Constitution and bylaws

CONSTITUTION

• Article 1 - Name

The name of the organization shall be:

THE EUROPEAN ASSOCIATION FOR HAEMATOPATHOLOGY

• Article 2 - Aims

The purpose of this Association shall be to study diseases of the haematopoietic and lymphoid systems and to promote the exchange and dissemination of knowledge concerning the diagnosis and treatment of these diseases through:

1. The stimulation of interest, investigation, exchange and dissemination of knowledge concerning haematopathology.

2. Co-ordination and integration of the morphological aspects of haematopathology with other allied aspects.

3. Promotion of research in haematopathology.

4. Organisation of meetings, workshops and tutorials.

The Association will not undertake any commercial activity except for the conduct of what business would be necessary for the achievement of its aims as set hereof.

• Article 3 - Membership

Membership of the Association shall be open to qualified scientists who are actively engaged in the study of haematopathology.

• Article 4 - Officers

The Officers of the Association shall be: President, past-President, President Elect, Secretary- Treasurer, Meeting Secretary

The President, past-President and the President Elect shall hold office for not more than two consecutive years. The Secretary-Treasurer and the Meeting Secretary are elected for four years. They may be re-elected for a further term of office, but shall not hold office for more than eight consecutive years.

• Article 5 - Executive Committee

The Executive Committee of the Association shall consist of the five Officers and seven Councilors. One of the seven Councilors is a member at large who is member of the Executive Committee of the SOCIETY FOR HEMATOPATHOLOGY(SH) and nominated by the SH. (Councilors are elected for a period of four years in that capacity. The President will act as chair of the Executive Committee.

• Article 6 - Nomination Committee

The Nomination Committee shall consist of the three most recent Past-Presidents of the Association with the most recent President as chair. This committee shall nominate candidates for the free positions of the Secretary- Treasurer, the Meeting Secretary and all free positions of Councilors except the member at large from the Society of Hematopathology. Nominations will be directly communicated to and elected by the membership of the Association.

• Article 7 - Meetings

There shall he a bi-annual Meeting of the general membership and of the Executive Committee, further called "General Assembly" at such time and place as determined by the Executive Committee. Additional meetings may he called for special purposes.

• Article 8 - Bylaws

The constitution of the association will be carried out according to the current bylaws.

• Article 9 - Alteration of the regulations

The regulations of the Association can he altered by the General Assembly if a qualified majority of 2/3 of the present full and in good standing members is reached.

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BYLAWS

• Article 1 - Membership

Types of Membership and Eligibility

Full members shall consist of qualified pathologists who:

1. possess the degree of Doctor 0f Medicine or international equivalent, and

2. possess a postgraduate degree or international equivalent in pathology, and

3. who have demonstrated an active interest in haematopathology.

Associate members shall consist of

4. Medical doctors with interest in haematopathology, or

5. Basic scientists and/or biologists with a graduate degree in relevant disciplines, actively working in fields consistent with the stated purposes of the Association, or

6. Residents, fellows and trainees in haematopathology.

Members in good standing in the Society for Hematopathology (SH) may be automatically elected as members of the EAHP, by presenting to the Secretary-Treasurer evidence of membership in good standing in the SH and by paying the dues required by the EAHP.

Full members are entitled to vote and to hold office. Full and associate members are entitled to present papers during the meetings and to present cases at workshops.

Nomination, Approval and Resignation of Members

Candidates for full or associate membership must submit an application to the Secretary-Treasurer of the Association and a letter of recommendation from two full members of the Association, or submit evidence of membership in good standing of the SH. The Executive Committee shall have responsibility for approving new members. Membership may be terminated by resignation in writing to the Secretary-Treasurer.

Dues

The annual membership file will be established by recommendation of the Executive Committee and by a simple majority vote of the members at the General Assembly. Failure to pay dues for a period of three consecutive years shall cause forfeiture of membership.

• Article 2 - Meetings

Scientific meetings

There shall be a bi-annual scientific meeting of the Association at such time and place as determined by the Executive Committee. This meeting shall be preferably held at even years in an European city. Additional scientific meetings may be called for special purposes.

The scientific programme shall take the form of symposia individual oral contributions, poster sessions and/or tutorials, and should also include a workshop. The content of the programme will be prepared by the local scientific committee and be approved by the Executive Committee who may invite other members to assist. The programme should include a "Karl Lennert Lecture" with a distinguished invited speaker to be approved by the Executive Committee.

Workshops

Workshops shall be organized in conjunction with the SH and shall be preferably held each year. At even years, the workshop will be part of the bi-annual scientific meeting of the EAHP and be organised by a local committee instituted by the EAHP. At uneven years, workshops will be held in the USA or Canada and organised by a local committee instituted by the SH.

Each EAHP authorised workshop will be organised by a panel including the President of the EAHP as well as at least two members whose primary affiliation is with the SH. The members of the panel should be approved by the Executive Committee.

Registration and case submission should be open to members of the EAHP and SH, however, priority for case acceptance and reduced registration fee will be offered only to those who are joint members of both societies or members of the EAHP.

After the workshop, the workshop panel will report on it by distributing a list of diagnoses and a summary of the workshop. The panel will remain a sounding board for the membership with respect to possible problems in diagnosis and classification related to the scientific issue of the workshop, and as such it will distribute all suggestions to the EXCO of both the EAHP and SH. Nomenclature will be a regular item on the agenda of the General Assembly.

General Assembly

Time will be set aside, during the bi-annual meeting of the EAHP, to conduct a General Assembly devoted to business matters of the Association. Attendance will be limited to full and associated members not in arrears for dues. The quorum for this meeting shall be 10% of all members in good standing or 20 members, whichever is smaller.

Executive Committee

The Executive Committee of the Society shall meet annually. The Executive Committee may, at the request of the President, hold meetings at any time of the year.

• Article 3 - Officers

Election of Officers and Councilors

Candidates for all free positions of councilors and for the free position of Secretary-Treasurer and Meeting Secretary are nominated by the Nomination Committee and communicated to the membership at least 30 days before the General Assembly at which elections take place. The President-elect will be nominated from the Executive Committee by the Executive Committee itself, one year before the actual election. After nomination, all members of the Executive Committee shall be elected by a majority of members present at the General Assembly with due regard to geographic diversity. No proxies will be accepted.

Vacancies amongst Officers

Vacancies other than in the Presidency may be filled by appointment, by the President, or members of the Executive Committee who will serve in their additional capacity until the next regular election. If the Presidency is be vacant, the President Elect shall preside at the Executive Committee and Annual Meetings.

• Article 4 - Executive Committee

Duties of the Executive Committee

The Committee shall conduct the business of the Association. It will specifically consider nominations fur membership and oversee the Association's finances. In collaboration with the President it will organize the bi-annual meeting and possible other meetings that are organized in conjunction with the Society for Hematopathology.

The Executive Committee will distribute the agenda of the General Assembly 30 days before the date of the Meeting. The discussion and votes regarding the business or the organisation of the Association will only be conducted on points raised in the agenda unless a majority of the voting members decide otherwise.

Any member wishing to add a subject of debate to the agenda will do so by a letter sent to the President or Secretary-Treasurer at least 15 days before the date of the Assembly.

A brief record of the discussions and vote during the General Assembly will be made by a member of the Committee, preferably the Secretary-Treasurer. It will be signed by the President and the member in charge.

• Article 5 - Financial

Annual Accounts

All accounts of the Association shall be drawn on a calendar basis, from January 1 to December 31.

Authority to Compensate

No Officer 0f the Association shall receive compensation for his services as such. The Executive Committee, acting via a majority of its members, may authorise or ratify the payment to any Officer of reasonable compensation for expenses incurred on behalf of the Association in any capacity deemed necessary or advisable and in the best interest of the Association.

The Association can compensate for deficits in the budget of the bi-annual EAHP meetings and the joint meetings of the EAHP and the Society of Hematopathology, to a maximum of 25% of the budget. Compensation is only possible after approval of both the budget before start of the meeting and the final financial account by the Executive Committee.

Financial Report

A report to the membership on the financial status of the Association for the past year, will be made by the Secretary-Treasurer after the balance sheets and statements have been inspected by the Executive Committee or its representative. The Secretary-Treasurer's report will be subject to a bi-annual audit during the General Assembly.

Special Funds to Support Pathologists

The Association will have a special fund to support selected pathologists who wish to attend the EAHP meetings to present an abstract or a case at the workshop and who are unable to obtain sufficient local funding to attend the meeting. Eligible pathologists shall be senior pathologists or pathologists-in-training who are pursuing active research in the field. The applications shall be addressed to the local organiser and shall be selected on an individual basis by the members of the Nomination Committee

• Article 6 - Affiliation and Working Groups

The Executive Committee is empowered, subject to approval of the membership at the bi-annual meeting, to affiliate with other organisations or to institute working groups that are part of the Association. Continuous efforts should be undertaken to co-ordinate such activities with those of the SH.

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1. EAHP was founded in 1988. Changes in the constitution were passed at the General Assembly of the 5th Meeting and Workshop of the European Association for Haematopathology in Bologna, Italy, September 21st, 1992, at the General Assembly of the 8th Meeting and Workshop of the European Association for Haematopathology in Paris, France, April 23, 1996, and at the General Assembly of the 10th Meeting and Workshop of the European Association for Haematopathology in London, United Kingdom, May 9, 2000

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