SSS Bylaws March'21 by SSS Cairo

Table of Contents Item

Page Item

1. General Regulations 1.1. Name of the organization

3 3

1.2. Status

1.3. Mission Statement 1.4. Constitution and Bylaws 1.5. Logo 1.6. Supervision

Page 30

3 3 3 4

6.7. Regulations for TOMs 6.8. Overruling a Team of Officials' decision by the General Assembly 6.9.SSS member who is national IFMSAEGYPT board member: 6.10. Regulations of the interim 7. Standing Committees 7.1. General 7.2. Creation, changes and dissolution

1.7. Communication

7.3. Standing Committee Meetings

1.8. The SSS headquarters 2. Members 2.1. General 2.2. Candidate members 2.3. Associate members 2.4. Full members 2.5. Honorary Life Memberships

4 5 5 6 7 7 8

7.4. Standing Committee Assistants 8. Projects 8.1. SSS Projects 8.2. Regulations for the project proposal 8.3. Reporting 8.4. Project Promotion 8.5. Project Evaluation

32 33 33 33 33 34 34

3. General Assembly Meetings 3.1. General

9 9

8.6 Project Coordinators 9. Task Forces

34 35

3.2. Invitations 3.3. Agenda 4. Procedure of Meetings 4.1. General 4.2. Participants and Observers 4.3. Chair 4.4. Constitution Credential Committee 4.5. Voting Rights 4.6. Roll Call and Voting Cards

9 10 11 11 11 11 12 13 13

9.1. General 9.2. Activities 9.3. Dissolution 10. Finance 10.1. General 10.2. Regulations for the SSS General budget 10.3. Financial Management 10.4. Supervision of Finances 11. Archives

35 35 35 36 36 36 36 37 38

4.7. Motion and Debate 4.8. Point of Order 4.9. Point of Information 4.10. Procedural Motion 4.11. Voting 4.12. Elections

13 14 15 15 16 17

38 39 39 39 39

4.13. Minutes 4.14. Reports 5. Amendments to the Constitution and Bylaws 5.1 Amendments to the Constitution

18 18

11.1. General 12. External Relations 12.1. IFMSA-Egypt and IFMSA 12.2. Official Relationships 12.3. Liaison Officers 13. Exchange and International traveling opportunities 13.1. General 13.2. Exchange Officers 13.3. The Summer/Winter Coordinator(s):

40 40 41 42

20 20

14. Corporate Identity

5.2 Amendments to the Bylaws

14.1. Corporate identity

6. Team of Officials

14.2. Changes in the corporate identity manual

30 31 31 32 32 32

6.1. General 6.2. Handover 6.3. Resignation of Officials

21 23 23

14.3. Adoption of corporate identity 15. Supervisory Council 15.1 General

43 44 44

6.4. Suspension& removal of Officials

15.2 Activities

15.3 Reports

16. Strategic Plan

6.5. Replacement of vacant Official Positions 6.6. Tasks

16.1 General 16.2 Monitoring and evaluation 16.3 Amendments to the strategic plan Annexes

1- General Regulations 1.1. Name of the organization 1.1.1. The official name of the organization is: Students' Scientific Society – Kasr Al Ainy. 1.1.2. Recognized translation of this name is: ‫الجمعية العلمية الطالبية – قصر العينى‬ 1.1.3. The only abbreviation recognized is “SSS”. 1.1.4. The use of the organization’s name, initials or logo is strictly prohibited in political or religious media under any circumstances. 1.2. Status 1.2.1. SSS is officially recognized as a scientific society by the administration of Kasr Al Ainy Faculty of Medicine – Cairo University since 1968. SSS does not belong to the students' union or follow its activities by any means. 1.2.2. SSS is a member in (IFMSA-Egypt) which is a member of the International Federation of Medical Students' Associations (IFMSA). 1.3. Mission Statement 1.3.1. The SSS mission is to offer future physicians a comprehensive introduction to global health issues. Through the opportunities it offers, it develops culturally sensitive students of medicine, intent on influencing the transnational inequalities that shape the health of our planet. It sets the suitable atmosphere that qualifies them to be interactive medical students in their faculty and professional, skillful contributors to the welfare of their community. 1.3.2. The activities that take place through SSS are scientific, cultural and/or social activities,

with no religious, racial, or political backgrounds. 1.3.3. SSS is a non-profit society and does not offer financial income to its members. 1.3.4. The detailed mission and goals of SSS are attached as an annex to the constitution. 1.4. Constitution and Bylaws 1.4.1. SSS shall be governed by its Constitution and Bylaws. 1.4.2. The Constitution is the highest law of SSS. The Constitution shall never be suspended. The constitution is registered at the Cairo University Administration and a stamped copy of it must always be available in the SSS archives. 1.4.3. The Bylaws regulate the practical internal management of SSS. 1.5. Logo 1.5.1. The official logo of SSS is the logo shown below along with its different layouts stated in the corporate identity manual of the SSS.

1.5.2. Only the official logo of SSS can be used. Changes in lay-out or any other additions are not allowed. 1.5.3. The official logo can only be used by Team of Officials and members only after informing Vice President. 1.6. Supervision: 1.6.1. All SSS activities taking place inside the faculty must be approved by P

the SSS supervisor and the faculty administration. 1.6.2. The team of officials is in charge of issuing the official approvals for the different SSS activities. 1.6.3. The team of officials is the sole authorized body to communicate with the official faculty administrators and/or the supervisor using the name of SSS. 1.6.4. The items controlling the supervisor’s selection and job description are stated in the SSS constitution and cannot be amended or suspended by other than the General Assembly’s 2/3 majority.

1.7.4. The official SSS social media platforms: - Website: SSSkasralainy.org - Facebook: fb.com/SSSKasrAlAiny -Twitter: twitter.com/SSSKasrAlAiny Instagram: instagram.com/SSSKasrAlAiny Youtube: youtube.com/SSSKasrAlAiny. -Snapchat: SSSKasrAlAiny 1.7.5. Each TO position should have an official non-personal e-mail. This e-mail should be handed to the next TO in line in TOM 0 where the new TO should change the password and the number/e-mails linked to the official e-mail.

1.7. Communication: 1.7.1. The online mailing- list/server of members is the official mean of communication between all the members. 1.7.2 All calls, announcements, candidatures, invitations to meetings and invitation to General Assemblies are done through the official online mailing list/server. 1.7.3. All members shall inform the VP about any changes in their contact information; any failure of communication is their own responsibility.

1.8. The SSS headquarters: 1.8.1. The SSS headquarters are the responsibility of all the members and shall not be left unattended at any time. 1.8.2. Permanent possession of the SSS headquarters keys is restricted to the team of officials. 1.8.3. Political, racial or religious discussions are not allowed within the vicinity of the SSS headquarters at any time.

2. Members 2.1. General 2.1.1. Only full, associate and candidate members shall participate in SSS activities. Observers are permitted by the responsible official at SSS meetings and events. 2.1.2. A member of SSS is a medical student who can either be a full, associate or candidate member of the SSS. 2.1.3. SSS members are all medical students in the Kasr Al Ainy medical school or in their period as house officers. 2.1.4. Full, associate and candidate members must pay an annual membership fee to the SSS:

f. If members are upgraded to full members or to associates before the end of his year after having previously paid the annual membership fees, they are not entitled to pay additional annual membership fees. 2.1.5. All members are free to resign from SSS by sending a written notice to the VP: a. During a period of a month all the debts and the commitments of the resigned member must be fulfilled.

a. The amount shall be determined by the General Assembly in accordance with the proposed budget and recommendations of the treasurer.

b. During this one month period, the resigning member has to meet with the team of officials to discuss the reason(s) of resignation. Otherwise the resignation will be invalid.

b. In case a full or an associate member didn’t pay the annual membership fees, before the General Assembly, their membership will be put on hold and will not gain his membership upgrade rights till they pay the annual fees. c. In case a candidate member didn't pay the annual membership fees, before the general assembly, they lose their membership status in the SSS however they can reapply again after paying their late annual fees and any depts.

c. The resignation shall be considered valid instantly once sent to the mailing- list/server of the SSS members by the VP. d. The resigning member may withdraw their resignation within 2 weeks. e. Once the resignation is valid the team of officials must inform all members about the resignation of the member, and reason(s) of this resignation by sending to the main mailing list/server of the SSS members.

d. Full and associate members can pay their late annual fees at any time of the year, restoring their upgrade rights.

f. Any resigning member may reapply for SSS membership later on.

e. When members pay their annual fees they must be given a receipt from the treasurer, and the receipts must be shown to the chair before having the voting cards in the ordinary or extraordinary General Assembly meetings.

g. All the regulations mentioned in this point shall apply too in the case of resignation of any board member from their post. 2.1.6. In case of any damage or insubordination to the SSS constitution and bylaws and/or internal protocols. Any member has the right to present a P

complaint to the VP & the team of officials must appoint a task force to investigate the issue and, may decide to warn or suspend this member from their rights after reviewing the task force report, or to decide that the complaint is invalid. 2.1.7. If the task force decided that the complaint against any member is valid, it shall recommend one of the following actions: a. Warning this member, if they warned Twice, they shall be downgraded till the following GA. b. Banning this member from holding any leading position within the SSS till the following GA. c. Downgrading this member in case of Full members to associate member or banning them from upgrading in case of associate member till the following GA. d. In case of proving mistake on the national & international level, this member shall be banned for one year from attending national/international events. 2.1.8. The taskforce have the right to choose the recommendations they find suitable after considering the SSS bylaws & internal protocols. 2.2. Candidate members: 2.2.1. All medical students or house officers from the Kasr Al Ainy Medical School are entitled to apply for SSS candidate membership. 2.2.2. Students wishing to apply for candidate membership are to apply for SSS membership via the website

(www.ssscairo.org) before the deadline announced on the website. 2.2.3. Admission Process is considered invalid only in the following conditions:

a. If the application was not submitted online before the specified deadline. b. If any of the required information is missing. c. If no valid email is provided. d. If the applicant did not show up for the interview or further assessment processes held by the Team of Officials. e. If they didn't attend their orientation session except for a valid reason accepted by the VP. f. If the applicant has been degraded from a previous SSS membership for reasons of theft, fraud or unethical conduct. 2.2.4. Candidate membership is granted to all Kasr Alainy medical students upon completing the admission process. 2.2.5. Candidate members are temporary members for a trial period. 2.2.6. Candidate members are accepted at least once per year following each Ordinary General Assembly meeting. 2.2.7. Candidate members have the right to participate in the various SSS activities without having major responsibilities as determined by the VP. 2.2.8. Candidate members are allowed to attend General Assembly meetings, they have speech rights, but do not possess voting or candidature right. 2.2.9. Candidate members are added to the candidate members‟ mailing list. 2.2.10. Members who failed to earn their membership status upgrade or maintain their candidate membership after 1 year are no more considered candidates but have the right to apply for the membership again.

2.2.11. The VP is responsible for informing them about their new status through their personal e-mails. 2.2.12. During the candidate membership period, orientation about SSS and motivation to work in SSS is to be carried out by the entire team of officials and especially the VP. 2.2.13. Candidate members should be aware of the basics of SSS as soon as they get accepted and the SSS bylaws and regulations should be sent to their servers before they get involved in SSS work. 2.2.14. Candidate members should attend at least 40% of the basic trainings arranged by the training support division Director for the period of half a term in order to be upgraded. Attending basic trainings in any official event, national or international IFMSA events or in previous terms should be counted towards the fulfilment of the 40% of basic trainings needed for the upgrade. 2.2.15. Two exceptions for the point 2.2.14 are made: a. If a candidate member achieves Twice the number of points needed to be upgraded from candidate to associate (according to the evaluation system). b. If a candidate member comes from another LC affiliated to IFMSA-Egypt or IFMSA in general and provided a proof where he was an associate or full member. 2.2.16. The Training Support Division Director has to attach the previous points 2.2.14 & 2.2.15 to the email announcing the training as a reminder to the candidate members. 2.3. Associate members: 2.3.1. Associate members have proposing and speech rights in general assembly meetings, but do not possess voting or candidature right.

2.3.2. Associate members are allowed to participate in all SSS activities and to assume responsibilities. 2.3.3. Associate members have the right to be project coordinators and/or local officer’s assistants after being chosen by the responsible official and the team of officials‟ approval. 2.3.4. Associate members who have never been full members and showed lack of activity for a year and a half or for 3 successive local GAs will be downgraded to candidate members. 2.4. Full members: 2.4.1. Full membership can be obtained at least half a year after the accepted membership. 2.4.2. Full membership is granted to: a. All full and associate members who surpass the minimal participation level as defined by the team of officials and evaluated by the VP upon reports from the different team of officials‟ members and project coordinators over their preceding half year. b. Members who become IFMSAEgypt National Officer, National Assistants National Coordinators & Taskforces coordinators during the half year concerned. c. Members who become International IFMSA officials, assistants, program Coordinators or international session's coordinators during the half year concerned. (on Either Regional or international level). d. For Points B & C; it’s the responsibility of the managerial group especially the President to update the list with members holding the above-mentioned posts. 2.4.3. Every full member has one voting right during the general assemblies and in case of equal votes, the vote of the team of officials is the one adopted. P

2.4.4. Full members have proposing right, voting right and the right of being project coordinators. 2.4.5. Full members can be suspended from their rights by a team of officials‟ decision adopted by the general assembly in case of insubordination to the SSS constitution, bylaws, or general protocol or in case of deliberate damage to SSS. This is to be done by appointing a task force of members chosen by an online poll. The task force just investigates the case. 2.4.6. Full members who don’t maintain a certain number of points in the evaluation system decided upon by the Vice President every 6 months or fail to maintain their national representation through a year are downgraded to associate members. 2.5. Honorary Life Membership 2.5.1. Only individuals can become Honorary Life Members. 2.5.2. The General Assembly can elect Honorary Life Members. The status shall be granted to persons who have greatly contributed to the achievements and aims of SSS. A motion must be submitted to elect a person for Honorary Life Membership. Voting will be done by ballot and candidate shall be elected with the 50% majority.

b. Contact information of that person. c. Petition signed by at least five full and/or associate members announcing their support for the candidate for Honorary Life Membership. 2.5.4. Honorary Life Members shall be invited to SSS meetings and events by the Team of Officials without having candidature or voting rights. 2.5.5. Honorary Life Members shall not pay membership fees. 2.5.6. If the honorary member has violated the Constitution or Bylaws or when he has done considerable harm to SSS, the honorary life membership can be taken away from them. This requires formation of a taskforce for investigations. The taskforce can suspend the honorary life member. Such a decision is effective until adoption in the following General Assembly Meeting. 2.5.7. The names of the Honorary Life Members of SSS shall be attached in a list to the SSS Constitutions and Bylaws as an annex. The Secretary General is responsible to update this list.

2.5.3. The secretary general shall send a call for nominations for honorary life membership at least one month before the GA meeting, nominations should be submitted before the deadline specified by the secretary general, and they are responsible for sending them out to all the full members at least 1 week before the general assembly. Nomination should include: a. Name of the candidate for honorary life membership P

3. General Assembly Meetings 3.1. General 3.1.1. The General Assembly is composed of all members of the SSS. It is the highest authority and decision making body of the Society. Every full member has one vote at the General Assembly meetings. The other categories of members are admitted to the meeting but have no voting rights. 3.1.2. Official invitations for ordinary General Assembly meetings have to be sent out to all members, including the candidate members, the associate members and the Honorary Life Members, at least one month in advance by the Team of Officials. 3.1.3. Meetings of the General Assembly of SSS are held twice a year. One General Assembly Meeting shall commence within September. The second General Assembly Meeting shall commence within March. Any exceptions to this bylaw regarding the commencing of the General Assembly Meetings can be decided by the Team of Officials between two General Assemblies to be held within a one week margin before or after the General assemblies original date. 3.1.4. The President of SSS & or the Team of Officials are entitled to call for extra ordinary General Assembly. Invitations have to be sent out to all members, including the candidate members, the associate members and the Honorary Life Members, at least one week in advance by the Team of Officials. 3.1.5 If half of the full members + 1 agree upon the necessity of an extraordinary meeting of the

General Assembly, it must be arranged by sending the requests to hold the General Assembly to the Secretary General at least one week before the specified date 3.1.6. The authority which can call for the extraordinary general assembly is the only one with the right to cancel it. 3.1.7. Whenever a General Assembly is mentioned in the bylaws it means Ordinary or Extraordinary unless stated otherwise concerning description of ordinary or Extraordinary General Assembly. 3.2. Invitations 3.2.1. The General Secretary must send out invitations and provisional agendas for General Assembly meetings to all Members, Officials and official relations invited by the team of officials after the call for the GA. 3.2.2 The official pathway for sending invitations is through the official mailing- list/server of all the members. 3.2.3. Invitations shall include: a. The provisional agenda and time schedule for the General Assembly Meeting. b. Call for bylaws amendments. c. Call for candidatures for Team of Officials positions when it applies. d. Call for honorary life membership nominations. 3.3. Agenda 3.3.1. The ordinary General Assembly meeting’s agenda shall nonexclusively include:

a. Opening b. Introduction of all Team of Officials.

Adoption of the reports of the Task Forces.

c. Election of the Constitution Credential Committee.

m. adoption of the corporate identity

d. Adoption of the agenda.

o. Closure of the meeting.

e. Adoption of the previous meeting’s minutes. f.

Presentation and adoption of changes of status of Members.

g. Presentation and adoption of all reports of Team of Officials and SSS Projects. h. Presentation and adoption of the financial report of the Team of Officials. i.

Changes to the Constitution and Bylaws.

Changes to the status (opening and closing) of the Standing Committees, Support Divisions and Task Forces.

n. Any other business.

3.3.2. The following items shall be included in the agenda of General Assemblies that have elections: a. Presentation of candidatures for SSS Official Positions. b. Election of the SSS official positions. 3.3.3. The following item shall be included in the agenda of the September General Assembly: a. Adoption of next year’s budget. b. Election of the Supervisory Council members

k. Changes to the strategic plan (except for the two general assemblies after its adoption)

4. Procedures of Meetings 4.1. General 4.1.1. Half of all full members with voting rights shall form a quorum. 4.1.2. If the quorum was not fulfilled during the first hour of the General Assembly, then the quorum becomes 20% of all full members. And if the Quorum was not fulfilled at all, then the General Assembly is postponed to another date to be set by the Team of Officials. 4.1.3. Smoking or consumption of alcoholic beverages is prohibited during formal scientific activities of SSS. 4.1.4. Breaks: There will be breaks upon request of the Chair or a full member with voting rights. Such a request must be followed by the agreement of the majority of participants. 4.1.5. Adjournment: The Chairperson can decide upon adjournment of the meeting. If the chair fails to adjourn the meeting, any full member can suggest the adjournment of the meeting through a procedural motion. 4.2. Participants and Observers 4.2.1. Registration. All participants and observers have to register themselves and pay their membership fees to the Treasurer before the start of the General Assembly. 4.2.2. Participants in General Assembly meetings are: a. Full members. b. Associate members. c. Candidate members. d. Honorary Life Members 4.2.3. Observers in General Assembly Meetings are:

a. Supervisor b. Invited guests c. External advisor The participation of persons of 4.2.3 b and c must be approved by the Team of Officials. 4.2.4. Speaking rights: All participants and observers have speaking rights during General Assembly Meetings according to the meeting’s regulations. 4.2.5. Proposing rights: Only full and associate members have proposing rights during General Assembly Meetings 4.3. Chair 4.3.1. The SSS President is the chairperson of the General Assembly meetings. 4.3.2. The Secretary General shall assist the President in their work. The Secretary General shall take the Chair: a. When requested by the President, b. When the President is absent at the appointed time for the opening of the meeting, c. When the President is involved in the topic under discussion, d. During the elections in which the President is a candidate, e. When the President is removed through a “vote of no confidence”. 4.3.3. The Chairperson is responsible for the conduct of the meeting and for interpreting and giving their ruling on all matters of procedure, order, competency and relevancy, as stated in the Constitution and the Bylaws.

4.3.4. The Chair is responsible to inform the Members about the motions that are presented in the General Assembly meeting. 4.3.5. In the event that both the President and the Secretary General are absent by the appointed time for the opening of the meeting, one Member of the Team of Officials shall take the Chair. This temporary Chairperson shall act until the President or Secretary General arrive at the meeting and take over the Chair. 4.3.6. To overrule a decision of the Chairperson a procedural motion to “Overrule the decision of the Chairperson” has to be passed. When the motion passes, the Chairperson shall reverse the ruling in question. 4.3.6. To overrule a decision of the Chairperson a procedural motion to “Overrule the decision of the Chairperson” has to be passed. When the motion passes, the Chairperson shall reverse the ruling in question. 4.3.7. To remove the Chairperson a procedural motion of “No confidence in the Chair” has to be passed. When the motion passes the Chairperson shall immediately leave the Chair. In this case the Secretary General will become the Chairperson and if not present, a new Chairperson has to be elected from the Team Of Officials. 4.4. The Constitution Credential Committee “CCC” 4.4.1. The Constitution Credential Committee is the advisory and reference body of all issues related to the interpretation of the Constitution and Bylaws of the SSS. It shall be the decision making body when controversies in the

interpretation of the SSS Constitution and Bylaws arise. 4.4.2. The Constitution Credential Committee has Three members. They should be full members who had voting rights at the previous General Assembly Meeting. 4.4.3. Election: The Constitution Credential Committee is elected at the beginning of the General Assembly by the full members that are present and have voting rights. They are reelected right before Election of the SSS official positions. 4.4.4. Tasks of the Constitution Credential Committee a. Reviews whether motions and proposals contradict the Constitution and Bylaws. Motions and proposals that contradict the Constitution and Bylaws will fail immediately and will not be discussed. b. Makes the final decision when disagreements in the interpretation of the Constitution and Bylaws arise c. Are responsible for counting the votes and informing the chair with the result. 4.4.5. To overrule a decision of the Constitution Credential Committee a procedural motion to “overrule the decision of the Constitution Credential Committee upon Constitutional controversies” has to be passed. When the procedural motion passes, the decision of the Constitution Credential Committee will be reversed. If this concerns a proposal that had been refused by the Constitution Credential Committee, the proposal can be brought forward. If this concerns a proposal that

had been allowed by the Constitution Credential Committee, the proposal will fail and not be discussed further. 4.5. Voting Rights 4.5.1. All full members who do not have financial debts towards SSS can obtain voting rights during General Assembly Meetings. 4.5.2. Every full member with voting rights has one vote during voting. 4.6. Roll Call and Voting Cards 4.6.1. At the start of General Assembly, the chair must do a roll call. All members with voting rights will be called to see if they are present. Official voting cards will be handed out to the members that are present. The results of the roll call will be recorded and incorporated in the minutes. 4.6.2. If any Member subsequently joins or leaves the general assembly, they have to inform the CCC who will hand out or take back the voting card. 4.6.3 In case the voting card is lost or not handed to the CCC before leaving the general assembly, the full member shall lose their voting right till the end of the plenary. 4.7. Motion and Debate 4.7.1. A written motion must be tabled before debate is undertaken on a subject. Motions must be given to the Chair before the discussion. 4.7.2. All motions or alternative motions will be evaluated by the Constitution Credential Committee to ensure that the motions do not contradict the Constitution or Bylaws. If any contradiction is found, the motion will fail immediately.

4.7.3. 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. 4.7.4. When a relevant motion is tabled, the Chair shall read the motion. The proposer may briefly explain the purpose of the motion. 4.7.5. All motions, including the alternative motions, need a seconder. Any full member 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. 4.7.6. The Chair shall ask if there are any questions to the proposer. If there are questions, the Chair shall make a speaker’s 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. 4.7.7. During the debate the speakers shall address the Chair. The Chair shall decide when a speaker gets the floor. 4.7.8. 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

then the alternative motion stands even in the case the original motion is withdrawn. 4.7.9. After the discussions have been closed and the Chair has announced to proceed to the vote, a motion can no longer be withdrawn. 4.7.10. After the discussion is closed, the Chair shall ask for amendments. An amendment can be submitted at this point. 4.7.11. In the case an amendment is proposed, the proposer of the amendment may briefly explain the amendment. a. After this, the proposer of the original motion shall be asked if they accept the amendment. If the proposer of the original motion accepts the amendment, then the seconder of the original motion shall be asked if they accept the amendment. If both the proposer and seconder of the original motion accept the amendment, it shall be incorporated in the original motion. b. If the seconder of the original motion does not accept the amendment, a new seconder has to be found. If a new seconder for the amended motion is not found, then the amended motion fails immediately. 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. 4.7.12. In the event of no or no further amendments, the Chairperson shall

call for any direct negatives to the motion. Should no member give a direct negative to the motion, the motion passes nemo contra without further debate. 4.7.13. If there is a direct negative, the Chairperson shall call for an alternative motion. An alternative motion can be submitted at this point. The proposer of such an alternative motion shall speak before any discussion may begin. An alternative motion needs a seconder. If a seconder for the alternative motion is not found, the alternative motion fails immediately. 4.7.14. After the closure of debate, no withdrawal of motions is acceptable. 4.7.15. The Chairperson shall call the meeting to vote on the motion and the alternative motion. 4.7.16. A motion passes if: a. No member gives a direct negative to the motion b. It reaches a simple majority of votes c. It reaches a relative majority of votes in case there is an alternative motion. 4.7.17. 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”. 4.8. Point of Order 4.8.1. A point of order shall be concerned with the enforcement of interpretations of the Constitution, Bylaws and policy statements of SSS. 4.8.2. A point of order shall take precedence over all other terms of address to the Chair and shall

require the Chair immediately to allow the member to make their point of order. 4.8.3. In the event of any member using the point of order to make statements which are not directly related to the defined concern, they shall be called to order by the Chairperson. 4.8.4. In the event of any member being so warned on three occasions during a General Assembly Meeting they shall lose the right to use the point of order for the rest of that Plenary Session. 4.9. Point of Information 4.9.1. 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 as a whole. It can in no case be used to express a personal point of view. 4.9.2. 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. 4.9.3. When a point of information is indicated to the Chairperson while a speaker is speaking, the Chairperson will ask the speaker whether they will accept the point of information. 4.9.4. In the event of the speaker refusing it, the Chairperson must make it as soon as the speaker has finished. 4.9.5. In the event of any member using the point of information to make statements that are not directly related to the defined concern of it, they shall be called to order by the Chairperson. In the event of a member being so warned on three occasions during a General Assembly Meeting they shall lose the right to use the point of

information for the rest of that plenary session. 4.10. Procedural Motion 4.10.1. 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. 4.10.2. 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 immediately put the procedural motion to a vote. 4.10.3. All procedural motions require a two-thirds majority. 4.10.4. In the event of a procedural motion being carried it shall be put into effect immediately. 4.10.5. 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. Let the meeting take an unofficial vote.

i. Candidates for election leave the hall during preliminary discussion. j. To suspend a bylaw until the end of the General Assembly Meeting or until it will be resumed by the General Assembly. k. To resume a bylaw that has been suspended. l. A discussion not to be recorded in the minutes. m.Overrule the decision of the Chairperson. n. No confidence in the Chair. o. Overrule the decisions of the Constitution Credential Committee. p. Observers must leave the room. 4.11. Voting 4.11.1. Decisions will be taken with a simple majority in cases of a single motion and relative majority in case of several motions, unless otherwise specified in the Constitution or Bylaws. 4.11.2. Majorities will be defined as follows: a. Simple Majority: more votes IN FAVOUR than AGAINST. ABSTENTIONS do not count. b. 50% majority (Absolute Majority) : more than 50% of all the votes IN FAVOUR. ABSTENTIONS do count. c. Relative Majority: the proposal receiving the most votes carries. ABSTENTIONS do not count. In case there are more votes AGAINST than for any of the proposals, all proposals fail. d. Two-thirds majority: The number of votes IN FAVOUR is

at least the double of the number of votes AGAINST. ABSTENTIONS do not count. 4.11.3. Voting is done by raising the Voting Card. The Chair will call all members with voting rights and ask for their vote. When called, the members have to clearly raise their voting cards for the time necessary for the CCC to count all votes. After having called for the votes on every option available to vote upon, the Chair shall match the results with the registered number of members present at the General Assembly. 4.11.4. Voting during elections will be done by ballot. In addition, voting by ballot shall take place if requested by a full member with voting right using a motion. 4.11.5. Voting by ballot is done by indicating the vote on ballot paper or electronic ballot form. Ballot paper should be signed and stamped by the Chair. The Chair will hand out the ballots to the members with voting rights. They have to choose their vote on the ballot paper Or the electronic ballot form, after which it has to be returned to the Chair. The CCC will count the votes. Before voting by ballot all observers have to leave the hall. During the voting by ballot the doors of the hall will be closed and nobody will be allowed to enter or leave the room. After the votes have been counted and before the results are announced, the doors will be opened again and observers are allowed to enter the room. 4.11.6. Ballots must always contain an option to vote for an

ABSTENTION, and also an option to vote AGAINST all of the other options. 4.11.7. All ballot papers, electronic forms or spread sheets must be kept for archiving until the minutes of the General Assembly Meeting have been adopted. This is the responsibility of the Sec-Gen and is part of its handover to the following Sec-Gen. 4.11.8. In case of electronic forms, they are formed using the official SecGen account where in case of more than one round, a form should be prepared for each round separately. All of them are linked to the same spread sheet and full members vote using the same procedure mentioned in the above points. 4.11.9. In case of an extraordinary situation, the CCC and Sec-Gen may agree to use platforms other than Google forms and spread sheets as long as fairness and documentation are ensured. 4.11.10. In case of suspected fraud or mistakes, the Chair shall call for a re-vote. 4.11.11. In case of voting on a motion, only full members who attended the discussion are eligible to vote. 4.12. Elections 4.12.1. Candidatures have to be submitted before the deadline specified by the secretary general. Candidates should apply by sending the requested documents to the secretary general official email and upload the candidature documents to a specified folder. The candidatures will be announced publicly. 4.12.2. If no candidatures are received by the deadline, it will be possible to

extend the deadline for candidature for this position until two days before the day of the elections. 4.12.3. The Secretary General should announce the list of the candidatures to the server within two days after the specified deadline. 4.12.4. Candidates may run for only one Official position. 4.12.5. A candidature for an official position should contain only one candidate. 4.12.6. Candidates for SSS Officials have to provide the following documents: a. A motivation letter. b. Curriculum vitae. c. A provisional plan of action. 4.12.7. Candidates must give an oral presentation before the elections. 4.12.8. Candidates will have a limited time to present themselves. Motions for extension of time only once per speaking time/questions and must be limited to a maximum of 2 minutes. Adherence to the time limit is the responsibility of the CCC, who should interfere to ensure that there is sufficient time for questions and answers within the allotted time frame. The speaking time includes audio visual presentations. a. President: 7 minutes speaking time and 4 minutes for questions. b. Other Officials: 5 minutes speaking time and 3 minutes for questions c. International Summer/Winter School, Research Support Division Director: 3 minutes speaking time and 2 minutes for questions 4.12.9. If there is more than one candidate for a position the order of presentations will be decided by the Chair through a

lottery. During the presentation of the candidate, the other candidates for the same position have to leave the room. 4.12.10. Presentations and elections will be done in the following order: a. International summer/Winter School, Research support Division Director. b. Standing committee officers and support division directors c. Treasurer, Secretary general and vice presidents d. President. 4.12.11. The elections will be done by ballot. 4.12.12. All SSS Officials will be elected with 50% majority (absolute majority). 4.12.13. If there is more than one candidate for a position and no candidate gains 50% majority there will be a second round. Only the two candidates with the highest number of votes in the first round will continue to the second round, where the candidate who gains relative majority will be elected. 4.12.14. If the two candidates gain the same number of votes in the second round, the newly elected team of officials will have the right to vote between them where the candidate who gains relative majority will be elected if the quorum of the new team of officials was fulfilled, and if the two candidates gain the same number of vote the casting vote will be drawn from a lottery performed by the chair 4.12.15. In case there is only one candidate for a position who fails to gain 50% majority, the candidate will not be elected.

4.13. Minutes 4.13.1. Minutes have to be taken during the General Assembly. 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 Chairperson d. The items on the agenda. e. The results of the roll calls. f. All motions and amendments, including the number, the name of the proposer and seconder and the full text. g. All decisions. h. The results of the voting and elections. i. The most important points of discussions. 4.13.2. The Secretary General is responsible for the production of the minutes. 4.13.3. The minutes should be handed to the Secretary General after the meeting. 4.13.4. The secretary general is responsible for the publication and distribution of the minutes to all the Members. 4.14. Reports 4.14.1. All reports shall be written and a digital copy of reports must be handed to the Secretary General unless specified by other bylaws point before the respective specified deadlines. The Secretary General in turn should send the compiled reports to the SSS server at least 1 week before the general assembly. 4.14.2. Changes of status of Members shall be sent to the SSS servers

by the VP in the form of members’ list at the latest one week before any ordinary GA to be adopted in the GA. 4.14.3. A financial report shall be sent to the SSS servers by the treasurer at the latest one week before any ordinary GA to be adopted in the GA. 4.14.4. Projects reports shall be sent to the SSS servers by the Projects’ Support Division Directors at the latest one week before any ordinary GA to be adopted in the GA. 4.14.5. All rights reserved for the projects' coordinators and the concerned board members to write their own reports; and no one may write the report on the concerned personnel's behalf except after taking their consent regarding this action and regarding the report's content; a written or electronically sent consent must be attached along with the report and sent to the Sec. Gen. All reports shall include: a. the title of the report,

d. the meeting for which the report was written, e. the report itself. 4.14.6. Reports shall be explained with an oral presentation. The oral presentation shall not contain any new information unless the secretary general has been notified, in order to add it to the original reports. 4.14.7. For all reports, a motion shall be tabled to adopt the report. The motion shall be handled as described in the section “Motion and debate”. 4.14.8. In case a report of an Official is not adopted, the General Assembly will then propose further action to be taken. 4.14.9. In case a report of a committee, task force or any other group is not accepted, the report can be amended, changed or deleted by the General Assembly by separate motions. 4.14.10. All reports, accepted or not accepted, shall be attached to the minutes as annexes. Above the report shall be mentioned if the report was accepted or not.

b. the author of the report, c. the date of the report,

5. Amendments to the constitution 5.1 Amendments to the constitution 5.1.1. Proposals for changes must be submitted to the SSS secretary general at the latest one month before the September GA. 5.1.2. The SSS secretary general has to send the proposed changes to all full members at the latest 3 weeks before the GA. 5.1.3. Proposed changes not fulfilling these requirements cannot be voted upon by the General Assembly. Once a change to the Constitution has been proposed, no further amendments to that proposal may be submitted at any time. 5.1.4. The team of officials is responsible for acquiring advice from the supervisor or the supervisor and a lawyer concerning legal consequences of the proposed amendment. The team of officials must present this advice to the General Assembly prior to the vote. 5.1.5. Proposed changes not fulfilling these requirements cannot be voted upon by the General Assembly. 5.1.6. Changes to the Constitution are voted upon by ballot. 5.1.7. Changes to the Constitution require a two-thirds majority. 5.1.8. Amendments to the Constitution will take effect immediately after the General Assembly unless otherwise specified in the proposal.

5.1.9. 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. 5.2. Amendments to the Bylaws 5.2.1. A proposal to change the Bylaws must be submitted by e-mail to the Secretary General at the latest 2 weeks before each ordinary general assembly. The Secretary General has to send a compilation of all the received proposals by email to the members 1 week before the opening day of the General Assembly Meeting. 5.2.2. Changes to the Bylaws require a simple majority. However, changes to chapter concerning “Procedures at Meetings and strategic plans” require a two-thirds majority. 5.2.3. Changes to the Bylaws will take effect immediately after their adoption in the General Assembly unless otherwise specified in the proposal. 5.2.4. 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.

6. Team of Officials 6.1. General 6.1.1. An SSS Official is any person elected by the General Assembly, ordinary or extraordinary GA or appointed by the team of officials, as defined by the constitution. 6.1.2. An SSS Official must meet the following requirements at the time of application: a. Be a medical student; won’t be graduated throughout his/her term. b. Be a Full Member. c. Have attended at least one General Assembly Meeting as a full or associate member for candidates for the posts LPO, LOME, LORA, LCO and support division directors; one General Assembly meeting as a full member for candidates for the posts of Secretary General, VP, Treasurer, LEO-In, LEO- Out. For candidates for the post of president, at least two General Assembly Meetings as a full member. d. Have basic knowledge of the structure, function and relations of SSS as assessed by the Secretary General through the candidates‟ evaluation criteria. The results of which are just advisory to the General Assembly .i.e only announced to members but do not count as a factor determining the candidature acceptance. e. Candidates for the following Coordinators posts:

- Alumni - Relief and bonding - Fundraising - Public Relations - Media and designing - Social Media Management Should be full or associate and attended at least one GA and have to submit their CV & motivation letter and provisional plan of action to their heading board member. f.

Candidates for the International summer/winter School Coordinator should be full or associate and attended at least one GA. They should send their CV, Motivation Letter, Plan of Action and provisional package to the Sec. Gen. before the specified deadline for candidatures. Candidates for the position of Projects’ Support Division Director should have attended at least one project management training. Candidates for the position of Training Support Division Director should have attended at least one national or international TOT, TNT, TMET…etc.

6.1.3. SSS Officials are: a. The president b. Secretary General c. The treasurer d. Vice President “VP” e. Local Exchange Officer, outgoing division “LEOOutgoing”

f. g. h. i.

j. k. l. m. n.

Local Exchange Officer, incoming division “LEOIncoming” Local Officer On Medical Education “LOME” Local Public health Officer “LPO” Local Officer on Reproductive and Sexual Health and rights including HIV and AIDS “LORA” Local Officer On Human Rights and Peace “LORP” Publications and New Technologies Support Division Director “PnSDD” Projects' Support Division Director “PSDD” Trainings Support Division Director “TSDD” Research Support Division Director “RSDD”

6.1.4. The Officials shall: a. Abide by the Constitution and Bylaws. b. Fulfill the described tasks of the appointed positions as specified in the Bylaws. c. Apply strategic and operational planning, execution control/monitoring/evaluatio n and project management standards and make an effort to fulfill their proposed plan of action. d. Make an effort to attend all Team of Officials Meetings. e. Send a report to the SSS Secretary General at the latest two weeks before each ordinary GA. f. Provide information concerning their activities upon request to any other Officials of the SSS.

g. Maintain regular communication with the SSS members and team of officials. h. Do efforts to make sure that the members are aware with their rights & duties stated by the bylaws. 6.1.5. Unofficial posts (have no voting right) are: - Alumni - Relief and Bonding - Fundraising - Public Relations - Media and Designing - Social Media management. 6.1.6. The Executive Board (President, VP, Secretary General and treasurer) is entitled to decide upon SSS matters related to membership, projects, finances, national and international policies and fundraising strategies. These decisions must be adopted in a team of officials meeting. 6.1.7. Unofficial posts should be appointed by the supervising official within one month from being elected. 6.1.8. Supervision of officials upon the coordinators shall be as following: a. Alumni, Relief, Bonding and Public Relations shall be under the supervision of the VP. b. Media and designing, Social Media management, Arts and Crafts and magazine shall be under the supervision of the PnSDD.

Fundraising and Office shall be under the supervision of the treasurer.

6.1.9. Supervision must ensure that the concerned board member continuously guides and passes the needed expertise to their coordinators. However, this supervision does not lessen anyhow from the coordinator's direct responsibility to the position they hold. Supervision is confined to helping, supporting, and consolidating the coordinator in performing their tasks efficiently; only in special cases and emergencies the board member may interfere as they wish to manage the crisis along with their supervised coordinator. 6.1.10 The president & /or the team of officials are entitled to call for a team of officials meeting 6.1.11. The Team of officials can delegate tasks to others. Any Team of officials’ member can propose to delegate one of their personal tasks to another person. 6.1.12. The mailing list is the official mean of communication between the SSS team of officials, observers are allowed upon voting of the TO. 6.2. Handover: 6.2.1. The resigning/leaving official must complete their handover to the following official/team of officials at most two weeks after the elections. 6.2.2. Failure or refusal of complete handover must be handled by the team of officials as nonabidance to the SSS bylaws.

6.2.3. In case of the vacancy of any official posts, the resigning/leaving official must complete the handover to the Secretary General within two weeks from the vacancy of the post, and in case of vacancy of the Secretary General post, the handover is conducted to the SSS president. 6.2.4. Handover includes but not exclusively: a. Handing in all official papers and passing all information related to the committee/post. b. Handing in all needed information regarding the electronic presence of the post including and not limited to website access, official e-mails & mailing lists. c. Introducing the elected respective board member to the respective mailing lists. 6.2.5. In case that a claim of no or incomplete handover, the team of officials must appoint a task force to investigate these claims and present its final report 6.3. Resignation of Officials: 6.3.1. In the event of the resignation of an official, an extraordinary team of officials meeting must be held to discuss the reason(s) behind this resignation in the presence of the resigning official. Otherwise, the resignation is considered as invalid. 6.3.2. The supervisor must be notified of the result of this meeting and handed a resignation letter signed by the resigning official

explaining the reason(s) of resignation. 6.3.3. The resigned official is entitled to present the reason(s) behind their resignation to the official members’ mailing list. 6.3.4. The team of officials has the right not to issue the letter of recommendation only after presenting their reasons to the GA or an investigations task force and getting either approval. 6.3.5. The Team of officials is entitled to mention the official’s resignation in the recommendation letter. 6.4. Suspension and removal of Officials 6.4.1. Officials shall be suspended from their functions by the General Assembly for the following important reasons: a. Fraud b. Committing a criminal offence c. Malfunction of office d. Inability to fulfill duties e. Breaking the Constitution or Bylaws f.

Deliberately working against Team of Officials or General Assembly decisions

g. Failing to communicate with the Team of officials h. Refusing to report 6.4.2. Procedure for suspension of Officials:

a. SSS officials, SSS full members, and associate members only may issue a complaint for any action(s) taken by SSS officials for the important reasons listed in the previous article (6.4.1.). The General Assembly or the Team of Officials will be in charge of creating a task force that is responsible for investigating such claims. b. In the event that the task force determines that an Official has committed the offences described in the previous article (6.4.1) the task force shall suspend that Official and must notify all other Officials and members of their findings within one week of their decision and their decision is valid and must be applied till the next ordinary general assembly c. Any decision made by the task force to suspend or not to suspend an Official shall be voted upon at the next General Assembly Meeting. A two thirds majority shall be required to remove or not to remove the Official from office. If such a majority is not reached the Official shall resume their functions. 6.4.3. Upon suspension of an Official, they shall return all funds allocated by the SSS to them as well as the headquarters keys in his possession, which have not been used at this moment. Furthermore they shall not receive any more reimbursements or be given further funding. 6.4.4. If the Official is to resume their function, the remaining money

allocated will be returned to the Official. 6.4.5. If an Official is removed from office by the General Assembly, they can never again be elected or appointed as SSS Official. 6.4.6. If an Official is removed from office by the General Assembly, the Team of Officials shall write a letter explaining the removal. This letter shall be sent to all SSS members. Furthermore the Team of Officials can decide to send this letter to any external relation, institution or person, with whom the removed Official has been in contact. 6.5. Replacement of vacant Official positions 6.5.1. In the absence, suspension, removal, resignation, or death of an elected SSS Official or nonelected official position, the Team of Officials must make a decision regarding the replacement of that Official within two weeks. The Team of Officials may decide either to redistribute tasks amongst themselves, or to have a special election for that position at the next ordinary General Assembly meeting. This decision can only be made during a Team of Officials Meeting. 6.5.2. In the event that the Team of Officials takes the decision to have a special election for a vacant position at the next General Assembly Meeting, then the election may take place at either the March Meeting or the September Meeting. Candidates must fulfil all criteria for becoming an SSS Official. The elected candidate will assume office immediately upon election and will fulfil only the remainder of the current term. During the interim

period between when the vacancy is created and the new officer is elected, the Team of Officials may choose to appoint an interim officer to fulfil relevant responsibilities for the interim period. 6.5.3. Vacancy of specific Team of Officials positions. In the special instance of the suspension, removal, resignation, or death of a Team of Officials member, there shall be a right of ascension as follows: a. The Sec Gen shall replace the President, in the event of the absence, suspension, removal, resignation, or death of the President. The Team of Officials must decide if this is to be an interim or permanent appointment. b. In the event of the absence, suspension, removal, resignation, or death of an EB member apart from the president, The Executive board should choose one of their members to replace the vacant EB member and announce their decision within one week. The Executive Board must decide if this is to be an interim or permanent appointment. c. If the Team of Officials decides to make an interim appointment as listed above, then the Team of Officials member granted the interim appointment must return to their original elected position at the next General Assembly Meeting. In this instance an election must be conducted to elect a permanent Team of Officials member for the vacant position at the next General Assembly meeting.

d. If the Team of Officials decides to make a permanent appointment as listed above, then the Team of Officials may decide either to have a special election for the vacant position at the next General Assembly Meeting, or to redistribute these tasks among themselves. 6.6. Tasks 6.6.1. President: a. Chair the team of officials. b. Call for meetings of the Team of Officials. c. Represent SSS on the national and international levels and maintaining contacts. d. Follows up and supports the activities of Team of Officials & maintaining the flow & harmony of work between the Team of officials & doing an effort to resolve any problem arising & making sure that each official is getting their rights & fulfilling their duties. e. Develop short-and long-term strategies for the work and structure of IFMSA, especially in relation to national and international involvements. f. Report on the status of the SSS on the national and international levels. g. Is entitled to take the necessary decisions related to the work progress and the welfare of the society in cases of emergencies where the team of officials cannot be reached. These decisions must be adopted in a

following team of officials meeting. 6.6.2. Secretary General: a. Be responsible of the administration, correspondence and archives of SSS. b. Produce the minutes of the Team of Officials meetings and General Assembly Meetings, and send them in due time to the members. c. Update the Constitution and Bylaws with the changes decided upon the General Assembly. d. Prepare and send out invitations, provisional agenda, and other relevant information concerning General Assembly Meetings. e. In charge of the official relationships and documents with the faculty and university administrations. 6.6.3. Treasurer: a. Be responsible for the financial administration and bookkeeping of SSS. b. Collect membership fees. c. Be responsible for the official bank accounts of the SSS. d. Present an adequate report, as decided by the Team of Officials, on the financial situation of SSS at every Team of Officials meeting. e. Propose the budget of the next financial year to the General Assembly. f. Present an annual financial report. g. Review the budgets of all SSS projects and events.

h. Collects receipts received during their term and hands them over to the following official. i. Shall be responsible for preserving the resources of the SSS and maintenance of the headquarter & the lounge. j. The Treasurer should approve the budget and price for any SSS event/activity (e.g. International summer/winter school, exchange exam fees, relief events, etc.) 6.6.4. Vice-President: a. Be responsible for the development, recruitment and motivation of SSS members. b. Be responsible for maintaining contact between the members and the Team of Officials. c. Develop an annual evaluation procedure and subsequent needs assessment for the members. d. Inform SSS members about their membership status upgrades. e. Maintain an updated database of SSS members and alumni. f.

Represent the SSS externally.

g. Develop, adopt, update, and regulate the use of the SSS Corporate Identity in all its forms and ensure the quality standards and individuality of all the activities holding the organization's name. h. Responsible for the marketing of the SSS in

cooperation with the PnSDD. Establish and maintain outreach potential external partners and sponsors. This includes supervising the development and execution of the SSS fund-raising strategy. Establish contacts with nonmember students and encourage them to join and participate in SSS activities. Send out the evaluation system to the SSS members right after elections. If it is edited at any point of the year by the VP, another email with the edited version should be sent out to the members.

6.6.5. Standing Committee Officers: a. Represent SSS in the corresponding committee’s field of work on national and international levels. b. Represent the corresponding committee on the different electronic mailing lists. c. Responsible for monitoring the corresponding standing committees work on the SSS level. d. Must inform the team of officials the general assembly of any updates related to their standing committee. e. Have the non-exclusive right to become the project coordinator of projects related to his committee f. The Standing Committee officers can appoint assistants to help in the work of the Standing Committee.

g. The Standing Committee officer should be able to create a solid team for their committee & make sure that the experience gained is being passed from more experienced members to others & to guarantee a competent second line in the committee. In coordination with the Projects’ Support Division Director, send out unified calls for the projects coordinators as many times, as needed. After the conclusion of each call, a camp should be formed for the project coordinators where they are given project management training in coordination with the Training Support Division Director and are oriented about the different projects’ phase, reporting to national coordinators …etc. Formulate a provisional plan of action for the year with propose timeline and present it in the first team of officials meeting following elections in order to be adopted by the team of officials.

6.6.6 The Publications and New Technologies Support Division Director: a. The Publications and New Technologies Support Division Director is responsible for producing the SSS soft and hard copy publications content, including: the social publications, scientific publications, Newsletters, promotional publications and other press releases, be they photographs, videos, designs,

illustrations, writings or any other form of publications. b. The Director is responsible for managing the official website, social media platforms and maintaining mass media contacts of the SSS. c. Any appointed members work directly with the Publications and New Technologies Support Division Director. The Director offers advice and technical expertise when needed and supervises the work. The Director also works to ensure the timely production and distribution of the publications. d. Press releases: i. The Publications and New Technologies Support Division Director prepares press releases to communicate newsworthy events through the media. These press releases are prepared on an as needed basis. ii. The Director is the primary author of SSS press releases. All press releases must be submitted to the team of officials for final approval before being submitted to the media. The Director may appoint other persons to assist in the task of writing press releases as needed. e. SSS Magazine. i. The director is responsible for the production of the SSS magazine and its content. ii. The magazine team is formed of writers and editors that are supervised. 6.6.7. Projects' Support Division Director: i

Provides National representation for the projects

Maintaining an adequate monthly projects agenda to ensure spreading of projects evenly over the year iii Have the nonexclusive right to become the project coordinator of the projects they are responsible for. iv Call for a coordinator for the projects which are endorsed by the SSS and not related to any Standing committee v Receive New Projects' proposals and coordinate with the Suitable Standing committee vi Monitor the quality of the SSS projects and that they serve the SSS mission. vii Create and update a database of the SSS projects proposals and detailed reports. viii In coordination with the standing committee officers, send out unified calls for the projects coordinators as many times as needed. ix After the conclusion of each call, a camp should be formed for the project coordinators where they are given project management training in coordination with the Training Support Division Director and are oriented about the different projects’ phase, reporting to national coordinators …etc. 6.6.8. Research Support Division Director: a. Represent the SSS in the corresponding field of work on national and international levels. b. Responsible for monitoring the corresponding work on the SSS level.

c. The research support Division Director should be able to create a solid team for his work and make sure that experience is gained and is being passed from more experienced members to others and to guarantee a competent second line. 6.6.9. Training Support Division Director: a. Responsible for the Capacity building of the SSS members through organizing innovative trainings following each recruitment in coordination with the Vice President according to the needs of our LC and the candidate members (through a needs assessment form sent to candidate members right after they are accepted). b. Form a database Same rationale as point 6.1.3 for all trainers in the SSS. c. Have trainers from other LCs conduct different trainings in our LC. d. Ensure that all candidate members are informed of the training sessions and their importance. e. After the conclusion of each call, a camp should be formed for the project coordinators where they are given project management training in coordination with the Projects’ Support Division Director and are oriented about the different projects’ phase, reporting to national coordinators …etc.

6.6.10. Refer to point 13.2.1 for the tasks of Outgoing Exchange Officer (LEO/LORE Outgoing) 6.6.11. Refer to point 13.2.2. for the tasks of Incoming Exchange Officer (LEO/LORE Incoming) 6.6.12. The Executive Board: a. It is responsible for maintaining good relationships with the administration of the faculty, supervisors, IFMSA-Egypt or any of the neighbouring LCs. b. It is responsible for maintaining the coherence of the team of officials. c. Interfere to solve problems with the administration of the faculty, supervisors, IFMSAEgypt or any of the neighbouring LCs. d. Be present at all National General Assemblies and be responsible for managing the SSS delegation. e. Help the president take necessary decisions in case of emergencies where not all team of officials can be reached and these decisions must be adopted in the next team of officials meeting. f. Help the Secretary General in the procedures of attaining different approvals from the faculty administration. g. Help the Vice President in the various capacity building events.

6.7.3. Additional meetings to discuss any other issues or projects are considered valid by the attendance of the Managerial group and the concerned official(s). Decisions taken are adopted by online voting or in the next team of officials meeting. 6.7.4. All Team of officials members have one vote at the Team of officials meeting. 6.7.5. All decisions in Team of officials meetings are taken with simple majority, and, in case of equal number of votes, the presidents vote is applied. 6.7.6. The Executive Board takes decisions with at least half of the present officials plus 1. 6.7.7. Executive Board members who are not present can submit written reports/updates in advance. 6.7.8. Participants of Team of Officials meeting are the SSS Officials, and The agenda of the TOM shall nonexclusively contain the following points: a. Adoption of the previous TOM minutes. b. Reports of SSS officials. c. Financial report 6.7.9. Only the Team of Officials may allow observers to be present at Team of officials’ meetings. 6.7.10. Invited observers of Team of officials meeting can be: a. SSS Members.

6.7. Regulations for Team of officials meetings 6.7.1. The Team of officials as listed in the previous article (6.1.3) shall meet at least once per month. 6.7.2. The quorum for a Team of officials meeting is the half the number of Team of officials members plus 1.

b. Honorary Life Members. c. Invited guests. d. Members from organizations in an official relation with SSS. e. External advisors. 6.7.11. All participants have both speaking and proposing rights

during the Team of officials meeting. 6.7.12. Observers have neither speaking nor proposing rights, unless given by the Team of officials. 6.8. Overruling a Team of officials’ decision by the General Assembly. 6.8.1. A decision of the Team of officials can be overruled by the General Assembly for the following important reasons: a. When the decision will result in an illegal or criminal offence b. When the decision violates the Constitution or Bylaws c. When the decision violates decisions of the General Assembly d. When the decision is beyond their mandate as specified in the Constitution or Bylaws. 6.8.2. Procedure for overruling a Team of officials’ decision: a. Any Full member of SSS may inform the General Assembly of any decision of the Team of Officials for the important reasons listed in the previous article (6.4.1.) The General Assembly may assign a task force that will then be responsible for investigating such claims. b. In the event that the task force determines that the Team of officials has committed the offences described in the previous article (6.4.1.), the task force shall overrule this decision and must notify all other members of their findings within one week of their decision.

c. Any decision by the task force to overrule or not to overrule a decision by the team of officials shall be voted upon at the next General Assembly Meeting. A twothirds majority shall be required to overrule or not to overrule the decision of the team of officials. If such a majority is not reached the decision is reinstated. 6.9. SSS member who is national IFMSAEGYPT board member: 6.9.1. Shall present an official report to the general assembly meeting 6.9.2. Failure or refusal to submit the report to the Sec-Gen or to present it to the General assembly shall be handled by the General Assembly as non-abidance by the SSS bylaws 6.10. Regulation of the interim: 6.10.1. Interims for non-official positions elected by the General Assembly (eg. Taskforce or Supervisory Council members or International Summer/Winter Schools) are chosen by the Team of Officials. 6.10.2. Any interim for any official or non-official position may be removed by the TO in case of failure to report, failure to fulfill the tasks or non-abidance by the job description.

7. Standing Committees 7.1. General 7.1.1. A Standing Committee works to benefit a specific field of interest. The activities of a Standing Committee shall be continuous. 7.1.2. A Standing Committee consists of a Standing Committee Officer and the medical students working in the fields of interest within SSS which are members of the Standing Committee. 7.1.3. SSS Standing Committees are: a. The Standing Committee On Medical Education (SCOME) b. The Standing Committee On Professional Exchange (SCOPE) c. The Standing Committee On Public Health (SCOPH) d. The Standing Committee On Reproductive and sexual health and rights including HIV and AIDS (SCORA) e. The Standing Committee On Research Exchange (SCORE) f.

The Standing Committee On Human Rights and Peace (SCORP) 7.1.4. In order to regulate their practical internal management, a Standing Committee can have internal working groups. The working groups have to comply with the Constitution and Bylaws of SSS. They are decided by the Standing Committee officer. 7.2. Creation, changes and dissolution 7.2.1. To create a Standing Committee of SSS, a proposal to establish a Standing Committee must be written. At least five full members

must announce, in this proposal, their interest and active participation in the Standing Committee in question. The General Assembly will decide about this proposal with a two thirds majority. 7.2.2. The General Assembly can decide to dissolve, change the activities, or change the name of a Standing Committee. Such a decision needs at least two-thirds majority. 7.3. Standing Committee Meetings 7.3.1. The Standing Committee meetings are called for by the Standing Committee officer of the respective Standing Committee. 7.3.2. The objectives of a Standing Committee meeting are: a. To run activities with concrete plans of action, co-ordination and working strategies. b. To formulate policies by resolutions and declarations to be incorporated in the policy statements of SSS after decision by the General Assembly. c. To report their activities back to the members. 7.4. Standing Committee Assistants 7.4.1. The Standing Committee Assistant could be a full, associate or candidate members upon the approval of the VP. 7.4.2. The Standing Committee Assistant cannot represent SSS in any way to externals without approval from the Standing committee officer.

8. Projects 8.1. SSS Projects 8.1.1. The term Projects refers to activities in any field of interest of medical students within SSS principles, aims and policy statements. This includes Projects, Events, Workshops, Surveys, Networks and Campaigns. 8.1.2. Any member of SSS can propose a project as candidate for SSS Endorsed Project. 8.1.3. The candidature may be sent to the Projects' support division director by email at any time of the year. The candidature must include a proposal with all the points specified in point (8.2.1). 8.1.4 The team of officials will review the project and vote upon the endorsement which requires an absolute majority. Then inform the members of the endorsement within one week. 8.1.5. The project proposer that fails to receive the endorsement will be notified by the team of officials within one week 8.1.6. To keep the endorsement of the project the project coordinator has to deliver a periodic report. This must be sent to the Projects' support division director in electronic format. 8.1.7. For the team of officials or the General Assembly to cancel a previously endorsement project; it requires simple majority to the proposal of any SSS member or official. 8.2. Regulations for the project proposal 8.2.1. These items must be considered in the written project proposal for

new projects and events. They should be explained as clearly as possible: a. Name of the project or event b. Name of Responsible member c. Coordinates of the project coordinator. d. Details of any participating organizations e. Executive summary f. Background and identification of a problem, reasons and aims of the project g. Methods h. Expected outcome i.

Description of the evaluation procedures

j. Duration of project k. General plan of action l.

Detailed plan of action for the coming year

m. General budget 8.3. Reporting 8.3.1. Projects reports have to be sent to the Projects’ Support Division Director in electronic format. Only in the case that project Coordinator has difficulties with electronic communication, the coordinator can ask permission from the team of officials to submit reports on paper to the projects’ support division director. 8.3.2. All SSS projects have to submit one report to the Projects’ Support Division Director at the latest two weeks before any ordinary GA. 8.3.3. This report must include: a. Activities conducted after previous report if any,

b. General financial status, c. Plan of action for the next Period. d. Coordinator’s description of the status of the project, e. Problems faced and recommendations. 8.4. Project Promotion 8.4.1. The team of officials, particularly the President, the Vice President and the Publications and New Technologies Support Division Director shall make the necessary efforts to promote the SSS projects. 8.4.2. There may be a designated space on the website (www.ssskasralainy.org) available for the promotion of all SSS Projects. Projects are allowed to have their own individual websites, but are encouraged to use the designated web space on the SSS website. 8.4.3. SSS projects shall submit their data for the website to the Publications and New Technologies Support Division Director, who is responsible for keeping this information at www.ssskasralainy.org up to date. 8.5. Project evaluation: 8.5.1 The Projects' support division director shall provide an evaluation for the SSS projects during the term according to the criteria set by the team officials and produced by the Projects' support division director. 8.5.2 The evaluation indicators shall nonexclusively include the following points:

-Relation to the SSS mission. -Involvement of SSS members. -Team work in the project. -Sticking to the proposal regarding; reaching the target group & estimated expenses. -Creativity. -Archiving. -Fundraising. 8.5.3 The evaluation criteria are liable to changes according to the strategy set by the team of officials. 8.5.4 The Projects' support division director shall present a report of evaluation during September GA. The report results are only recommendations for the coming term. 8.6. The projects’ Coordinators: a. Obligated to attend the camp organized by Projects’ Support Division Director, Training Support Division Director and Standing Committee Officers b. Think of innovative ways that align to the SSS Vision and Mission to carry out physical and online campaigns. c. Adhere to the proposed timeline of the project d. Keep members motivated e. Submit national and local reports when requested. f. Maintain good relationships with national project coordinators and local coordinators from other LCs. g. Try to participate in national fairs and presentations competition .

9. Taskforce 9.1. General 9.1.1. a. A Task Force is a group of people working on a specific task for a limited period of time. b. A taskforce shall be composed of an odd number with at least 3 members. c. 2/3 of the taskforce members should have attended at least 1 GA as full members. 9.1.2. A Task Force is composed of volunteers willing to participate in the solution of the problem at hand. External experts can be invited to participate in a Task Force. 9.1.3. A Taskforce could be elected by the general assembly or appointed by the team of officials 9.1.4. Once a taskforce is formed, an e-mail featuring the announcement of an ongoing taskforce should be sent by the Vice President to the official SSS servers within two days after appointment of the taskforce members. 9.2. Activities 9.2.1. Participants must appoint a Coordinator among themselves. This Coordinator is responsible for creating and updating an address list of the participants. The Coordinator is responsible for internal and external communication. 9.2.2. The Task Force has the mandate to create and develop products, prepare proposals, and give advice on the specific issue.

9.2.3. The task force shall report its activities to the team of officials and/or at General Assembly Meetings. The report shall be submitted to the Secretary General at the least two weeks before the General Assembly, or within 4 weeks from its announcement. 9.2.4. The Task Force has speaking rights during General Assembly Meetings. 9.2.5. Whenever the taskforce is formed to investigate a complaint, the report must be submitted to the VP at the least two weeks before the General Assembly, or within 4 weeks from its announcement, whichever is sooner. 9.2.6. The taskforce has to provide the concerned board member with a provisional timeline about the steps of the task they are assigned for. 9.2.7. In case a specific taskforce needs a timeline longer than the specified period in 9.2.5, the timeline must be approved by the TO as long as this is during the timeline of the taskforce. 9.3. Dissolution 9.3.1. The task force is dissolved when the task is completed or if no solution is found. The VP should notify the members through official SSS servers.

9.3.2 In case of non-abidance by the timeline or failure to report the activities to the general assembly, the team of officials should change the members of

the Taskforce. The VP should notify the SSS members of such changes through official SSS servers.

10. Finances 10.1. General 10.1.1. The official SSS currency is the Egyptian pound (EGP) 10.2. Regulations for the SSS General Budget 10.2.1. The SSS General Budget includes all income and expenses related to the management of SSS. 10.2.2. The Treasurer shall propose the SSS General Budget for the upcoming financial year to the General Assembly who will decide upon it during the September Meeting. The Treasurer shall send the proposed SSS budget to all SSS Members at the latest 2 weeks before the general assembly. 10.2.3. A budget must be adopted by the General Assembly. 10.2.4. In case the budget proposed by the Treasurer is not adopted, the Team of officials must consult the members and submit a new budget or amendments. 10.2.5. The budget shall non-exclusively include: a. Expenses: i. Maintenance ii. Board iii. Expenses iv. Exchange Annual Fees v. IFMSA meetings support vi. Stationery and printing vii. Publications and promotion viii. Projects ix. Reserve viii. Unexpected expenses b. Income: i. Original cash ii. Membership fees iii. International Summer and winter schools’ profit. iv. Exchange quota sales

v. vi. vii.

Exchange exam fees Any debts Unexpected income

10.3. Financial Management 10.3.1. Any expenses and expenditures of SSS not directly allocated in the budget can be extracted from the “unexpected” item by: a. The Treasurer. b. The Treasurer and the president. c. The team of officials. The limit for the decisions on level A is 25% of the item and for decision on level B 50% of the item. Expenses exceeding this amount must be decided at level C. In case of an urgent matter the Treasurer or the President may make decisions to the economic limits of level B. The team of officials must reconfirm such a decision as soon as possible. 10.3.2. All payments to SSS must be accompanied by the extraction of an official receipt signed by the treasurer. 10.3.3. To ensure the continuity of SSS, the organization shall possess a reserve fund consisting of at least 10% of the total budget. The capital from the reserve fund can only be released with signatures of the complete Team of Officials. 10.3.4. Any SSS project pays for itself. SSS projects can obtain financial support from the SSS budget if granted by the team of officials to be extracted from the “Projects” item. 10.3.5. Financial surplus.

a. Financial surplus from any occasional SSS activity shall be divided equally between the general budget of SSS and the budget of the relevant Standing Committee(s), projects, or specific functions that are currently operating. b. Financial surplus from any occasional SSS activity not included in the SSS budget shall be added into the “unexpected income” item and transferred in total to the general SSS account. c. Financial surplus from ongoing SSS activities shall remain in the budget of the ongoing activity. d. The treasurer does not own the right to reallocate the financial surplus from one SSS activity to any other expense-even in the same committee- without the approval of the concerned official whom their activity achieved this surplus. 10.3.6. It is possible for a maximum of 50% of the approved budget for a Standing Committee, project or task force to be paid in advance. The remaining part of the budget can be obtained

once the advance has been accounted for. 10.4. Supervision of Finances 10.4.1. The team of officials shall provide a detailed report of the current financial status within the minutes of the Team of Officials Meetings. With this report the Team of Officials can provide their opinion on the financial status to the members. 10.4.2. The Treasurer must be able to present a detailed report about the financial status of SSS at all times. 10.4.3. The financial administration is open to be reviewed by all full SSS members upon request. The requested detailed report on the financial status shall be submitted no later than 3 weeks after the date of the request. 10.4.4. SSS must have continuous internal monitoring regarding finances by the SSS supervisor. The supervisor must receive a copy of all bank statements straight from the bank. This person has interference power when the budget is not respected. 10.4.5. The signature of both the supervisor and the treasurer are mandatory for issuing official cheques from SSS. 10.4.6. The treasurer is allowed to possess the money of the month estimated expenses + 500 LE for emergencies.

11. Archives 11.1. General 11.1.1. The SSS archives will be divided into four main sections: a. Section regarding projects which the Projects Support Division Directors is responsible for and it includes: project proposals, project reports and project coordinators’ plans of action. b. Section regarding the SSS publications which the Publications and New Technologies Support Division Director is responsible for and it includes: designs for online and offline material, SSS corporate identity manual and copies of SSS publications not recorded on the SSS page. c. Section regarding SSS official documents which the Secretary general is responsible for and it includes: a copy of the constitution, the most updated copy of the bylaws, minutes of SSS General Assemblies, reports of SSS Officials, minutes of SSS TOMs, SSS Mission and Goals, previous year candidature documents, managerial coordinators report, financial report and taskforce reports d. Section regarding SSS updated members’ list including all alumni, honorary life members, full members, associates and candidate members which the VP is responsible for. 11.1.2. All sections should be kept by the respective official and updated thoroughly every year, whether in the form of a hard copy or a soft copy. 11.1.3. All sections of SSS archives shall be accessible to all SSS members upon request.

12. External Relations 12.1. IFMSA-Egypt and IFMSA: 12.1.1. IFMSA-Egypt and IFMSA relations and communications are the absolute authority of the team of officials. Any communication or involvement in IFMSA-Egypt and/or IFMSA must be preceded by the team of officials’ notification and within the limitations set by the team of officials. 12.1.2. Each team of officials’ member is responsible for representing SSS in the committee/field/ task that corresponds to their official position. 12.1.3. The SSS president is responsible for representation of SSS on national and international level and has the right to delegate other members of his selection to carry on this task. 12.1.4. Selection of the SSS candidates in officials’ posts in IFMSA-Egypt or IFMSA is strictly the responsibility of the team of officials. 12.1.5. A support letter signed and stamped by the SSS President is mandatory before candidature to any national or international post 12.1.6. The team of officials possesses the right to withdraw the SSS support from SSS delegates in IFMSA-Egypt and/or IFMSA upon damage to SSS welfare or non-abidance to the SSS constitution and bylaws.

national and international gatherings and meetings. 12.2. Official relationships: 12.2.1. Official relationships of the SSS with other organizations shall be based on health, education, science, social and humanitarian affairs. 12.2.2. The decision to establish an official relation with another organization can be made by the team of officials and has to be approved by the General Assembly, or can be decided by the General Assembly and has to be pursued by the team of officials. The final agreement with the other student organization has to be approved by the General Assembly. 12.2.3. Organizations with an official relationship to SSS may be invited as observers to the General Assemblies. 12.2.4. Any communication or cooperation with an external organization, institution or partner of SSS, either on behalf of SSS or concerning an official project of SSS, has to go through the relevant SSS officials or must have the approval and the supervision of the SSS team of officials. 12.3. Liaison Officers 12.3.1. The Team of Officials is entitled to appoint a Liaison Officer.

12.1.7. The team of officials is in charge of putting the selection protocol of the SSS delegations in

13. Exchange and International Traveling Opportunities 13.1. General 13.1.1. Students Exchange is an international opportunity offered to medical students to attend a scientific medical training for a limited period in a foreign country through students based networks such as IFMSA. 13.1.2. The hosting organization, the SSS, is bound to provide the training for the exchanged student and the accommodation for the specified period of time. 13.1.3. International Students Exchange is open to all medical students of the faculty starting from the 1st year upon prior selection. 13.1.4. The team of officials, the outgoing exchange division and the SSS supervisor are in charge of setting the protocol for selection of the exchange students and the attribution of the different exchange contracts without interference from the faculty’s administration. 13.1.5. The outgoing exchange division and the team of officials should make sure the exchange selection is fair and provides equal opportunities to all medical students. 13.1.6. The team of officials possess the right of distribution of 10% of each year's contracts upon their will without prior evaluation in the condition of not affecting the quality of the exchange contracts that are offered to the applicants. 13.1.7. If the TO decide to distribute the 10% of the contracts among themselves, the contracts should

d. e.

be distributed upon the following criteria: If the 10% equals one contract, the LEO-Out has priority to get the contract. If the 10% equals more than one contract, then LEO-Out has priority to get one contract and the rest is distributed among TO members according to their exchange exam results. If the LEO-Out decided not to get the contract, this contract is distributed among TO members. The distributed contracts can’t be of category A. If the board members can’t distribute the contracts among themselves, the LEO-Out is responsible for distributing the contracts among them.

13.1.8. Candidates who have already been granted a valid contract previously by SSS will be subjected to point deduction according to the SSS outgoing exchange scoring system. A candidate will only be granted a maximum of 2 valid contracts throughout their study years (including internship year). 13.1.9. All team of officials members except the outgoing exchange division officer have the right to apply for exchange as ordinary exchange candidates and to get the extra marks they have earned following the extra marks attribution. (7.5% extra marks for the TO and ex-TO) 13.1.10. Full members receive 5% extra marks in the exchange exam and

Associate members receive 2.5% extra marks. 13.1.11. The following practices are absolutely prohibited in any activity of the SSS exchange (An activity of the SSS exchange is defined as: Any activity that includes members of the SSS with exchange students even if the setting is not part of an SSS outing. Any activity between an SSS member and an incoming exchange student is considered part of the SSS if the SSS member met the exchange students through the SSS at all times throughout the period of the exchange student’s visit a. Alcohol, drugs, weeds, Gambling, etc. b. Dating or any other inappropriate physical behaviour between SSS members and exchange students c. Traveling with an exchange student without the social program, alone or exclusively without the remaining students d. Inviting outsiders without the preceding specific permission from the Leo-in on each and every occasion, If the outsiders are accompanying the Leo-in then the rule applies on the LEO-in by taking permission from the social coordinator, bearing in mind that the actions of the outsiders will be the responsibility of the accompanying member and the LEO-in and that all rules that apply for SSS members will subsequently apply on the outsiders e. Any other practices that are specified by the Leo-in in the exchange guide 13.1.12. Any SSS member who violates this code will be subject to: i Immediate suspension from the SSS

exchange activities pending a full investigation ii

A full investigation by a task force.

iii If the SSS Member is found to have violated the SSS code he will be treated according to the degree of the offence and the given punishment will be the decision of the task force and can range from suspension from SSS exchange for that year up to suspension from the SSS as a whole iv The task force decision is valid and will be applied till adoption in the next General Assembly meeting. 13.1.13. The previous practices and the exchange regulations should be sent on the SSS server with the call for the scientific and the social coordinators 13.2. Exchange Officers: 13.2.1. Outgoing Exchange Officer (LEO/LORE Outgoing) a. In charge of applying the exchange applicants protocol and distributing the different exchange contracts upon informing them of the exchange conditions that are to be applied. b. Should take all the necessary measures to select presentable outgoing exchange students. c. Is allowed to refuse any exchange applicant if they do not provide the necessary paperwork and/or do not respect the exchange conditions they were informed of. 13.2.2. Incoming Exchange Officer (LEO/LORE Incoming) a. In charge of supervising the incoming exchange and chairing the incoming exchange team. b. In charge of arranging the

scientific program for the exchange students as well as the social program. And supervising the summer /Winter School Coordinator(s) in arranging the scientific & social programs for the Summer/Winter School(s) c. Has to send the necessary cards of acceptance and invitation letters to the incoming students. d. Has to provide suitable lodging place for the incoming exchange students

13.3. The Summer/Winter Coordinator(s): 13.3.1 The Summer/Winter School Coordinator (s) shall work under the supervision of the Local Exchange Officer – Incoming Division 13.3.2 The Summer School coordinator is to be elected during September General Assembly while the Winter school Coordinator is to be elected during March General Assembly. They are elected by absolute Majority. In case no one runs for the

Coordinator Position, the elected LEO-In should send a Call within one week from the GA. 13.3.2 The Local Exchange Officer doesn’t have the right to become the Summer/Winter School (s) Coordinator 13.3.3 The job description of the summer/Winter School (s) Coordinator shall be: a. Prepare a promotional campaign for the summer/winter school. b. Prepare the Social /scientific program for the applicants. c. Coordinates the Expected income along with the Treasure and Leo-in. d. Get the needed approvals in coordination with the SSS Secretary General. e. Monitor & evaluate the Summer/Winter Schools. f.

Call for a team from SSS that are able to handle the social/scientific work of the summer/winter school.

14. Corporate Identity 14.1. Corporate Identity 14.1.1. The official SSS corporate identity is defined in the SSS corporate identity manual. 14.1.2 The SSS corporate identity manual shall include but not restricted to: a.

the SSS official logo

the SSS logo different layouts

Guidelines for the logo usage

Guidelines for the tailored designs made in the name of the SSS.

e. Other designed items as Business card, Identification card, t-shirt…etc.

Changes should be sent at the latest one week before any GA. 14.2.2. Everything related to SSS must adhere to the corporate identity. 14.2.3. The corporate identity manual is formulated by the VP in coordination with the PSDD and decided upon by the team of officials. 14.3. Adoption of Corporate Identity 14.3.1. The Corporate identity manual should be presented and adopted during each September GA even if no changes have been made.

14.2. Changes in the corporate identity manual 14.2.1. All changes can't be put into action unless adopted by the GA.

15. Supervisory Council 15.1 General 15.1.1. a. Supervisory council is a group of people working with the team of officials to monitor the SSS mission, performance and finances as mentioned before. b. A Supervisory Council shall be composed of odd number with at least 3 members. c. The Supervisory Council team members must be an ex-TO. 15.1.2. Supervisory Council is composed of volunteers willing to participate in monitoring the Team of official performance, investigating complaints and supervise SSS finances. 15.1.3. a. The Supervisory Council members are chosen by the September GA after the elections of the TO. b. Nominations are called for by the chairperson. c. The number of the supervisory council members and who they are is voted upon by the GA according to simple majority. d. The president announces the supervisory council members within one week of the GA. Supervisory Council starts its activities once announced on the SSS servers.

Otherwise, the TO and the VP will be responsible for investigating the complaint through a taskforce. 15.2.3. Supervising the SSS finances directly, reviewing all funds movement and updating the SSS budget in coordination with the treasurer. Non-compliance is considered non-abidance by the SSS Bylaws. 15.2.4. Ensuring the instalment of the SSS mission among the TO and the SSS members, as mentioned before. 15.3. Reports 15.3.1. Supervisory Council shall report its activities at General Assembly Meetings. The report shall be submitted to the Secretary General before the specified deadline by the Sec-Gen. 15.3.2. Supervisory Council has speaking rights during General Assembly Meetings.

15.2 Activities 15.2.1. Monitoring and evaluating the SSS team of officials performance during the term by creating TO performance indicators 15.2.2. Investigate any issue or complaint taking place during the term between members of the TO.

16. Strategic plans 16.1. General 16.1.1. A strategic plan is a long-term plan that directs and aligns an organisation’s work and power towards specific goals for a specific time period. It will be composed of: i. Vision & Mission ii. Goal iii. Smart Objectives iv. Success indicators 16.1.2. An organisational strategic plan can be created through a task force open in the General Assembly. 16.1.3. The strategic plan can be a three, four, or five-year plan according to the task force decision. 16.1.4. Documentation of the strategic plans must be ensured by the Secretary General. 16.1.5. After the duration of the Strategic Plan is over, one year is taken to reassess and evaluate the previous Strategic Plan and create a new Strategic Plan through two separate task forces. I.e. The reassessment and evaluation taskforce is formed in the September General Assembly and the other is formed in the following March General Assembly. 16.1.6. If no task force members

were chosen in the General Assembly, a call for the taskforce is opened no later than 2 weeks after the General Assembly. 16.2. Monitoring and Evaluation 16.2.1. Specific success indicators shall be set in the strategic plan. 16.2.2. The strategic plan shall be monitored and evaluated by the supervisory council, through the previously set success indicators. 16.2.3 A report by the supervisory council must be submitted at least one week before September General Assembly demonstrating what has been achieved, what has not and the limitations encountered. 16.3. Amendments to the Strategic Plan. 16.3.1. No other component in the strategic plan can be amended except for success indicators 16.3.2. Amendments to the strategic plan can only be proposed after 2 general have passed its adoption. 16.3.3. Any amendment should be based on the formative evaluation report.

Annex I: SSS Honorary Life Members Name Ahmed Magdy Walaa El-Bedewy Ashraf Hamdy Hatem Alaa

Email ahmedmagdy1@yahoo.com deepsea02_2000@yahoo.com ashrafhamdi@gmail.com hatem00hatem@gmail.com

Ahmed Samy

dragamy38@gmail.com

Tamer Etman

tamer.82.82@gmail.com

Alaa Shams

aladdin.shams@gmail.com

Nabil Sabry

nabilsabri@gmail.com

Wissam Abotaleb Alaa Hamdy Nihal Abdelazim Moataz elSaied Mohamed Salah

alaahamditaha@gmail.com noknoka2@gmail.com moatazmelsaeed@gmail.com killua.nen@gmail.com

Muhammed Bazan

m.pazzan@gmail.com

Mahmoud ElHakim

modykeem@gmail.com

Louay ElTagy

la.eltagy@gmail.com

Youssef Helmy

yh5587@gmail.com

Annex II: SSS Strategic Plan Follow this link to read SSS first strategic plan’21 https://drive.google.com/file/d/1ai75KOsvhmWEXaiVNKvpo4IPC_X5YPR/view?usp=sharing