.5 MSSA GA is the only authority to fire any member outside MSSA with procedural motion

is case:

1. Commits a criminal offense.

2. Commits a social or moral offense during MSSA activities.

3. Commits an action that harms MSSA existence internally or externally.

2.6.6 MSSA GA has the right to withdraw the membership level of any member to the preceding

level if has been suspended more than 3 times within the same MSSA year by a procedural

motion.

2.6.7 Any member who misdeal with another member either in his committee or another one and

cause his hurt in the presence of two other members as witnesses, this member must

undergo punishment which will be one or more or all of the coming:

1. Official apology on MSSA server and first coming GA.

2. Put under evaluation for one month.

3. Suspension from activities for one month (differ according to the degree of his mistake)

2.6.8 In case of any of the executive board members didn‟t share in MSSA activities according

to his plan of action and without an O.S. for two months or more; he has to be punished as

follows:

1. First time; official blaming in the first upcoming G.A.

2. Second time or continuing absence for two weeks after the blaming: The member loses

his post in MSSA E.B. and return back as a member according to his membership

status, by a procedural motion.

2.7 Resignation

2.7.1 Associate and active members are considered resigned after applying a written resignation

on MSSA GML or in hard copy delivered to president or Vice President including the

reason for resignation.

2.7.2 Resignation can be withdrawn by the resigned member within three days from its

application during this period the resigned member can return back to MSSA directly to the

same position he had, but once acceptance occurred after this period by the EB (acceptance

should be in the form of EB decision by simple majority) he can't return except with certain

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procedural "see below"

2.7.3 The member‟s resignation should be announced for in the first upcoming GA and to be

adopted by a simple motion.

2.7.4 In case of resignation, the resigned member lose his post and responsibilities & VR (if any)

he had before the resignation.

2.7.5 The resigned member should make hand over to MSSA president, treasurer and the head of

committee/SD before he leaves MSSA.

2.7.6 In case he didn't make complete hand over; the EB has the full right to take an official

action with him through the faculty authority, and he won't be able to rejoin MSSA again

for his life.

2.7.7 In case the resigned member (from MSSA as a whole) wants to rejoin MSSA again he has

to pass through the consequence of new candidate members

2.7.8 In case the resigned member (from MSSA as a whole) causes any harm to MSSA before

leaving either internally or externally. And if he passes the candidature interview of new

candidate members a task force shall be established by the EB to investigate with him

before being an associate member again. The task force will contain 3 EB members, and

will deliver its recommendation to the GA to accept the associate membership with simple

majority.

2.7.9 In case of resignation of any member from his/her post only, he/she has the right to return

back to the committee of his/her interest with the preceding level of membership before

his/her post, by a simple motion.

2.7.10 For a coordinator to resign from a project he shall only send a resignation to the head of the

committee and the president

2.7.11 For any member working on a task in any project or event to resign he shall only send a

resignation to the project coordinator, the head of committee and the president.

2.8 Offline Status: (OS)

2.8.1 Done & withdrawn by email to MSSA GML sent by the member himself (Any other way is

not accepted) and has to include the following: The reason for the OS, person in charge of

his activities and the proposed duration.

2.8.2 If a member is in OS is coordinating a project it will be assigned to another active member

& he will retain the project coordinating immediately after the end of his OS.

2.8.3 OS member has no vote (if any) in the GA.

2.8.4 If he is attending any meeting, his name is written and between brackets (OS)

2.8.5 OS is optional before exams and he loses his voting power.

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2.8.6 During the OS period, any activity/meeting attended by the member is NOT counted for

him/her in the evaluation system and NOT to assign a task for him during which.

2.8.7 Any OS more than two weeks, has to be accepted by the E.B. & the duration has to be set

clear by the proposer and accepted by the E.B.

2.8.8 Maximum OS is three continuous months during exams and 4 months per year as a whole.

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3. General Assembly

3.1 General rules

3.1.1 Quorum of the GA is two thirds majority of voting power including the President, VPI or

VPE

3.1.2 Language for papers & documented issues is English.

3.1.3 Chairperson is responsible of conducting the procedurals of the meeting.

3.1.4 Smoking is prohibited during the GA.

3.2 Attendance

3.2.1 Participants are EB members, TO members, Active Members, associate members, Alumni,

Supervising council and honorary members, while Candidate after approval Of 3 TO

Members 2 of which must be in the EB.

3.2.2 Any participant has the right to share in speakers‟ lists except the observers "after the

approval of chairperson" with Priorities To Board And Active Member.

3.2.3 Observer is anyone other than the past mentioned in (3.2.1) even not a medical student, but

this should be accepted by the chairperson (After Approval Of 3 EB Members).

3.2.4 Observer can't participate in the speakers' lists, they can only pass a paper of comments to

the chair.

3.2.5 Points 3.2.1, 3.2.2, 3.2.3 must be printed and distributed before any GA and hanged in

MSSA office

3.3 Announcement & timing

3.3.1 4 GAs Must be held by MSSA EB and the timing is as the following:

a. Preliminary plans GA; in the first 2 weeks of Oct.

b. Midyear GA; in the last 2 weeks of Feb.

c. Pre-Last GA; in the first 2 weeks of August.

d. election GA; in the first 2 weeks of Sept.

3.3.2 Timing to be announced by the president or any of the VPs 10 days before the GA after

taking the approval of half of EB including at least one of the president, VPE and VPI

together with asking for the following reports & minutes mentioned in point 3.4.1

3.3.3 The only official way of announcement is through MSSA GML

3.3.4 In case of delay any EB member more than 30 min (from the beginning of the GA) without

accepted official excuse by the half of the EB with Voting Power "related to MSSA

activity" the voting power for this EB member will be lost during this GA.

3.4 Reports

3.4.1 The following reports should be submitted to MSSA GML two days in Advance to the GA

a) Committees and supportive divisions‟ reports for past activities "since last

GA"

b) Exchange report “since last GA”

c) Any general event or project in the past period "since last GA"

d) Financial reports for the past period "since last GA"

e) VP and PR director Reports

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f) Any reports that president, Sec.Gen.&Treasurer and VP ask for 6 days before

the GA

g) Last GA minutes.

h) Latest E.B. Decisions.

i) MSSA national and international representations.

j) Membership status updates.

3.4.2 All of these reports should be printed by the S.B director to be available as hard copy in the

GA

3.4.3 Any delay above the mentioned period "2 days prior to GA", (without an excuse accepted

by 3 board members including the Chair of the GA) the EB member will automatically lose

his/her VR in that GA.

3.4.4

In case of absence of report at the time of GA , the TO member will automatically lose

his/her VR & will be an observer in the GA.

3.4.5

Any TO member that won't send his report for 2 GAs will be removed from his post by a

procedural motion.

3.5 Agenda

3.5.1 President is responsible for preparing the agenda

3.5.2 Preliminary agenda should be sent 4 days before the meeting

3.5.3 Any active member has the right to inform the President(2 days prior to the GA) about his

desire to add any point to the agenda

3.5.4 Final Agenda have to be sent by the President to MSSA GML 24 hours before the GA

3.5.5 The following points should be included in the agenda:

a. Opening of the meeting

b. Participant list and membership status

c. Review voting power

d. announcing of the CCC.

e. Plenary one (MSSA past activities & documentation)

Alumni club updates (if any)

Committee reports

exchange report

Financial report

Last GA minutes

MSSA representation at national and international levels

PR Director Report

Presentation of EB meetings decisions (if any)

Supportive division reports (if required)

Task force reports (if any)

f. Plenary two (upcoming MSSA activities)

g. Any other business

h. Closure of the meeting

3.5.6 Any other business is opened for all before the agenda deadline 2 days prior to GA,

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after this, 2 points only is accepted to be added to any other business, in case of

More than 2, a simple motion detects the most important 2 points for discussion.

3.6 Procedurals at the meeting

3.6.1 Panels consist of (chairperson and reporter)

3.6.2 MSSA president is the chairperson and the VPI, VPE are vice chairs respectively.

3.6.3 In case of absence of the chairperson at the beginning of the meeting or at the beginning of

any plenary the vice chair will take the chair.

3.6.4 In case of absence of both the treasurer will take the chair.

3.6.5 In case of absence of three the GA is cancelled

3.6.6 The GA can delegate the chairperson of the meeting to any one of EB members by a

procedural motion.

3.6.7 The vice chair will take the chair in the following cases

a) Upon request from the president

b) When the president voting power is removed by procedural motion of no confidence.

3.7 Constitution Credential Committee

3.7.1 The CCC consist of (president "without delegation" , Sec Gen & treasurer "without

delegation", one of EX-EB member " if present("

3.7.2 They are advisory and reference body for all issues related to interpretation of the

constitution & the bylaws.

3.7.3 Review the member voting right and present it to the GA

3.8 Voting right

3.8.1 Voting right inside the GA :

a. President

b. VPI

c. VPE

d. Treasurer

e. Exchange

f. PR director

3.8.2 EB members can't give their voting cards to any members attending the GA.

3.8.3 Rolling cards done at the beginning of the meeting and each plenary.

3.8.4 Anyone leave the voting card should inform the chairperson.

3.8.5 Voting cards are not allowed to leave the room.

3.8.6 Valid voting right in which the member not suspended, OS.

3.9 Motion and Debate

3.9.1 President, VPI, VPE, Treasurer, LEO, PR director and heads of committees who aren't

suspended or OS can propose a motion.

3.9.2 A written motion must be tabled and given to the chair before debate is undertaken on a

subject

3.9.3 All motions or alternative motions will be evaluated by the chairperson to ensure that the

motions do not contradict the constitution or Bylaws. If any contradiction is found, the

motion will fail immediately.

3.9.4 The chair shall decide when a tabled motion will be discussed. The chair shall conduct the

debate and decide upon the limitation of the discussion.

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3.9.5 When a relevant motion is tabled, the chair shall read the motion.

The proposer may briefly explain the purpose of the motion.

3.9.6 All motions, including the alternative motions, need a seconder. Only the EB who has

voting card other than the proposer can second a motion. If no seconder is specified in the

motion, the chair shall ask for a seconder after the proposer explained the motion. If there is

no seconder, the motion fails immediately

3.9.7 The chair shall ask if there are any questions to the proposer.

If there are questions, the chair shall make a speakers' list and the discussion on the motion

shall be opened.

The proposer of the motion shall have the right to speak last before the closure of the

discussion.

3.9.8 During the debate the speakers shall address the chair.

The chair shall decide when a speaker gets the floor.

3.9.9 A motion or an alternative motion can only be withdrawn with the consent of both the

proposer and the seconder.

If only the proposer withdraws, the seconder automatically becomes proposer of the motion

and another seconder needs to be found.

In case that the proposer and the seconder withdraw at the same time the motion or the

alternative motion fails immediately.

In case the proposer withdraws before a seconder is found, then the motion or the alternative

motion fails. From the time a seconder is found for an alternative motion the alternative

motion stands even in the case of the original motion is withdrawn.

After the discussion has been closed and the chair has announced to proceed to the vote, a

motion can no longer be withdrawn

3.9.10 After the discussion is closed, the chair shall ask for amendments.

In the case an amendment is proposed, the proposers of the amendment may briefly explain

the amendment

a) After this, the proposer of the original motion shall be asked if he accepts the

amendment. If the proposer of the original motion accepts the amendment, it shall be

incorporated in the original motion. If the proposer of the original motion does not

accept the amendment, the amendment shall automatically become an alternative

motion and the seconder for this alternative motion is required. From the time a

seconder is found the alternative motion stands even in the case the original motion is

withdrawn.

b) In the case the proposer of the original motion accepts the amendment; the seconder of

the original motion shall be asked if he accepts the amendment. If he doesn't accept the

amendment, a new seconder has to be found.

c) After this the chair shall ask if there are questions. If there are questions, the chair shall

make a speakers' list and the discussion on the amended motion shall be opened. The

proposer of the original motion shall have the right to speak last before the closure of

the debate

3.9.11 In the event of no further amendments, the chairperson shall call for any direct negative to

the motion. Should no attendant has voting card give direct negative to the motion, the

motion passes nemo contra without further debate

3.9.12 If there is direct negative, the chairperson shall call for alternative motion.

The proposer of such an alternative motion shall speak before any discussion may begin.

An alternative motion needs a seconder.

3.9.13 After closure of the debate, no withdrawal of motions is acceptable.

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3.9.14 The chair person shall call the meeting to vote on the motion and the alternative motion.

3.9.15 A motion passes if:

a) No attendant has voting right gives a direct negative to the motion.

b) It reaches absolute majority (50% + 1) of votes in case of simple motion or two third

majority on case of procedural motion.

c) It reaches a relative majority (in favour more than against) of votes in case there is an

alternative motion.

d) If result of the vote is a draw and vote of the president is with the motion

3.9.16 In the event of the motion or alternative motion being carried, it shall be put into effect

immediately after end of the meeting.

3.9.17 If a motion has not been seconded or has been defeated after voting, it shall not be

reintroduced unless there is a procedural motion" the debate on a motion to be reopened''

3.9.18 Debate can't be on more than one motion, as motion number two should be introduced after

end of voting on motion number one and so on

3.10 Point of order

3.10.1 Point of order shall be concerned with the enforcement of interpretations of the constitution,

Bylaws and policy statements of MSSA.

3.10.2 A point of order shall precedence over all other terms of address to the chair and shall

require the chair immediately to allow the attendant make his point of order.

3.10.3 In the event on any attendant using the point of order to make statements which are not

directly related to the defined concern, he shall be called to order by the chairperson.

3.10.4 In the event of an attendant being so warned on three occasions during the meeting he shall

personally lose the right to use the point of order for the rest of the meeting.

3.11 Point of information

3.11.1 A point of information TO somebody shall be a brief fact that is of value and relevance at

this moment to the current speaker or to the meeting a whole. It can in no case be used to

express personal point of view.

3.11.2 A point of information FROM somebody serves to put a brief question to the current

speaker or the meeting at large, which is relevant to the particular debate.

3.11.3 When a point of information is indicated to the chairperson while a speaker is speaking, the

chairperson will ask the speaker whether he will accept the point of information. In the

event of the speaker refusing it, the chairperson must make as soon as the speaker has

finished.

3.11.4 In the event of any attendant using point of information to make statements that are not

directly related to the defined concern of it, he shall be called to order by the chairperson. In

the event of attendant being so warned on three occasions during a meeting he shall

personally lose the right to use the point of information for the rest of the meeting.

3.12 Procedural motion

3.12.1 A procedural motion shall take precedence over all terms of address to the chair apart from

points of order, but shall not carry the right of interrupting the current speaker or a voting

procedure.

3.12.2 A procedural motion can be submitted at any time during a session. In the event of a

procedural motion being proposed, the chairperson shall after a brief introduction

by the proposer ask for a seconder. If the motion is seconded, the chairperson shall

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immediately put the procedural motion on a vote.

3.12.3 All procedural motions require a two-third majority

3.12.4 In the event of a procedural motion being carried it shall be put into effect immediately.

3.12.5 The following motions shall constitute procedural motions:

a) To change the agenda.

b) The meeting to be adjourned.

c) The meeting to proceed immediately to a vote.

d) The meeting to proceed to the next business.

e) Consideration of present motion to be postponed.

f) The debate on a motion to be reopened.

g) The speakers' list to be reopened.

h) To suspend a bylaw until the end of the meeting or until it be assumed by the general

assembly.

i) To resume a bylaw that has been suspended.

j) Overrule the decision of the chairperson.

k) Making voting by ballot on any subject.

l) Change point in constitution or bylaws.

m) Change MSSA logo.

n) change ownership from the president to the server moderator.

o) To allow attendance of observer against chairperson well.

p) To establish a new committee/SD.

q) To suspend or to fire a member.

r) Any committee & TOM yahoo groups, Facebook pages & groups OR any other internet

groups & pages to be established.

s) To remove associate membership from any member if there is a reasonable cause for

this.

t) To change points in the non adopted preliminary budget not approved by the board.

u) Any exceeding expenses that the preliminary budget more than 500 l.e limits including

the treasurer vote is WITH.

v) Reserve fund to be released.

w) The GA can delegate the chairperson of the meeting to any one of EB members.

x) In case of no confidence in the president.

y) The EB member to lose his post in MSSA E.B. and return back as a member according

to his membership status.

z) MSSA GA to withdraw the membership level of any member to the preceding level if

has been suspended more than 3 times within the same MSSA year by a procedural

motion.

3.13 Minutes

3.13.1 Minutes have to be taken during all the sessions.

Minutes should contain:

a) Name, date and venue of the session

b) Time of opening, breaks and closure of the session.

c) The names of the attendants

d) Reviewing of the voting rights in the meeting.

e) The items of the agenda.

f) Name of the speakers

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g) All motions and amendments, including the number, the name of the

proposer and seconder and the full text

h) All decisions

i) The results of the voting and elections.

j) The most important points of discussions.

3.13.2 If possible, the sessions have to be recorded on cassette tape or other audiovisual recording

format .

3.13.3 The VPI is responsible for the production of the minutes and sending it on MSSA GML 2

weeks after the GA but in case of his/her absence the chairperson will handle this to another

person/s.

3.13.4 In case of delay in sending the minutes on MSSA GML for more than 2 weeks after its GA

without an acceptable excuse by 3 EB members, VPI loses his voting right till he sends it.

3.14 Extra ordinary GA

3.14.1 Shall be held in case of emergency needs decisions done by the GA.

3.14.2 It should be announced on MSSA yahoo group at least 24 hours before the meeting.

3.14.3 It needs confirmation from two thirds majority in order to be done.

3.14.4 Quorum is two thirds majority like the ordinary GA.

3.14.5 It is done to discuss specific point/s and don't follow the criteria of the agenda in ordinary

meetings.

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4. EB Meeting.

4.1 EB Meetings held to run MSSA activities in case of absence of GA.

4.2 EB Meetings held to set up MSSA policy internally and externally and regulate work

between committees.

4.3 EB Meeting is restricted for EB members and any observer should be approved by simple

majority vote.

4.4 The EB shall take decisions as GA except:

a) Firing a member outside MSSA.

b) Any decisions related to Finance.

c) Change constitution or bylaws or withhold bylaw.

5. Committees meetings

5.1 Shall follow the criteria of GA

5.2 Any changes in Committees meetings regulation shall be approved by the GA

6.Task Force Meetings.

6.1 The task force members shall put the criteria of their meetings and inform the EB about it

according to the situation they investigate in.

6.2 No one can attend task force meeting even from the EB except after approval of task force

and according to the criteria set by the task force members.

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7. Election

General rules

7.1

Elections‟ GA is the last GA in MSSA working year. 7.1.1

Election for MSSA team of officials shall be opened by motion in pre last MSSA GA. 7.1.2

Application shall be closed 2 days before election time 7.1.3

Application should include CV, Motivation and plan of action 7.1.4

Previous TO will automatically lose their Authorities at Sept. 30th of the year of the new

TO elections GA and have to do a complete handover with a max period 2 weeks from the

new TO elections GA.

7.1.5

During the elections procedures the voting right will be as follows:

7.1.6

The board members (President, VPI, VPE, Treasurer, LEO & PR director) have 6 votes;

each one has one vote and all votes are equal.

7.1.6.1

each Head of a standing Committee (LOME, LPO, LORA, LORP) has one voting power. 7.1.6.2

Members who follow the active membership with voting power criteria (i.e. members who

follow point 2.4.5). Reviewed in the pre-last MSSA GA.

7.1.6.3

Each candidate must give a presentation in the elections GA before the process of elections

(or find a substitute in case of absence with giving accepted reason) in the following order:

supportive divisions' directors, heads of committees, PR director, LEO, Treasurer, VPE,

VPI and lastly the president.

7.1.7

MSSA general election must be on election GA not online 7.1.8

No one has the right to apply for more than one post in the same election 7.1.9

Must be done before the end of September every year. 7.1.10

Agenda of the elections‟ GA shall include committees and SDs annual reports, annual PR

Director Report, annual exchange report, annual financial report and MSSA final annual

report

7.1.11

In case of absence of any of the previously mentioned reports in point 7.1.11, that member

of the TO will lose his vote during the elections (if any) and his application is invalid (if he

is candidate for any post)

7.1.12

A neutral committee or the counseling commission (if present) will carry on the process of

election.

7.1.13

The neutral committee is maximally composed of three members. 7.1.13.1

Determined by the E.B. after a call sent one week before the election. 7.1.13.2

Applicants should be with a membership status “ACTIVE” or an Alumni. 7.1.13.3

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During MSSA election procedures in the GA 7.2

The team of officials candidates start to present their plans of actions and CVs in the

previously mentioned order i9n point 7.1.7

7.2.1

Members with valid voting rights 7.1.6 start to vote on all the applicants. 7.2.2

Each candidate must pass the Absolute majority (50% +1) vote if he is running alone or

relative majority(in favor more than against) in the second round if he is running with

another candidate to be assigned officially for this post.

7.2.3

Criteria for applicants 7.3

EB members: 7.3.1

President

a) Member in MSSA for 4 years

b) Shared in 15 MSSA projects

c) Coordinator of 4 MSSA projects

d) Attended 8 MSSA GAs (50 % of previous year GAs)

e) Attended 5 IFMSA-Egypt GAs including plenaries.

f) At least shared at one project in each committee.

His\her membership status in previous year is maintained active.

7.3.1.1

Vice president for internal affairs

- Member in MSSA 3 years ago.

- Shared in 10 MSSA projects.

- Coordinator of 2 MSSA projects.

-Attended 5 MSSA GAs (50 % of the previous year GAs)

- Attended 4 IFMSA-Egypt GAs. ( Including at least one of the previous year‟s national GA)

- At least shared at one project in each committee.

- His\her membership status in previous year is active.

7.3.1.2

Vice president for external affairs

- Member in MSSA 3 years ago.

- Shared in 10 MSSA projects.

- Coordinator of 2 MSSA projects.

-Attended 5 MSSA GAs (50 % of the previous year GAs)

- Attended 4 IFMSA-Egypt GAs. ( Including at least one of the previous year‟s national GA)

- At least shared at one project in each committee.

- His\her membership status in previous year is active.

7.3.1.3

Treasurer

a) Member in MSSA 3 year ago.

b) Shared in 10 MSSA projects.

c) Coordinator of 2 MSSA projects.

d) Attended 5 MSSA GAs (50 % of the previous year GAs)

e) Attended 3 IFMSA-Egypt GAs

f) At least shared at one project in each committee

His\her membership status in previous year is active.

7.3.1.4

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Exchange Officer

a) Member in MSSA 3 years ago.

b) Shared in 10 MSSA projects.

c) Coordinator of 2 MSSA projects.

d) Attended 4 MSSA GAs (50 % of the previous year GAs).

e) Attended 3 IFMSA-Egypt Gas.

f) At least shared at one project in each committee.

g) Worked as contact person for at least 2 students.

h) Member of exchange team.

i) Attended 3 scope or score national sessions before.

His\her membership status in previous year is maintained active.

7.3.1.5

PR Director

a) Member in MSSA 3 years ago.

b) Shared in 9 MSSA projects.

c) Coordinator of 2 MSSA projects.

d) Attended 5 MSSA GAs (50 % of the previous year GAs)

e) Attended 3 IFMSA-Egypt GAs.

f) At least shared at one project in each committee.

His\her membership status in previous year is active.

7.3.1.6

Standing Committees. 7.3.2

Local officers:

a. member in MSSA 2 years

b. Shared in 10 projects 6 of them in the related committee

c. Coordinator or co-assistant of 2 projects at least one of them in the related standing

committee.

d. Attended 4 MSSA GAs (50% of the previous year GAs).

e. Attended 3 National SC related meetings.

f. Maintained active membership status in previous year.

7.3.2.1

Supportive divisions‟‟ directors 7.3.3

his\her membership status in previous year is active 7.3.3.1

In case of equalization of vote voting is repeated in the same meeting and in case of

equalization for 2nd time the following will give the advantage for applicant.

7.4

Who is prior in joining MSSA active membership with voting rights. 7.4.1

If equalized; who is senior student (6th

year is prior to 5th

). 7.4.2

If equalized ;higher student degree gives priority. 7.4.3

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8. Task force

8.1 General 8.1.1 A task force is a group of people working with a specific task for a limited period of time.

8.1.2 A task force can be formed by the general Assembly & Executive Board with assignment of its

coordinator.

8.1.3 A task force is composed of volunteers wanting to participate in the solution of the problem at

hand. External experts can be invited to participate in a task force after adoption of the

E.B.

8.1.4 Minimum number of members to participate in a task force is three.

Activities 8.2

Coordinator is responsible for creating and updating an address list of the participants. This

coordinator is responsible for internal and external communication.

8.2.1

The task force has the mandate to create and develop products, prepare proposals and give

advice on the specific issue.

8.2.2

The task force has speaking rights during General Assembly Meetings; during which it has to

present a report for the last updates.

8.2.3

Task force can't have decision but the results it reached are only recommendation and must be

approved by the GA.

8.2.4

Dissolution 8.3

The task force is dissolved when the task is completed or if no solution is found or if the task

force didn't achieve their task after a specific period requested to accomplish the

mission.

8.3.1

The task force must present a mid and a final report to the General Assembly stating all

activities and results.

8.3.2

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9. Team of Officials

9.1 MSSA Executive Board

9.1.1 MSSA EB is formed of

- MSSA President

- MSSA VPI

- MSSA VPE

- MSSA Treasurer

- MSSA LEO

- MSSA PR director

9.1.2 MSSA president

9.1.2.1 Responsible for MSSA external and internal policy

9.1.2.2 Supervising all MSSA activities

9.1.2.3 Supervising MSSA general events and is responsible to call for its‟ coordinator

9.1.2.4 Supervising executive board members, Head of committees and supportive divisions' directors

9.1.2.5 Responsible for keeping harmony among MSSA members

9.1.2.6 Responsible to represent MSSA in IFMSA-Egypt

9.1.2.7 Responsible to represent MSSA for faculty authorities and external organizations

9.1.2.8 He is chairperson for MSSA Gas.

9.1.2.9 He is the one responsible to sign President list for IFMSA, IFMSA-Egypt GAs, SCs meetings

and external events.

9.1.2.10 His vote is the dominant in case of equalization of motions and decisions except in case of

elections.

9.1.2.11 the president has the right to ask for a detailed report about any MSSA activity through an e-

mail sent to the GML, failure to deliver this report within 1 week or any of the details

requested shall automatically freeze the activity and a task force shall be opened to investigate

this behavior.

9.1.2.12 the president has the right to freeze any activity that contradicts MSSA mission, vision and

strategy after the approval of 2 other EB members and the decision has to be adopted in the

upcoming GA/EB by simple majority.

9.1.3 MSSA Vice President for Internal Affairs.

9.1.3.1 He is responsible for MSSA recruitment campaign (including MSSA 1st day and new

members interviewing) &MSSA‟s members Training needs.

9.1.3.2 He may contact internal and external organizations in coordination with MSSA president

9.1.3.3 He‟s responsible to put and execute MSSA‟s general training plans and development of

MSSA‟s manpower.

9.1.3.4 Members monitoring, evaluation & tracking.

9.1.3.5 Provides support and guidance for Projects coordinators and monitors projects execution and

quality.

9.1.3.6 Initiating and Maintaining contacts with MSSA Alumni

9.1.3.7 He is responsible for MSSA reporting, documentation and database systems (annual report,

committees‟ reports … etc.).

9.1.4 MSSA Vice President for External Affairs.

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9.1.4.1 He helps MSSA president in achievement of external policy that includes IFMSA-Egypt, The

faculty administration and external partners.

91.4.2 He is responsible to follow up on the national deadlines fulfillment yet it‟s still the

responsibility of the local officer.

9.1.4.3 He prepares the general reports and surveys required from the LC nationally along with the

president.

9.1.4.4 He provides regular updates about IFMSA-Egypt and IFMSA to the TO members.

9.1.4.5 He prepares reports that are requested by the faculty administration along with the VPI.

9.1.4.6 He is responsible to facilitate the official approvals from the faculty authorities.

9.1.5 MSSA Treasurer

9.1.5.1 He shall propose MSSA general budget for the upcoming financial year to the general

assembly

9.1.5.2 He shall be delivered a written detailed report from project co-coordinator including all project

income and expenses after approval of the head of the committee.

9.1.5.3 He has the right to follow up the financial status of any activity at any time on request.

9.1.5.4 He supervises Fundraising S.D.

9.1.6 MSSA Exchange Officer

9.1.6.1 He is in charge of all MSSA exchange activities e.g.: Incoming, outgoing Exchange programs,

Winter & Summer schools , Internships, Scholarships and any new exchange programs or

projects arise in MSSA

9.1.6.2 He is the Head of the Exchange Team and is represented in IFMSA-Egypt and the IFMSA as

the Local Exchange Officer (LEO) and the Local Officer on Research Exchange (LORE)

(LEO&LORE)

9.1.6.3 He is one of MSSA EB and represents himself with one voting right inside any MSSA EB or

GA meetings

9.1.7 PR director:

9.1.7.1 Responsible for Establishing and follow up with media partners for MSSA Activities.

9.1.7.2 Responsible for managing MSSA Accounts through Social Media websites.

9.1.7.3 Responsible for MSSA Publications and designs.

9.1.7.4 Responsible for MSSA Promotional Activities and material along with the EB.

9.2 MSSA local Officers

9.2.1 Settle plan of action of their standing committee

9.2.2 Prepare the standing committee preliminary budget

9.2.3 Recruit members to their SCs

9.2.4 Represent MSSA nationally at IFMSA-Egypt GAs and SCs meetings

9.2.5 Responsible to assign Projects coordinators in coordination with the EB members

9.2.6 Responsible to finalize SC Reports

9.2.7 Responsible to Add members to National mailing lists in coordination with EB members

9.2.8 They are responsible to put list for the attendants of national SC meeting but they need MSSA

president approval, at same time MSSA president has the right to add members to this list.

9.2.9 They have the right to add or remove projects to their plan, but after adoption of the GA

9.2.10 They have the right to decide if their committee will share in national project or not after the

approval of the EB.

9.2.11 They suggest local or national coordinators which should be approved by the EB members

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9.2.12 They suggest which member from their SC can have fund for attending their meetings.

9.3 MSSA supportive divisions

9.3.1 MSSA supportive divisions are

- Information and technology director

- Secretary board director

- fund raising director

- Training director

9.3.3 MSSA Training Director

9.3.3.1 He is responsible to organize regular trainings for MSSA members

9.3.3.2 He coordinates with EB to choose trainings topics according to MSSA needs

9.3.3.3 He is responsible to recruit MSSA members to attend these trainings

9.3.4 Information technology Director

9.3.4.1 He is responsible to initiate a team of designers and a team for the website.

9.3.4.2 The team of designers is responsible to design all MSSA electronic materials (advertising,

posters, brochures ... etc.) which should be revised and approved by the president or any of the

VPs after sending to MSSA GML.

9.3.4.3 The team of the website is responsible for monthly updates of MSSA website and to help

other SCs if they have their own website.

9.3.4.4 He is responsible for Events documentation by Photos & videos.

9.3.5 Secretary Board director

9.3.5.1 He is responsible to send weekly calendar of meetings one day before beginning of the week.

9.3.5.2 He has the right to stop any activity inside MSSA office that doesn‟t relate to MSSA work

9.3.5.3 He supervises MSSA office cleanliness at least weekly

9.3.5.4 He is responsible for registration activity of MSSA

9.3.5.5 He is responsible to implement “MSSA office” chapter in the bylaws

9.3.5.6 He is responsible to answer MSSA office visitors‟ questions

9.3.6 Fundraising director

9.3.6.1 Develop and implement fundraising strategies for MSSA

9.3.6.2 To be responsible for increasing the financial resources of MSSA in coordination with the

treasurer

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10. Standing committees

10.1 General 10.1.1 Standing committee works to benefit at specific field of interest

10.1.2 In case of need, SC shall establish an internal structure consist of standing committee officer,

his assistant and active members: this structure is to regulate the internal management within

the constitution and bylaws

10.1.3 MSSA standing committees are:

a) Standing Committee On Public Health (SCOPH)

b) Standing Committee On Medical Education (SCOME)

c) Standing Committee On human Rights and peace (SCORP)

d) Standing Committee On Reproductive health including AIDS (SCORA)

10.2 Creation, changes, and dissolution 10.2.1 In order to create a SC inside MSSA, a proposal to GA should be done and that will need at

least 2/3 majority

10.2.2 In order to change activity or name of SC it will need at least 2/3 majority

10.2.3 In order to dissolve committee it will need 3/4 majority at least

10.3 Officers 10.3.1 They are members of The TO, they shall attend at least 3/4 of GA meetings (of current year)

or will lose their right for nomination for next term

10.3.2 Officers shall propose reports about activities running, future activities decided upon

committees meetings, and evaluation of projects in the GA

10.3.3 In case of presence of vice officers, vice represents his committee and runs meetings in the

officers‟ absence

10.3.4 In case of absence of vice officers, the EB have the right to freeze the committee‟s activities or

to assign a representative from the committee

10.4 Objectives of SC meetings 10.4.1 To run activities according to the work plan, follow up of the running activities, and assess

members' action and evaluation of the projects

10.4.2 To report actions done along activities

10.5 Supportive divisions 10.5.1 MSSA supportive divisions are designed to carry out general task which is of permanent

importance for the internal management of MSSA

10.5.2 MSSA supportive divisions are (Fund raising SD, information and technology SD, training SD

and secretary board division)

10.5.3 Supportive division director is one of MSSA officials but not EB members

10.5.4 Directors must attend 3/4 GAs or lose his right for nomination for next term

10.5.5 Directors shall coordinate MSSA activities within their specific field, inform and support EB

members and project coordinators on issues related to their activities

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11. Finances

Regulations for MSSA general budget: 11.1

MSSA general budget includes all income and expenses related to the management and

running activities of MSSA.

11.1.1

The Treasurer shall be delivered the preliminary budget from all committees, president, Vice

President & supportive divisions 2 weeks after election GA.

11.1.2

The preliminary budget shall include all expected income and outcome for the upcoming

year.

11.1.3

The treasurer shall propose MSSA general budget for the upcoming financial year to the

general assembly and send a computerized copy from it to mssa-eg@yahoogroups.com three

days before the 1st general assembly of MSSA year.

11.1.4

The preliminary budget must be adopted in the first general assembly of MSSA year. 11.1.5

In case that budget proposed by the treasurer is not adopted, the treasurer must propose

another budget within one week from the first MSSA GA to be adopted by the board.

11.1.6

In case of failure of adoption for the second time, A procedural motion to be proposed to

change the points the board doesn't approve.

11.1.7

The budget shall include

a. Income from:

i. Registration fees.

ii. Training fees.

iii. Exchange units‟ fees.

iv. All MSSA donations and fund raising money.

v. Bank interest and others.

vi. Summer and winter campaigns‟ fees.

b. Expenses for:

i. Administration and communications.

ii. Cost of accommodation and food of incoming exchange students.

iii. Printing and copy adverts.

iv. MSSA headquarters decoration & logistics.

v. Travel assistance fund.

vi. Other expenses approved by executive board according to budget.

11.1.8

Financial management: 11.2

Any expenses and expenditures of MSSA not directly allocated in the budget exceed the

preliminary budget can be authorized by (till next GA):

a) The treasurer within a limit of 300 L.E.

b) The treasurer & the president within a limit of 500 L.E.

c) Any exceeding expenses more than these limits, it has to be authorized through a

procedural motion within the board including the treasurer vote is WITH

11.2.1

to ensure continuity of MSSA, the organization shall possess a reserve fund which is

calculated as follow:

a. 10% of the budget.

b. Operational fund for one year (IFMSA-Egypt registration, 75% of the projects budget,

40% of last year Conference Budget, 20% for operational costs.)

Whichever more is the reserve.

11.2.2

The reserve fund can only be released after a procedural motion by the executive board 11.2.3

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members in a general assembly.

Any MSSA project pays for itself, some projects can obtain financial support from MSSA

budget if grantee by the 1st next general assembly other than the first one.

11.2.4

Any project co-coordinator shall present a time table written budget to treasurer 2 weeks

before beginning of the project after approval of the head of the committee.

11.2.5

The treasurer shall be delivered a written detailed report from project co-coordinator

including all project income and expenses after approval of the head of the committee.

11.2.6

Any income to MSSA will enter to MSSA general budget and won't be specified to any

committee.

11.2.7

The treasurer has the right to follow up the financial status of any activity at any time on

request.

11.2.8

All incomes must be delivered to treasurer within one week and if not, the treasurer has the

right to freeze the finances of this activity till the next general assembly.

11.2.9

All MSSA clients shall receive receipts when they pay cash money to make use of any

MSSA activities.

11.2.10

All MSSA budget shall be saved in a separate Bank account of the treasurer with a

president's access to that account

11.2.11

The president has no right to withdraw, deposit or transfer any expenses from the bank

without the permission of the treasurer.

11.2.12

In case of the death or the resignation of the treasurer, the president shall withdraw all

MSSA Budget from the bank till further appointment of a new treasurer.

11.2.13

Travel assistance Fund: 11.3

Assistance fund is a fund that aims to support delegate from MSSA to attend IFMSA-Egypt

general assemblies, national committee meetings & any other approved national meetings

outside Mansoura as well as IFMSA GAs.

11.3.1

The delegate who will take the TAF to be determined by members of the executive board

and the president will be the head of the delegates or whoever the president delegates.

11.3.2

MSSA Travel Assistance Fund for IFMSA Gas: 11.4

Who can apply for IFMSA MEETINGS?

MSSA member for at least 1 year.

Participate in MSSA activities actively (at least one project)

Participant must attend at least 1 IFMSA-Egypt GA and 3 MSSA GAs before application

time.

President list should be adopted with 2/3 majority in GA

11.4.1

General rules for IFMSA TAF

To spend money on IFMSA TAF the following conditions should be fulfilled:

Presence of Balanced budget.

No defect in budget of all running MSSA activities and expected projects in the financial

year, 15% are kept as extra expenses for each project.

There is reserve for Emergencies as unexpected spoiled units or few numbers of units in

the upcoming year. It is 10% of this year income or 50% of the spare budget for that year

what is more.

11.4.2

When IFMSA TAF is applicable:

MSSA total TAF for the year determined before application for MM.

Nobody shall be fully funded from MSSA budget.

11.4.3

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No one can get the same fund from different sources e.g. if the person applying for fund

get registration fees from IFMSA , IFMSA-Egypt or any funding resources, he can't get

it again from the MSSA budget.

No one can get benefit from TAF abroad more than twice/life except for the national

officers.

Levels A,B,C1 have the priority for TAF in the same order A ,B ,C1 then if the amount

of the fund isn't enough the others share the rest of the fund with the same percentage

written below

How much will MSSA refund persons applying for the fund?

There will be different levels according to the post of the person and the reason of

attending the IFMSA GA:

- Level A: Registration fees + 90 % of cost of travel for IFMSA-Egypt EB members or

officials.

- Level B: Registration fees + 50 % of cost of travel for international project co-

coordinator

- Level C1: Registration fees + 70 % of cost of travel for MSSA president

- Level C2: Registration fees + 50 % of cost of travel for MSSA EB members & Local

officers.

- Level D: Registration fees + 35 % of cost of travel for MSSA members other than

those in levels A, B, C

- Level E: 75% of registration fees for IFMSA GAs in Egypt

11.4.4

SCORP finance 11.5

Charity projects donations are not included in the annual budget of MSSA. 11.5.1

Donations are not considered as fundraising. 11.5.2

Donations must be the direct responsibility of LORP. 11.5.3

Donations boxes are fixed in MSSA office and emptied on a regular manner by the LORP on

observation from the treasurer.

11.5.4

Monthly reports of donation collected and distributed should be submitted by the LORP to

the EB.

11.5.5

Donations must go to the purpose it was first collected for. 11.5.6

Donors with more than 50 LE should get tickets with 10 L.E. equivalents. 11.5.7

Fund raising for SCORP projects rather than charity should go through the same official

channels and routes of other committees.

11.5.8

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12. Amendments to the Constitution and Bylaws

12.1 Amendments to the constitution 12.1.1 Proposals for changes must be submitted to the MSSA G.M.L. 2 weeks before the General

Assembly

12.1.2 Proposed changes not fulfilling these requirements cannot be voted upon by General

Assembly. Once a change to the constitution has been proposed, no further amendments to

that proposal may be submitted at any time

12.1.3 Changes to the constitution require a 3/4 majority motion

12.1.4 Amendments to the constitution will take effect immediately after General Assembly unless

otherwise specified in the proposal

12.1.5 Any amendments to the constitution shall be exclusively discussed and voted on under the

point of the agenda "Amendments to the Constitution and Bylaws". This point cannot be

reopened during the same General Assembly meeting

12.2 Amendments to the Bylaws 12.2.1 A proposal to change the Bylaws must be submitted in MSSA G.M.L. two days before the GA

12.2.2 Changes to the Bylaws require a 3/4 majority motion

12.2.3 Changes to the Bylaws will take effect immediately in General Assembly unless otherwise

specified in the proposal

12.2.4 Any amendments to the Bylaws shall be exclusively discussed and voted on under the point of

the agenda "Amendments to the constitution and Bylaws". This point cannot be reopened

during the same General Assembly Meeting

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13 External relations:

13.1 Official relationships

13.1.1 Official relation of MSSA with other organization will be based on health, education,

science, social, humanitarian affairs and financial affairs.

13.1.2 The decision to establish any communication or cooperation with an external organization,

institution or partner of IFMSA, either on behalf of MSSA or concerning an official project

of MSSA can be made by the Executive Board and has to be announced in the upcoming

GA.

13.1.3 Any official relation with another organization has to be made by the Executive board and

adopted in the upcoming GA.

13.1.4 Any relation with IFMSA-Egypt or IFMSA should be passed through official channels

(Head of Committee and the EB)

13.1.5 Any participation in IFMSA-Egypt GML should be after approval from MSSA president

13.1.6 Any participation in IFMSA-Egypt Committees‟ mailing list should be after approval of

Head of the committee

13.1.7 Any participation at any international mailing lists by name of MSSA should be passed

through MSSA president after request from Head of the Committee.

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14. Counseling Commission (C.C.):

14.1 Members

14.1.1 The C.C. is consisted of three members.

14.1.2 The three members must be previous EB members.

14.1.3 The three members must be graduated from Faculty and finished their house officer year.

14.1.4 The Three members must not be currently committed with any task or post in MSSA,

IFMSA-Egypt or IFMSA.

14.2 Election of the members

14.2.1 MSSA EB opens the candidature for the C.C. during the elections‟ GA.

14.2.2 The EB members hold the elections of the new Counseling Commission.

14.2.3 The election is hold in the 1st GA in MSSA year, 15 Days after the elections‟ GA.

14.2.4 Voting on election of the Counseling Commission is composed of voting of the EB.

14.2.5 The C.C. carries their responsibilities immediately after that GA.

14.2.6 The C.C. three members are elected every year and each member has the right to re-apply

for one more year.

14.2.7 Application shall be closed 2 days before election time.

14.2.8 Application should include only their CV.

14.2.9 If there were no candidates on one or more of the C.C. three places until the closure of the

candidature , MSSA president and V.P are responsible to open the candidature again for the

vacant places.

14.2.10 In case there were vacant place(s) in the C.C. till the next year, MSSA president and V.P

follow the previously explained normal procedures (14.2.1-14.2.3) to elect the members for

the vacant place(s).

14.3 Duties of the Counseling Commission

14.3.1 The C.C. is responsible of overseeing MSSA activities, Events and the actions made by

MSSA EB and GA, and introducing their recommendation if any in a report in every MSSA

GA.

14.3.2 The C.C. should be represented at least with one member in MSSA GA or send their

feedback on the GA minutes for the GML.

14.3.3 The C.C. has the right to speak in any MSSA GA meeting, but don‟t have the right to vote

on, or propose any motion.

14.3.4 During MSSA GA the C.C. can give point of information and/or point of order(s).

14.3.5 The old Counseling Commission is responsible of carrying the elections for the new

officials (EB and SDs) during the elections‟ GA.

14.3.6 One or more of the C.C. can apply to be in a task force.

14.4 C.C members should be subscribed to MSSA GML.

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15. Honorary memberships

15.1 Honorary memberships are given to nonmedical students participating in any MSSA Projects

or events for one year

15.2 The honorary membership is a membership related and corresponding to the work inside

MSSA projects or activities, and the member will lose his honorary membership if he

discontinued the work

15.3 At the elections‟ GA, The GA can give the honorary full membership to honorary members

who could maintain his honorary membership status for at least 2 years

15.4 Honorary members can attend the GA meeting and have the right to speak but don't have any

right to propose for a motion or vote on a motion

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16. The Exchange:

16.1 The Exchange officer (E.O.)

16.1.1 The Exchange officer is in charge of all MSSA exchange activities e.g.: Incoming &

outgoing Exchange programs, Winter & Summer schools , Internships, Scholarships and

any new exchange programs or projects arise in MSSA.

16.1.2 The Exchange officer is the Head of the Exchange Team and is represented in IFMSA-

Egypt and the IFMSA as the Local Exchange Officer (LEO) and the Local Officer on

Research Exchange (LORE) (LEO&LORE)

16.1.3 The exchange Officer is one of MSSA EB and represents him/her self with one voting right

inside any MSSA EB or GA meetings.

16.2 Responsibilities of the Exchange Officer:

16.2.1 Leading the Exchange team, putting the general policy and plan of all MSSA exchange

activities and setting the ground rules of exchange at the beginning of MSSA year that has to

be approved by the president, Vice President and treasurer.

16.2.2

16.2.2.1

16.2.2.2

16.2.2.3

16.2.2.4

16.2.2.5

16.2.2.6

For Outgoing students:

Provide the opportunities for traveling and training abroad for the students of Mansoura

Faculty of Medicine.

Responsible for Advertising & selling of the contracts

Responsible for arranging and coordinating the selection exam for choosing the outgoing

students.

Responsible for announcing the score of outgoing students according to the annual scoring

system (approved by the president, Vice President and treasurer) and the countries they got

according to their score (if any).

Responsible for finishing all Documents that MSSA is responsible to provide the student

with, to be able to travel (i.e.: IFMSA CA and IL).

Responsible for Quota selection and exchange units at IFMSA-Egypt Quota meetings.

16.2.3

16.2.3.1

16.2.3.1

16.2.3.3

For Incoming students:

Finishing all requirements to host the incoming students including the Boarding, Lodging,

Training, and the Social Program (if available& requested).

The Exchange Officer is responsible for choosing the contact person for the incoming

students.

The Exchange Officer is responsible for providing the availabilities for a social program for

the incoming students if it's possible.

16.2.4 The Exchange officer is responsible of announcing for the meetings and chairing of them or

choosing the person who will chair them instead.

16.2.5 The Exchange Officer is responsible for choosing the Coordinator(s) of each exchange

project or program after the adoption of the E.B.

16.2.6 If any problem arise due to the coordination, Individual bad behaviors or committing an

action that contradict the exchange ground rules from the coordinator of the Project or the

program, the exchange officer has the full right to exclude him from the coordination and

choosing a new person instead (after the adoption of E.B.).

16.2.7 The exchange officer is responsible for representing MSSA in the National Exchange

meetings and in the National Exchange Mailing list.

16.2.8 The Exchange officer has to respect the exchange ground rules.

16.2.9 Preparation of MSSA exchange conditions & to be announced in next G.A.

16.2.10 Contacting university security, national security or any other security agency for the

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incoming and outgoing students in coordination with MSSA president.

16.2.11 In case of the exchange officer absence due to any official reason, he is responsible along

with the EB to choose someone to represent MSSA Exchange team in IFMSA-Egypt SCOPE

& SCORE meetings in case of absence of EO assistant.

16.3 Exchange officer assistant (E.O.A)

16.3.1 The exchange officer assistant is one of the exchange team.

16.3.2 He is chosen by Exchange officer along with MSSA EB with 2/3 majority.

16.3.3 Follow the general policy and plan of MSSA exchange.

16.3.4 Has to help the exchange officer in all MSSA exchange activities.

16.3.5 He has to keep the exchange ground rules.

16.3.6 If the exchange officer assistant showed any carelessness towards his job given to him by

the exchange officer or committed any bad behavior or any action that contradict the

exchange ground rules, the exchange officer has the full right to exclude him from the

exchange team by a decision from the EB by simple majority.

16.3.7 Chairing the MSSA exchange meetings and attend the MSSA (EB and GA) meetings

instead of the Exchange officer in case of his absence due to any official reason, with no

voting rights.

16.3.8 He has to be subscribed on IFMSA-Egypt SCOPE & SCORE mailing list and participate

instead of the Exchange officer only in case of absence of the exchange officer due to any

official reason or if he is requested to participate.

16.4 Exchange team

16.4.1 Under any circumstances, No one will be able to join MSSA exchange team unless if he is

an active member, passed one year as an associate member (refer to MSSA membership)

16.4.2 MSSA exchange team is composed of: The Exchange officer, EO assistant, MSSA

exchange projects or events coordinators or organizers, and the Contact persons for the

incoming students

16.4.3 Work with the exchange officer to achieve the general plan and policy of the Exchange.

16.4.4 The Exchange team has to respect the exchange ground rules.

16.5 MSSA Outgoing Exchange selection Exam

16.5.1 Selection exam system, timing & criteria is determined each year by the Exchange Officer

at the beginning of MSSA year & adopted by the E.B.

16.5.2 The Cost for application for entering the selection exam is determined each year by

the Exchange officer at the beginning of MSSA year & is non refundable

16.5.3 Results and scoring of the selection exam is to be adopted by the E.B.

16.5.4 The components of the Selection Exam shall cover the following:

- Language skills.

- Personal skills.

- Situational management.

- Previous experience (i.e. training, .… etc).

- Presentations skills.

- Culture tolerance.

- Egyptian culture background.

- General information.

16.6 Contact Person

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16.6.1 For each incoming period (one month) there will be 2 contact persons at least.

16.6.2 The exchange officer is responsible for choosing the contact persons for the E.B. and the

E.B. has the right to contradict the choice.

16.6.3

16.6.3.1

16.6.3.2

16.6.3.3

16.6.3.4

16.6.3.5

16.6.3.6

16.6.3.7

16.6.3.8

Duties of the Contact Person:

Follow the plan of the Exchange put by the Exchange Officer.

Keeping in contact with the incoming students before their arrivals to arrange their

programs, arrivals & giving them information about Egypt and their trainings.

Arranging the accommodation and trainings for the incoming students in coordination with

the EO.

Keep in touch with the exchange officer and the Incoming Students during the whole

period of Training & follow up the incoming log book.

Contact the Exchange officer in Case of any problem or obstacles.

Contact Person has no right to choose anyone to replace him in his duties unless the

Exchange Officer approves this substitution.

In case of any problem or troubles due to contact person bad behavior or committing an

action that contradict the exchange ground rules, the Exchange Officer has the full right to

exclude him from the exchange team after adoption of the E.B.

Contact person has to be announced on MSSA general mailing list.

16.6.4

16.6.4.1

16.6.4.2

16.6.4.3

16.6.4.4

16.6.4.5

16.6.4.6

16.6.4.7

16.6.4.8

16.6.4.9

Priorities in Choosing Contact person:

Trusted and Reliable person

Active member in MSSA (According to the information provided by the filing system and

MSSA data base).

Fluent in English.

Presentable person.

Familiar with most of MSSA goals and activities specially the Exchange Activities.

Internet User.

Easy to reach through a fast method (Cell phone).

Totally free during the whole period of the exchange (the whole month).

Aware with Egypt and its customs and traditions.

16.7 General Plan of the Outgoing students

16.7.1 Advertising for the new contracts every year.

16.7.2 Announcement of the deadline of application on the new contacts.

16.7.3 Holding the Exchange selection Exam.

16.7.4 Holding the Exchange outgoing Workshop (if any).

16.7.5 Announcing the Score of each student and the country he got according to the matching

system.

16.7.6 Preparation of all papers of the outgoing students.

16.7.7 Preparation of the E-Exchange of all Students.

16.7.8 Receiving the Cards of Acceptance and invitation letter of the students and delivering it to

them.

16.7.9 After the Return of the students, the student has to fill an evaluation form on the period he

stayed abroad through the Exchange Program.

16.8 General Plan for incoming Students

16.8.1 Before the Arrival of the students the incoming student stays in touch with the Exchange

Officer or the Contact person of this month to keep the student in contact in case if he/she

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needs any help regarding the exchange program and to inform him/her about the places of

the lodging and meals and places of the training.

16.8.2 After Arrival of the incoming student the Exchange officer has to inform him/her about the

Schedule of the training ,Schedule of the Social Program (if available) & and other

options, and the Contact Person accompanying him/her.

16.8.3 The Exchange Officer should arrange a welcome party for the incoming Students upon

their arrival and to be funded by MSSA budget according the committee preliminary

budget.

16.8.4 The Exchange officer should arrange at least 2 meetings with the contact person to assess

the process of training & social program.

16.8.5 In case of any absence of the Exchange Officer during the period of Exchange he/she has to

inform the EB by the person who will carry out the Exchange Officer responsibilities

during his Absence (in case of absence of EO assistant).

16.8.6 Pros& Cons of Training period for any incoming students should be reported by the

Exchange officer to the EB according to the input from the Incoming student, the contact

person and the Doctor responsible for the training of the student.

16.8.7 The incoming student can get the certificate of the training if he attended at least (16 days)

of his training, otherwise he has no right to get the certificate.

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17. Alumni Club:

17.1 The Alumni club is an extra commission of MSSA structure.

17.2 It includes MSSA former members who have shared or participated in MSSA activities at

least as an active member after finishing their House officer year

17.3 An Alumnus can join MSSA Alumni club to be reviewed in next GA.

17.4 MSSA Alumni club member can attend MSSA Gas, Committees‟ meetings and share in

MSSA activities

17.5 Alumni club members shall manage their interior affairs.

17.6 MSSA Alumni club are permitted to attain an official cover letter for their activities from

MSSA board after GA decision.

17.7 MSSA members shall help the club in their projects.

17.8 Alumni club shall update the GA with any updates about their activities.

17.9 Alumni club should be reviewed in first GA in MSSA working year.

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Annexes

Annex 1: Abbreviation list

EB Executive Board

IFMSA International Federation of Medical Students’ Associations

GA General Assembly

GML General Mailing List mssa-eg@yahoogroups.com

LEO Local Exchange Officer

LOME Local Officer of Medical Education

LORA Local Officer of Reproductive Health including AIDS

LORE Local Officer of Research Exchange

LPO

LORP

Local Pubic health Officer

Local Officer of human Rights and Peace

SCOME Standing Committee On Medical Education

SCOPE Standing Committee On Professional Exchange

SCOPH Standing Committee On Public Health

SCORA Standing Committee On Reproductive Health including AIDS

SCORE

SCORP

Standing Committee On Research Exchange

Standing Committee On human Rights and Peace

SD Supportive Division

VP Vice President

HRD

VR

Human Resources Director

Voting Right

Annex 2: Associate member application:

Associate members shall get 60% of both the interview and the application form provided that the

interview is 50% of the points and the application is the other 50%.

The max points of the application is 20 and 20 from the interview.

The passing score is 24.

Points Max

Local GAs 3

National GAs 5

Projects 3

Meetings 1 3

Training 1 4

Coordinator, coordinator assistant 4,3

Annex 3: Active member pointing system:

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The minimum score for active membership is 50

points Min Max

Local GAs 3 6

National GAs & meetings 5 5

Projects 3 8

Meetings 1 5 8

Training 1 5 8

Coordinator, coordinator assistant 4,3 3 7