Constitution

Article I: Name and purpose

Section I: Name

The official name of this organization shall be the “International Medical Students of Greece (IMSoG)”, hereafter referred to as “the union”.

Section II: Purpose

The purpose of this medical student union is to support and empower medical students as they navigate their education and prepare for their future careers in the field of medicine. The union is dedicated to fostering a sense of community and collaboration among medical students, promoting academic excellence and professional development, and advocating for the needs and interests of medical students within the larger healthcare community.

Goals and objectives:

To provide academic and professional resources and support for medical students.
To promote leadership and teamwork among medical students.
To create opportunities for personal and professional development for medical students.
To represent the interests of medical students to the larger medical community and society at large.
To promote diversity, equity, and inclusivity within the medical student community.
To facilitate networking opportunities between medical students and practicing physicians.
To provide service and volunteer opportunities for medical students.
To support and encourage medical research and innovation among medical students.
To promote collaboration among medical students of different years.

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Article II: Membership

Section I: Eligibility Requirements

Medical students who are currently enrolled in the English medical program at the Aristotle University of Thessaloniki are eligible for membership in this union.
Alumni of the English medical program at the Aristotle University of Thessaloniki may also be eligible for membership.
Any other individuals who are interested in the mission and goals of the union and have a connection to the English medical program of the Aristotle University of Thessaloniki may also be eligible for membership, upon approval by the executive board.

Section II: Types of Membership

Voting Membership: Available to all eligible medical students who are in good standing with the union. Voting members have the right to vote, hold office, and participate in all union activities, as long as they have attended two general assembly meetings or union events per academic year.
Non-voting Membership: Available to medical students who have not met the attendance requirement for voting membership. Non-voting members have the right to participate in all union activities but may not vote or hold office.
Alumni Membership: Available to alumni of the English medical program of the Aristotle University of Thessaloniki. Alumni members may not vote or hold office but are entitled to receive union communications and participate in union activities.
Supporting Membership: Available to individuals who are not medical students but are interested in the mission and goals of the union and have a connection to the English medical program of the Aristotle University of Thessaloniki. Supporting members may not vote or hold office but are entitled to receive union communications and participate in union activities.

Section III a: Removal of members

Any member who violates the constitution or bylaws of the union may be removed.
Any member who engages in conduct that is detrimental to the union or its members may be removed.
A member may be removed by a majority vote of the Executive Board or the General Board.
All Executive and/or General Board members need to be present for the vote to stand.

Section III b: Process of removal

The Executive Board must provide written notice to the member of the charges against them, the date, time and location of the hearing and the right to present evidence and witnesses in their defense.
The member shall have the right to present evidence and witnesses in their defense at the hearing and also the right to have an attorney or representative of their choice to represent them.
The Executive Board shall render a decision on the charges and notify the member in writing of the decision within five working days after the hearing.
A member who has been removed may appeal the decision in writing to the Director of Social Standards within fifteen working days after the notification of the decision.
The General Board shall review the appeal and render a final decision within thirty working days after receiving the appeal.
The decision of the General Board shall be final.

Article III: Elections

Section I: Process of elections

Elections for the Executive and General Board shall be held annually at a general assembly meeting in March.
All voting-members in good standing shall be eligible to vote in the elections.
The voting process shall be conducted by secret ballot.
Candidates for the Executive and General Board shall be elected by a majority vote of the voting members present at the meeting.
In the event that three or more candidates apply for a position and no candidate receives a clear majority of the votes, the following provisions shall apply:
A runoff election shall be held between the two candidates who received the highest number of votes in the original election.
In the event that one of the two candidates withdraws from the runoff election, the remaining candidate shall be declared the winner.
In the event that both candidates withdraw from the runoff election, a new election shall be held with all the original candidates, except for those who have withdrawn, participating in the new election.
The winner of the runoff election shall be the candidate who receives a clear majority of the votes in the runoff election.
In the event of a tie in the runoff election, the provisions set out in the Constitution for a tie in the election process shall apply.
This provision shall apply to all elections where three or more candidates apply for a position, including but not limited to the, Executive, and General Board elections.
In the event of a tie in the election process, the following provisions shall apply:
The first step shall be a recount of the votes to ensure that the count was accurate.
If after the recount, the tie remains unbroken, a tiebreaker election shall be held. The candidates who tied shall be the only candidates in the tiebreaker election.
In the event that the tie persists, a subsequent tiebreaker election will be conducted one week later.
The newly elected Executive and General Board members shall assume their duties immediately after the conclusion of the academic year.

Section II: Handover Period

A handover period of one month, starting in the month of June of that academic year, shall take place between the outgoing and incoming Executive and General Board members.
During this period, the outgoing Executive and General Board members shall provide the incoming members with all necessary information and training to ensure a smooth transition of responsibilities.

Section III: Advisory Role

Outgoing Executive and General Board members shall serve in an advisory role for a period of one academic semester following their term, to provide guidance and support to the incoming members.
They shall be available to answer any questions, provide advice and support to the new members and be accessible to them.

Section IV: Terms of Office

The Executive Board shall consist of a President, Vice-President of External Affairs, Vice-President of Internal Affairs, Secretary, and Treasurer.
The union shall also have General Board positions such as Director of Philanthropy, Director of Events, Director of Social Media, Director of Student Relations, Director of Medical Networking, Director of Finance, Director of Public Relations, Director of Club Affairs, and Director of Archives.
The Executive Board may create or remove General Board positions to fill their needs after a majority vote that are to be filled in the next election.
No more than ten General Board positions shall exist at any given year.
No elected member shall hold more than one office concurrently.
Any elected member may serve more than one term if re-elected.
The President shall have a year's worth of experience in an executive board position.
All elected members shall be responsible for training their successors at no cost to the union.
If an elected member is unable to complete their term, the executive board shall appoint a replacement to serve until the next annual election.

Section VI: Duties and Responsibilities

The President shall preside over all meetings of the union and the executive board and shall be the official spokesperson for the union.The President shall act as the chief executive officer of the union and shall be responsible for overseeing the overall management and administration of the union. This includes setting the agenda for General and Executive Board meetings, working with the other members of the Executive Board to develop and implement the union's mission and goals, and ensuring that the union's activities and operations are conducted in accordance with the constitution and the laws of Greece. The President shall also be responsible for ensuring effective communication and collaboration within the General and Executive Board.
The Vice-President of External Affairs shall be responsible for representing the union in interactions with external organizations and individuals, and shall be responsible for developing and maintaining relationships with external organizations, such as other student unions, professional associations and community groups. They shall also be responsible for coordinating the union's participation in external events, such as conferences and networking events, and for ensuring that the union is aware of and responsive to developments and opportunities in the external environment. Additionally, the Vice-President of External Affairs shall be responsible for creating and implementing strategies that promote the union's visibility and reputation among external stakeholders.
The Vice-President of Internal Affairs shall be responsible for the coordination and management of the union's internal operations and activities, including overseeing the work of the other members of the Executive Board and committees, ensuring that the union's activities and operations are conducted in accordance with the constitution and the laws of Greece, and promoting communication and collaboration among the union's members. They shall also be responsible for developing and implementing strategies that promote the union's internal cohesion and engagement, such as organizing social events and activities, maintaining a positive and inclusive culture and promoting members' participation in the union's activities. Additionally, the Vice-President of Internal Affairs shall be responsible for creating and implementing strategies that promote the union's visibility and reputation among internal stakeholders.
The Secretary shall be responsible for maintaining the union's records, including minutes of meetings, membership lists, and other official documents. They shall also be responsible for managing the union's correspondence, sending out notices of meetings, and ensuring that all required reports are submitted on time. Additionally, the Secretary will also be responsible for ensuring that the union's activities are well-organized and that all necessary documents, materials and resources are available in advance. Furthermore, the Secretary shall act as a liaison between the General and Executive Boards and the general membership, and shall be responsible for keeping the members informed of the union's activities and decisions.

The Treasurer shall be responsible for managing the union's finances, including maintaining financial records, preparing and presenting financial reports, and creating and managing the union's budget. They shall also be responsible for ensuring that the union's financial transactions are in compliance with the laws of Greece, and for collecting and depositing all funds received by the union. Additionally, the treasurer shall be responsible for paying all bills and invoices, and for disbursing funds in accordance with the union's approved budget and guidelines for financial management. They shall ensure that the union's financial records are accurate and transparent. The treasurer shall also be responsible for ensuring that the union's funds are accessible only with the permission of the President and the Treasurer or with the approval of the executive board, including the Treasurer, for the purpose of carrying out the union's objectives and activities.
The Director of Philanthropy shall be responsible for identifying and assessing potential philanthropic opportunities, developing and implementing a philanthropy strategy that aligns with the union's mission and goals, identifying and applying for grants and other funding opportunities, maintaining relationships with current and potential philanthropic partners, creating and implementing fundraising campaigns that support the union's philanthropic objectives, and reporting on the progress of philanthropic efforts to the Executive Board.
The Director of Events shall be responsible for planning, organizing, and executing events that align with the union's mission and goals. This includes coordinating with other committees, booking venues, managing budgets, promoting events, and overseeing the setup, execution and cleanup of events. The Director of Events shall also be responsible for tracking the attendance and the feedback of the events, and reporting to the executive board on the success of events and any areas for improvement.
The Director of Social Media shall be responsible for managing the union's social media accounts, creating and implementing a social media strategy that aligns with the union's mission and goals, creating and scheduling content, growing the union's online presence, monitoring and analyzing social media metrics, and reporting on the effectiveness of social media efforts to the executive board. The Director of Social Media will also be responsible for maintaining a positive image of the union online and responding to any negative comments or reviews.
The Director of Student Relations shall be responsible for maintaining and fostering positive relationships between the union and the student representatives. This includes identifying and addressing the concerns and needs of the student body, and representing the student body in the union's decision-making processes. The Director of Student Relations shall be responsible for communicating with the student representatives, listening to their concerns and ideas, and bringing them forward to the executive board for consideration. They shall also be responsible for organizing and facilitating meetings between the student representatives and the executive board, and for providing the student representatives with information and resources that they need to effectively represent the student body. Additionally, the Director of Student Relations shall be responsible for ensuring that the union's activities are responsive to the needs and concerns of the student body and addressing any concerns or issues that may arise among the membership.
The Director of Medical Networking shall be responsible for identifying and establishing relationships with medical professionals, organizations, and institutions that align with the union's mission and goals. This includes attending networking events, reaching out to potential partners and collaborators, and maintaining ongoing communication with existing partners. Additionally, the Director of Medical Networking shall be responsible for creating opportunities for the members of the union to connect with medical professionals, such as through mentorship programs, job shadowing, and internships. They shall also be responsible for identifying and promoting educational and career development opportunities for the members of the union that align with the union's mission and goals.
The Director of Finance shall assist the treasurer in managing the union's finances, including budgeting, financial record keeping, and auditing. They shall also be responsible for ensuring that the union's financial transactions are in compliance with the laws of Greece. The Director of Finance shall be responsible for creating and maintaining financial reports and records, providing financial analysis and advice to the executive board, and monitoring the union's budget to ensure that it is being effectively managed. They shall also be responsible for identifying and managing financial risks, as well as for creating and implementing financial plans and strategies that support the union's mission and goals. Additionally, the Director of Finance shall be responsible for creating and implementing fundraising strategies, and for identifying and pursuing new funding opportunities.
The Director of Public Relations shall be responsible for managing the union's external communications, including creating and disseminating press releases. They shall also be responsible for promoting the union's activities and events to the public, and for creating and implementing strategies that promote the union's visibility and reputation among external stakeholders. Additionally, the Director of Public Relations shall be responsible for managing any crisis communication that may arise, and for ensuring that the union's image and reputation are protected. The Director of Public Relations shall also be responsible for creating and disseminating promotional materials that promote the union's mission and goals, as well as creating and implementing strategies that promote the union's visibility and reputation among external stakeholders such as in the media, and the community. This role also includes creating opportunities for the members to connect with each other and with alumni, and also to create a sense of community among the members of the union.
The Director of Club Affairs shall be responsible for overseeing the union's student clubs and making sure that they run smoothly. This includes managing the registration and recognition process for new clubs, providing support and resources to existing clubs, and ensuring that the clubs are in compliance with the union's policies and procedures. They shall also be responsible for promoting communication and collaboration among the clubs, and for creating opportunities for the clubs to share information and resources. Additionally, the Director of Club Affairs shall be responsible for organizing and facilitating meetings between the clubs and the executive board, and for providing the clubs with information and resources that they need to effectively run their clubs. They shall also be responsible for ensuring that the clubs align with the union's mission and goals, and for ensuring that the clubs' activities are responsive to the needs and concerns of the members.
The Director of Archives shall be responsible for maintaining and preserving the union's historical records and documents, including past papers from every subject. This includes identifying, collecting, and preserving documents, photographs, and other materials that are of historical significance to the union, as well as organizing, cataloging, and storing the union's historical records and documents, and making them available to the members of the union and other interested parties. They shall also be responsible for maintaining a list of all past papers from every subject, and for ensuring that the past papers are accessible to interested medical students. Additionally, the Director of Archives shall be responsible for creating and maintaining a website or blog or other digital platforms where the union's historical records, documents and past papers can be accessed and viewed by the members of the union and the public.

Section VII: Removal from Office

The same rules apply as outlined in Article II, Section III.

Article IV: Board of Directors

Section I a: Executive Board

The Executive Board shall be responsible for the overall management and administration of the union.
The Executive Board shall be elected by the general membership at the annual general meeting and shall serve for a term of one year.
The Executive Board shall meet on a regular basis to conduct the business of the union.

Section I b: General Board

The General Board shall have the power to make decisions on all matters concerning the union, except those specifically delegated to the Executive Board.
The General Board shall meet on a regular basis to conduct the business of the union.

Article V: Meetings

Section I a: Regular Meetings

The General and Executive Board shall hold regular meetings on a schedule determined by the Executive Board at the beginning of each academic semester.
Notice of regular meetings shall be provided to members at least one week in advance.
The agenda for regular meetings shall be available to members at least 24 hours before the meeting.
The minutes of the previous meeting shall be available to members at least 24 hours before the meeting.

Section I b: Special Meetings

Special meetings of the union may be called by the President or by a majority of the executive board.
Notice of special meetings shall be provided to members at least 24 hours in advance.
The agenda for special meetings shall be available to members at least 24 hours before the meeting.
The minutes of the previous meeting shall be available to members at least 24 hours before the meeting.

Section II: Quorum Requirements

A quorum for General Board meetings shall be a majority of the elected members.
If a quorum is not present, a majority of the members present may adjourn the meeting to a later date.
All decisions made at meetings shall be by a majority vote of the members present and voting, except as otherwise provided in the constitution and bylaws.

Article VI: Finances

Section I: Budget and Financial Management

The treasurer shall prepare and adopt an annual budget for the upcoming fiscal year. The budget shall include projected income, expenses, and a detailed breakdown of all planned spending.
The budget shall be presented to the executive board for review and approval.
The budget shall be reviewed and updated as necessary throughout the fiscal year by the executive board.
The treasurer shall keep accurate financial records of all revenues and expenses and shall provide regular financial reports to the executive board.

Section II: Access to Funds

The union’s funds shall be kept in a bank account in the name of the union.
The union’s funds shall be accessible only with the permission of the President and the Treasurer or with the approval of the executive board, including the Treasurer, for the purpose of carrying out the union's objectives and activities.
To facilitate the day-to-day operations of the union, the treasurer may withdraw a maximum of 200 euros per month without the need for prior permission, as long as the withdrawals are consistent with the union's budget and guidelines for financial management.
The union shall establish guidelines for the management of the funds, which shall be consistent with the constitution, the laws of Greece, and ethical standards.

Section III: Fund Surplus

In the event that the union has a surplus of funds at the end of the fiscal year, the executive board shall present a plan for the use of the surplus funds.
The surplus funds may be used to carry out future programs and activities, to be deposited in the union’s separate savings account reserves for contingencies, or to be donated to charitable organizations that aling with the union's purpose.
Any decision on the use of surplus funds must be approved by the majority of the executive board.

Section IV: Auditing of Financial Records

The union's financial records shall be audited annually by an alumni member or by a committee of members appointed by the executive board.
The alumni member or audit committee shall have access to all financial records of the union, including bank statements, receipts, invoices, and any other financial documents.
The alumni member or audit committee shall conduct a thorough examination of the union's financial records and shall report any irregularities or discrepancies to the executive board.
The alumni member or audit committee shall provide a written report of the audit to the executive board.

Article VII: Amendments

Section I: Procedure

The procedure for amending the constitution shall be as follows:

Any member of the union may propose an amendment to the constitution.
The proposed amendment must be submitted in writing to the Executive Board.
The Executive Board shall review the proposed amendment and may make recommendations for changes.
The proposed amendment, along with any recommendations made by the Executive Board, shall be presented to the General Board for discussion and debate at a regular or special meeting.
A vote on the proposed amendment shall be held at the next regular or special meeting.

Section II: Approval Requirements for Amendments

The proposed amendment shall be approved by a two-thirds majority vote of the elected members present and voting at the meeting.
The amendment shall take effect upon approval.
The Executive Board must notify all members of the Union with any changes made to the constitution.
The amendments to the constitution shall be consistent with the laws of Greece and the purpose of the union.

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Article VII: Dissolution

Section I: Procedure

The process for dissolving the union shall be as follows:

The proposal for dissolution must be made in writing and submitted to the executive board.
The executive board shall review the proposal and may make recommendations for changes.
The dissolution of the union must be approved by a unanimous vote of the executive board and must be presented at the next general assembly for voting.
The proposal, along with any recommendations made by the executive board, shall be presented to the membership for discussion and debate at a special meeting before the general assembly.
A vote on the proposal shall be held at the general assembly.

Section II: Approval Requirements for Dissolution

The proposal for dissolution shall be approved by a two-thirds majority vote of all the enlisted voting-members.
Upon approval, the executive board shall take all necessary steps to dissolve the union in accordance with the laws of Greece.
The Executive Board shall also be responsible for distributing any remaining assets of the union to organizations consistent with the union's mission and goals.