ECVDI Constitution 2010

European College of Veterinary Diagnostic Imaging

Constitution

Approved at AGM 2010

 

Article 1 --- Location, Name, Structure and Duration

Article 2 --- Objectives

Article 3 --- Membership

Article 4 --- Organisation and Officers

Article 5 --- Annual General Meeting (AGM)

Article 6 --- Duties of Officers and Members-at-Large

Article 7 --- Amendments

Article 8 --- Transfer or Dissolution of the College

Bylaws

 

ARTICLES OF ASSOCIATION

Article 1:  Location, Name, Structure and duration

1.1.   The name of the organisation shall be the European College of Veterinary Diagnostic Imaging (ECVDI), hereafter referred to as the "College".

1.2.   The College shall be a part of the general scheme for veterinary specialization in the European Union (E.U.), as defined by the Advisory Committee for Veterinary Training (ACVT) of the E.U., which includes the European Board of Veterinary Specialization (EBVS), the Registration Committee and Colleges of Specialities.

1.3.   The College shall be registered in Giessen, Germany and the domicile will be in 35392 Giessen. After registration the official name will be "Europäisches Kollegium für bildgebende diagnostische Verfahren in der Veterinärmedizin e.V." (European College of Veterinary Diagnostic Imaging (e.V.= registered).

1.4    The College archives will be kept at the Department of Medical Imaging, Faculty of Veterinary Medicine, Ghent University, Belgium.

1.5.   The College shall be established for an unlimited period.

 

Article 2:  Objectives

Diagnostic imaging is defined as the specialty of "diagnosis with the aid of images representing anatomy, physiology and pathology of the body, predominantly by radiology and ultrasonography, but also by nuclear medicine, computed tomography and magnetic resonance imaging."

2.1.   The primary objectives of the College shall be to advance veterinary diagnostic imaging in Europe and increase the competence of those who practise in this field by:

a)    establishing guidelines for post-graduate education and experience prerequisite to becoming a specialist in veterinary diagnostic imaging;

b)    examining and certifying veterinarians as specialists in veterinary diagnostic imaging to serve the veterinary profession and the public in general;

c)    encouraging research and other contributions to knowledge relating to diagnostic imaging , and promoting communication and dissemination of this knowledge.

2.2.   The College is a non-profit organisation and does not pursue commercial interests.

2.3.   Financial means of the College may only be spent according to the Policies and Procedures.

2.4.   Nobody shall receive compensation other than for reasonable expenses incurred in the business of the College.

 

Article 3:  Membership

3.1.      All members of the College (other than Associate members) are Diplomates. The following categories shall apply:

  1. Diplomates who may be defined as active or inactive;
  2. Diplomates who have retired;
  3. Diplomates on whom Honorary member status has been conferred;
  4. Associate members, who are not Diplomates.

3.2.   To qualify for membership, candidates shall normally meet the following criteria:

a)  have a satisfactory moral and ethical standing in the profession;

b)  be licensed to practise veterinary medicine and surgery in a European country, unless relieved of this obligation by the Board;

c)  have successfully passed the certifying examination of the European College of Veterinary Diagnostic Imaging.

3.3.   Each individual elected to full membership of the College shall be designated a Diplomate of the European College of Veterinary Diagnostic Imaging, which may be abbreviated to DiplECVDI.  Diplomates who meet criteria 4.2b and are active shall be authorized to use the designation of European Veterinary Specialist, Diplomate of the European College of Veterinary Diagnostic Imaging..

3.4.   Each Active Diplomate shall be required to keep records of the imaging procedures performed under his/her jurisdiction.

3.5.   Each Diplomate is expected to actively participate in the affairs of the College and shall maintain a Continuing Evaluation form as required by the Board.  Diplomates shall normally attend at least one Annual General Meeting (AGM) every three years. A written request for dispensation within the same calendar year may be approved by a majority vote of the Board, and may be granted for only one year. The written request must be received by the Secretary no less than 14 days before the AGM.

3.6    Only active Diplomates are entitled to vote on College issues.

3.7.   Any Diplomate may be expelled, asked to resign or otherwise disciplined for non-professional or unethical conduct or other action against the best interest of the College by a unanimous vote of the Board of the ECVDI, pending confirmation by the College at the next AGM by a majority vote.

3.8    Active Diplomate status ceases by default when the specialty has not been practised for two continuous years (defined as spending less than an average of 20 hours per week in the field) or the equivalent of two years during a period of five years, or the member has not attended an AGM for three years without previous dispensation by the Board, or has failed to meet the Credentials Committee's minimum requirements as set out in the Continuing Evaluation Form (CED), or is two years in arrears in payment of College dues. Those seeking to revert to Active Diplomate status need to satisfy the Credentials Committee that the default has been rectified. Depending on the reason for inactive status, a fee may be payable for restoration of active status.

3.9    The College may confer Retired status on Diplomates who have ceased to practise the specialty of veterinary diagnostic imaging at the level described in paragraph 3.7. at the request of  the Diplomate in question. A retired member is permanently and irrevocably of inactive status. He/she does not have to pay the annual dues and in return does not receive the College journal Veterinary Radiology and Ultrasound. He/she is not required to attend AGMs and, when present, is not allowed to vote. However he/she remains a member of the College.

3.10. The College may confer Honorary member status on persons who have made exceptional contributions to veterinary diagnostic imaging.  Honorary members shall have all the rights and privileges of Diplomates except the right to vote or hold office.

Nomination for Honorary member status necessitates proposal by two active Diplomates. The proposal should be written and forwarded to the Secretary. It must contain such information relating to the activities of the nominee in diagnostic imaging as required by the Board.

Election of an Honorary member shall be accomplished after recommendation of the Board by a two-thirds majority vote of the AGM of the College. The Honorary member shall not be required to pay dues. No more than 5% of the Diplomates may be Honorary members at any one time.

3.11  The College may confer Associate status on persons who have made exceptional contributions to support veterinary diagnostic imaging. Associates are not members of the College and shall not have the rights and privileges of Diplomates. Nomination for Associate status necessitates proposal by two active Diplomates. The proposal should be written and forwarded to the Secretary, for consideration by the Board and approval at the AGM.  It must contain such information relating to the activities of the nominee as required by the Board.  Associates shall be required to be pay dues.

3.12  Resignation from the College requires notice in writing to the Secretary. Announcement of the resignation will be made at the following AGM. No financial re-imbursement of dues will be made.

3.13  The annual dues (paid in Euros) of each Diplomate for the following calendar year shall be determined by the AGM and are payable by the preceding November 1st. Members may be removed from active status if two years have elapsed without payment and may be expelled from the College if three years have elapsed without payment. Restoration to active status will require payment of the total open balance.

 

Article 4:  Organisation, Officers and board

4.1.   The College shall be comprised of all the Diplomates.  The Diplomates shall elect the following officers by secret ballot at the AGM:

President

Junior Vice-President

Treasurer

Secretary

These officers shall normally serve a duty of two years.

4.2    Three members-at-large will also act for the College. The Senior Vice-President shall serve as one of the three members-at-large and the remaining two will be elected by secret ballot at the AGM. The members-at-large shall normally serve a duty of two years.

4.3    One representative of the affiliate College of Radiation Oncology will also serve on the Board, and will normally serve a duty of two years.

4.4.   The four officers, three members-at-large, the Radiation Oncology representative and the chairpersons of the Credentials and Examination Committees shall comprise the Board of the College.

4.5.   The President may not be immediately re-elected to the same office. Usually, the President shall be succeeded by the Junior Vice-President.

4.6.   Two of the following officers together will, in general, act as representatives of the College according to § 26 BGB (the German Civil Law): The President, the Junior Vice-President, the Secretary and the Treasurer.

 

Article 5:  Annual General Meeting

5.1.   The AGM of the College shall be held during the Joint Annual Meeting of the European Association of Veterinary Diagnostic Imaging (EAVDI) and the College, or at some other appropriate meeting agreed upon by the Board and communicated to the College at least 90 days prior to the meeting.

An Extraordinary General Meeting (EGM) of the College can be called at any time by the Board, or shall be called by the Board at the written request of not less than 10% of the membership. The request should contain the explanation for such a meeting, and the subsequent EGM should take place within a period of 90 days of receipt of the request.  If not, the responsible members are empowered to summon the EGM themselves. The place and date shall be notified to the College members no later than 60 days prior to the EGM.

5.2.   The AGM has, in particular, the following duties:

a)  To determine and update the Constitution & Bylaws, and College Policies and Procedures.

b)  To elect the officers, members-at-large and auditors.

Election of officers and members-at-large shall be by secret ballot. .

Written nominations must be received by the Secretary at least 60 days prior to the AGM. Alternatively, nominations may be made from the floor.

Two auditors shall be elected for a one year term. The two auditors shall evaluate the report of the Treasurer and report their findings to the AGM. They shall also certify that the recorded expenses were necessary for the purposes of the College.

c)  To take action on the auditors’ report.

d)  To approve the business conducted by the Board during the preceding year.

e)  To take action on business presented by the Board or as required by the Constitution.

f)  To establish membership dues, the appeal fee and the fee for restoration of active status for the forthcoming year.

g)  To consider expulsion of Diplomates.

5.3.   A Diplomate entitled to vote must do so in person at the meeting concerned.  When a vote is called each entitled Diplomate has one vote.

5.4.   All questions before the College, except as designated elsewhere, shall be determined by the absolute majority of the valid votes cast at an AGM.

5.5.   The College shall keep the minutes of every meeting of the members. This document must be signed by the Chairman of the meeting and the person,. in general the Secretary, who is appointed by the assembly to keep the minutes.

5.6.   The language of the Constitution, Bylaws and College Policies and Procedures, correspondence, negotiations and examinations shall be English. Minutes which contain facts that have to be reported to the Registration office (in Giessen) and the correspondence with this office shall be written in German.

 

Article 6:  Duties of officers and members-at-large

The Board:     To prepare and to support the work of the officers, the BOARD shall define the name, duties and composition of committees.

President:      The PRESIDENT shall preside at the meetings of the College and Board, preserve order, regulate debates, announce results of elections and perform all other duties legitimately appertaining to his/her office. The President is an ex-officio member of all committees.

Junior Vice-President: The JUNIOR VICE-PRESIDENT shall perform the duties of the President in his/her absence or inability to serve. The Junior Vice-President shall, in general, succeed to the presidency when that office falls vacant.

Secretary:      The SECRETARY shall attend to the correspondence of the College, keep and publish annually lists of Diplomates, prepare the Agenda for the AGM, keep minutes of the College meetings in records which shall be the property of the College and accessible at all reasonable times and places, and perform the usual duties of a secretary.  Annually, the Secretary will report to Giessen changes in the Board and to the list of members.

Treasurer:      The TREASURER shall advise the College on all financial matters. He/she shall arrange for the safekeeping of all funds, draw vouchers, pay bills and expenses, and submit a written financial statement to all members annually. He/she shall keep full and accurate books of account, containing a record of all monies received and expended, which books shall be the property of the College and open to the inspection of authorized officials at all reasonable times and places.

Radiation Oncology Representative: the Radiation Oncology Representative will represent the members of the affiliated College of Veterinary Radiation Oncology.

Members-at-Large:  Members-at-Large shall represent the views of the un-elected members to the Board.

Vacancies: Vacancies occurring on the Board shall be filled by co-option of a member by the Board until the next AGM.

 

Article 7:  Amendments

Proposed amendments to this Constitution shall be submitted to the Secretary at least 60 days prior to the AGM. Any proposed amendment shall be distributed to the membership with a recommendation by the Boardat least 30 days prior to the AGM and shall be brought to a vote of the Diplomates at the AGM. An affirmative vote of at least three-fourths of the valid votes cast shall be required for adoption. A quorum of 25% of active Diplomates is required.

 

Article 8:  Transfer or dissolution of the College

In the event of transfer of College registration to another European country or temporary dissolution of the College in order to move to another European country all assets will remain in the name of the College. In the event of final dissolution of the College, or the College losing its status as a nonprofit organisation, the distribution of all assets shall be determined by the AGM, as far as possible consistent with the objectives of the College.

 

EUROPEAN COLLEGE OF VETERINARY DIAGNOSTIC IMAGING (ECVDI)

 

BYLAWS

 

Article 1. Committees

1.1.      Board of the College

The BOARD of the College shall consist of the officers, the three members-at-large and the chairpersons of the Credentials and Examination Committees. The BOARD shall consider all the business and policies pertaining to the affairs of the College. It, or its designated Committees, shall receive all applications, conduct examinations and certify recommendations for Diplomate status in the College. It shall consider and act upon charges against Diplomates for alleged offences against the Constitution and Bylaws of the College or charges of unprofessional conduct and shall have the authority to recommend the expulsion of a Diplomate for grievous offences or non-professional behaviour. It shall appoint standing Committees, select the time and place of meetings and determine the fees for enrolments, examinations, and other matters. It shall direct the management of funds held by the College.

The Board shall meet at least once annually between consecutive AGMs, at times judged appropriate by the President.

 

1.2.      Credentials Committee

The Credentials Committee shall be composed of at least four members appointed by the Board,  each serving normally for a term of four years. The President shall be an ex-officio member of this committee. The senior member of the Committee in terms of service shall usually serve as Chairperson.

The Credentials Committee is responsible for setting criteria for training programmes, for approving the programmes and their sponsors, and for monitoring each candidate's progress through the receipt of regular reports. The Credentials Committee shall maintain lists of approved training programmes, approved supervisors and current candidates. It shall document detailed requirements for training programmes that are necessary for accreditation by the European Board of Veterinary Specialization.

The Credentials Committees shall:

i.        review Diplomates’ Continuing Evaluation forms;

ii.       establish guidelines to assist applicants applying to sit the diploma examination;

iii.      receive, review, and assess the candidacy of applicants and of residency training programmes;

iv.      forward credentials of approved applicants to the Examination Committee;

v.       receive the required periodic reports from supervisors of candidates on:

(a) the annual progress of each candidate in every residency

(b) details of each training programme, in the form of an initial application with update and re-evaluation every five years. 

 

1.3.      Examination Committees

The Examination Committee shall consist of at least eight members appointed by the Board, each serving normally for a term of four years. The President shall be an ex-officio member of this Committee. A senior member of the Committee in terms of service shall usually serve as Chairperson.

The Examination Committee is responsible for the preparation and administration of the certifying examination. Results of examinations shall be forwarded by the Chairperson of the Examination Committee to the Secretary of the College with recommendations regarding the awarding of diplomas.

The Chairman of the examination committee shall compile a report on the examination after its conclusion.

 

Article 2. Finances

The College is a nonprofit organisation. The expenses of the College shall be met through various sources of income.

 

2.1.   Sources of income may be:

i.        Annual dues;

ii.       Donations from companies and international organisations;

iii.      Income from educational meetings organized by the College;

iv.      Investment income.

v.       Other income.

 

2.2.      Financial year

The financial year for the purposes of the accounts runs between successive AGMs, making allowance for preparation of the accounts and budget proposal by the Treasurer.

The accounts for the previous financial year and the budget proposal for the following year shall be submitted annually to the members for approval at the AGM, not later than 30 days before the AGM. College dues, however, shall relate to calendar years.

 

Article 3. Amendments

Proposed amendments to these Bylaws shall be submitted to the Secretary at least 60 days prior to the AGM. Any proposed amendment shall be distributed to the membership with a recommendation by the Board at least 30 days prior to the AGM and shall be brought to a vote of the Diplomates at the AGM. An affirmative vote of at least three-fourths of the valid votes cast shall be required for adoption.

 

Article 4. Appeal against Adverse Decisions

4.1.   Adverse decisions by the College include, but are not limited to:

(a) denial of approval of a training (residency) programme.

(b) denial of adequacy of an individual's credentials.

(c) denial of Diplomate status to an individual.

(d) temporary or permanent suspension of a Diplomate.

In the event of an adverse decision by the College, the Secretary shall advise the affected person (or the programme director in the case of (a)) of the procedure for appealing against the adverse decision.

4.2.   Further details on the conduct of appeals are given in the College Policies and Procedures, Chapter 7.