30Sep2018. V.001
Chapter 1. Name
a)
Arabian Society for
Histocompatibility and Immunogenomics (ARSHI).
b) The society is registered in United Arab Emirates (UAE) under affiliation with Middle East Molecular Biology Sources (MEMBS) with license number 91302 issued by Dubai Science
Park, P.O Box 181192 Dubai International Academics City/Block 3
Chapter 2. MISSION & VISION
a) Mission:
a.
To improve the knowledge of
Histocompatibility and Immunogenomics field in the Eastern Mediterranean Region
(EMRO) region that impact on the quality of human life.
b) Vision:
a.
Provide state of art
education and training, promote adoption of quality and best practices and
advance research.
Chapter 3. Executive
committee of the board
a) The executive board committee
shall consist of seven members. The members include a President, a Vice-president,
a Treasure and three members.
a.
President:
i. Shall preside at the
society meetings
ii. Shall be responsible to
assure that all tasks and duties of the executive board members are aligned and
executed as planned
iii. Shall chair the executive
board meetings or, when necessary shall delegate to the vise- president.
iv. Shall represent ARSHI in all communication, agreements or partnership with other bodies or shall designate another member of the Executive Board to
act as ARSHI
representative.
v. Shall delegate tasks to any of the Executive Board members. If any task is planned to be executed by a member from outside of the Executive Board, then
approval is required by the
Executive Board.
vi. The president term is three
years and shall not be eligible for reelection within 5 years after his/her
term. The term shall be started January.
b.
Vice-president:
i. The vice-president shall
assists the president in the general operations of the society including but
not limited to:
1.
Meeting logistics e.g.
announcement etc.
2. Manage society public media e.g. website etc.
3.
The vice-president term is
three years and eligible for reelection
c.
Treasure:
i.
The Treasurer shall ensure
the proper maintenance of ARSHI’s financial transactions including account
activities, revenues, expenditures, sponsorships, etc...
ii. Shall approve any payment
or expenses spent from the society account as disbursements, annual license
renew or society meetings.
iii.
All approvals shall be made
after written requests.
iv.
There should be an annual
financial audit activity performed in December. The account financial report
shall be audited by the Vice-President.
v.
The treasurer shall deliver
over all financial data and accounts information to his/her successor after the
expiration of his/her term.
vi.
The Treasurer’s term is three
years and eligible for reelection.
d.
Executive board
members:
i.
The executive board members
shall be nominated by the President and vice-president.
ii.
A total of three executive
board members shall be nominated for following tasks:
1.
Chair of education
division.
2. Chair of membership
division.
3.
Executive board member for
miscellaneous tasks and assignments.
iii. The executive board members
term is three years and shall not be eligible for reelection
b)
President-elect:
i. The term of the president-elect is one year joining the executive board. once the president term is over the president-elect shall automatically fill the vacancy.
Chapter 4. Meetings:
a)
Executive board
meeting:
a. The Executive Board shall hold two meetings annually. The meeting shall be called upon by the President to all of the Executive Board members at least four
weeks prior to the meeting
date.
b.
There shall be a quorum at
the meeting if in total three Executive Board members are attending.
c.
Proposals, projects or
ideas shall be sent to the meeting chair at least three days prior to the
meeting date to be added to the meeting agenda.
b)
Scientific meeting:
a. The society shall have two annual meetings. The type of the meeting (Course, workshop, or seminar) shall be decided by the executive board members. Any additional event
proposed may only be added after approval of the executive board members
b. The location of the meeting shall be approved by executive board members.
c.
Any item proposal for any
meeting agenda must be approved by the education committee prior to meeting announcement.
d. Meeting funding allocation shall be managed by the president and the treasure.
Chapter 5. Election:
a)
Nomination:
a. There shall be a Nomination committee consisting of immediate previous president, treasurer and one other member of the executive board. This committee shall be chaired by
immediate previous
president.
b.
The nomination committee
shall nominate the President-elect to be voted on.
c. The nominees must meet the qualifications for which they are being nominated by being a laboratory director or supervisor in the field of Histocompatibility and Immunogenetics
with
at least five years of experience. Credential certification, research
publication are advantageous.
d. The current President shall announce the constitution of the Nomination Committee to the entire society members and announce for whoever interested, willing to serve and meet
the
qualifications to submit his/her name to the position of Chair of the
Nomination Committee directly.
e. All valid nominations shall
be included in the ballot.
b)
Election:
a.
The election shall be
executed annually in October.
b.
The votes shall be
confidentially taken electronically.
c.
Each candidate shall be
notified separately of the election results prior to announcement to the entire
society members.
d.
The President-Elect and
Vice-President shall be elected by the majority of votes received.
e.
The President-Elect shall
join the Executive Board Committee in January beginning of the term.
Chapter 6. Corporate
partnership:
a)
The society has three
levels of partnership with different benefits categories: Diamond, Gold and
Silver.
b)
Each corporate partner
shall renew the partnership annually in November.
c)
Any communication in
regards to partnership shall be documented in writing.
d) An agreement letter shall be issued between the society signed by the President and the corporate partner detailing the terms and benefits of the partnership.
ARSHI Financial policy/ Travel/ Meetings
Approved by ARSHI Board members June 14, 2019
1. General policy:
1.1. All payments and/or expenses shall be approved by the current president and ARSHI treasurer.
1.2. All requests for reimbursement of travel expenses (airfare/ Ground transport / hotel booking) shall be submitted to the president within 15 days of the completion of
travel Documentation of expenses (Receipt / invoice) shall be attached to the request (Please note that original copies may be requested at any time if necessary).
1.3. ARSHI reserves the right to reject any request for travel expenses that appears unreasonable or beyond allocated budget.
2. Airfare:
2.1. All flight booking shall be made at Economy class. An individual may opt to fly First or Business class but will be personally paying the difference in airfare.
2.2. ARSHI will not reimburse for the following:
2.2.1. Preferred seating
2.2.2. Extra baggage fees
2.3. Final approval of airfare ticket shall be approved by president/ treasurer prior to ticket purchase.
2.4. ARSHI will not reimburse for changing approved purchased flight ticket.
2.5. ARSHI will not carry the responsibilities for any flight delay. The traveler shall follow the airline rules.
2.6. Direct routes will be booked for most of flights, however, a non-direct flight shall be considered if savings over $200 are available.
3. Ground Transportation:
3.1. Workshop and meeting speakers are eligible for payment of 25$ as a fixed price for each direction (Airport-Hotel) and ( Hotel-Airport)
3.2. ARSHI will not reimburse for any car rental.
4. Hotels:
4.1. ARSHI covers the cost of accommodation for the entire event/meeting period ( including only one night before the meeting)
4.2. ARSHI does not pay for any additional nights beyond the event closure date.
4.3. ARSHI does not pay for any additional hotel costs for spouse or accompanying person..