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Constitution 
 

 

NIH SS/SC Organization

 

Constitution and Bylaws

 

 

 

(V5 23-May-2008)

 

CONSTITUTION

 

Article I – Name

 

The name of this unincorporated association shall be: THE NATIONAL INSTITUTES OF HEALTH STAFF SCIENTIST/STAFF CLINICIAN ORGANIZATION [NIH SS/SC Organization].

 

Article II – Objectives

 

The objectives of this Organization shall be to (1) represent all of the NIH Staff Scientists and Staff Clinicians within the Institutes and Centers (ICs) with intramural programs to the NIH Administration, (2) promote networking and inter-institute collaborations consistent with trans-NIH initiatives,  (3) create an information repository of resources and expertise held by Staff Scientists and Staff Clinicians, (4) organize seminars/workshops on cutting edge or emerging technologies, (5) foster career development, (6) provide a forum and a representative voice for the members of the Organization on issues that are critical to the accomplishment of these objectives, and (7) support the mission of the NIH.

 

Article III – Membership

 

  1. Membership in the Organization shall be limited to the following individuals involved in conducting or administering clinical and basic research at the National Institutes of Health:
    1. Staff Scientists

                                                              i.      Regardless of pay model (GS-level, Title 42, Commissioned Corps or Contractor)

                                                            ii.      Including those serving as Facility Heads or Associate Researchers

    1. Staff Clinicians

                                                              i.      Regardless of pay model (GS-level, Title 42, Commissioned Corps or Contractor)

 

  1. U.S. Federal Government employees who are members will be eligible to vote for representatives to the NIH SS/SC Council of Representatives from within their respective IC.

 

  1. All clinicians and researchers who fall into the categories listed under Article III.1. will automatically be members of the Organization unless the individual chooses otherwise.  There will be no limit on the number of members.

 

  1. A person will be recognized as a nonmember after providing written notification to the NIH SS/SC Organization Chair.

Article IV – Council of Representatives, Officers and Committees

 

1.      The NIH SS/SC Organization will elect up to two representatives from each of the ICs with an intramural program to serve on the NIH SS/SC Organization Council of Representatives [Council].

 

2.      A Council member may send a designated substitute Organization member from the same IC to Council of Representatives meetings in his/her absence.

 

3.      Each elected member of the Council of Representatives will serve a two-year term, with one half of the seats up for election each year. A one-year term will be used to establish the staggered elections when necessary.

 

4.      The officers of the Organization shall be elected by and from among the Council of Representatives and will each serve a two-year term. An officer must be re-elected to the Council by his/her IC members to maintain his/her position as an officer.

 

5.      The officers of the NIH SS/SC Organization shall consist of an Organization Chair, Organization Deputy-Chair, and Organization Secretary. These officers will be members of the Executive Committee. The Executive Committee is the only standing committee.

 

6.      The Organization Chair will create Ad Hoc committees as necessary, and select from among the Council of Representatives members to serve on these committees. In this capacity, the Organization Chair may appoint additional Council members to the Executive Committee.

 

7.      The process for the election to the Council of Representatives shall be provided in the Bylaws.

 

Article V –Meetings

 

1.      The Organization will hold a general (“all hands”) meeting at least annually to provide a forum for all members to receive information on Organization activities and other important issues as well as to voice ideas and concerns regarding the objectives and actions of the Organization.

 

2.      The Council of Representatives may, from time to time, call for additional Organization general meetings to address specific issues.

 

3.      The Council of Representatives shall meet at least four times per year to approve new initiatives and other business as set forth in the Bylaws.

 

4.      The Executive Committee shall meet a minimum of ten times per year to discuss Organization business.  The Organization Chair may call for additional Executive Committee and Council of Representatives meetings as needed to conduct and approve Organization business as set forth in the Bylaws.

 

 

Article VI – Ratification, Alterations, Repeal

 

The Organization members may ratify this Constitution and the attached Bylaws by a majority vote of the members participating in a special Organization general meeting to be called by the current interim Executive Committee.  Subsequent alterations or repeals to any Articles in this Constitution or its Bylaws may be made by the Council of Representatives by a three-fourths affirmative vote at any Council meeting as directed in the Bylaws, and subsequently ratified by vote of the majority of the members participating in an Organization general meeting. Votes on Constitution or Bylaws changes must be announced to the Organization at least three weeks prior to the vote.

BYLAWS

 

Article I – Name

 

The name of this unincorporated association shall be: THE NATIONAL INSTITUTES OF HEALTH STAFF SCIENTIST/STAFF CLINICIAN ORGANIZATION [NIH SS/SC Organization].

 

Article II – Election of Council Representatives

 

  1. U.S. Federal Government members of the NIH SS/SC Organization, as described in the Constitution under Article III.1. will elect from within their IC up to two members to serve as their representatives on the Council of Representatives. These representatives will include one Staff Scientist and one Staff Clinician unless a nominee from one of the professional categories is not available. If a nominee is not available from one of the professional categories, than both representative positions can be filled by members from the same category. Each nominee shall affirm his or her willingness to serve. All representatives will serve a two-year term except as necessary to stagger election terms.

 

  1. There is no limit to the number of terms a Council representative may serve.

 

  1. These regular elections will normally be held during the month of January. The remaining rules governing the election of representatives will be at the discretion of the Organization members in each IC. 

 

  1. U.S. Federal Government employees who are members of the Organization as defined by Article III of the Organization Constitution shall be eligible to vote in general meetings and to seek election to the Council of Representatives.

 

Article III – Executive Committee and Officers

 

  1. The Council of Representatives will hold its first meeting of the fiscal year in February and will, at that meeting, select new officers: Organization Chair, Organization Deputy-Chair, and/or Organization Secretary, if any of these seats will be up for election that fiscal year. 

 

  1. The Council of Representatives may vote to call for a Special Election to replace one or more Officers, or to fill one or more vacant Officer seats. The vote to call for a Special Election must be made at a regularly scheduled SS/SC Organization meeting.  The Organization Chair is obligated to recognize and accept any motion to call for a Special Election. That election will be held in a meeting of the Council that the Organization Chair must schedule between three and six weeks from the meeting where the Special Election was approved. Members of the Organization must be notified at least two weeks before the Special Election.  A Representative may not move or second the call for a special election more than once in any 12 month period.

 

  1. The Executive Committee will be responsible for conducting the routine business of the Organization.  Issues discussed by the Executive Committee that are deemed by the Organization Chair to require the support and assent of the Council of Representatives will be brought to the meeting of the full Council by the Organization Chair for discussion and a vote. 

 

  1. A simple majority of the Council of Representatives will be required for approval of all business other than changes to the Constitution or Bylaws, which will be governed by the provisions of Constitution Article VI.  A quorum of 50% of the elected members with voting privileges to the Council will be required for any vote to take place.  In the case of a tie vote, the Organization Chair will break the tie.

 

  1. The Organization Chair will preside over all Executive Committee meetings and all sessions of the Council of Representatives.  The Chair will be the official spokesperson for the Organization on all Organization issues, unless the Chair has designated someone else to speak on behalf of the Organization.

 

  1. The Deputy-Chair will serve all the capacities of the Organization Chair in the Chair’s absence or when designated to by the Chair.

 

  1. The Secretary will be responsible for keeping the minutes of all meetings of the Executive Committee and the Council of Representatives, and will be responsible for collecting information from the Ad Hoc Committees and disseminating that information to the Executive Committee. The Secretary will track terms, attendance records, and voting eligibility for all members of the Council of Representatives. The Secretary will also serve all the capacities of the Organization Chair in the absence of the Chair and Deputy-Chair.

 

Article IV – Vacancies

If a vacancy shall occur in the membership of the Council of Representatives, the departing representative will appoint a replacement, subject to confirmation by the members from the respective IC. If the departing representative cannot or does not appoint a replacement, the Organization Chair may do so subject to the consultation of members from the respective IC.

 

Article V – Committees

 

1.      The only standing committee of the Organization shall be the Executive Committee.  The Organization Chair shall have the authority to institute or dissolve other, Ad Hoc committees to conduct Organization business.

 

2.      The Organization Chair will appoint committee members from the Council of Representatives and designate a Committee Chair for that Committee.

 

3.      Members that are not on the Council of Representatives may be invited to participate in Ad Hoc Committee meetings by the Committee Chair. Non-members may be invited to assist in Ad Hoc Committee meetings by the Committee Chair.

 

4.      Ad Hoc Committee meeting dates and times must be posted or otherwise announced whenever practical. An Organization member may notify a Committee Chair of his/her specific interest in that Committee. In such a case, the Committee Chair must keep the interested member up-to-date on all Ad Hoc Committee meetings and meeting materials.

 

 

Article VI – Meetings

 

1.      Meetings as set forth in the Constitution shall be held at a time and place as determined by the Organization Chair. The time and place of a Council of Representatives meeting will be chosen for the benefit of the Council of Representatives members.  The time and place of an Organization general meeting will be chosen for the benefit of the Organization members. Whenever practical, videoconferencing for meeting attendance will be allowed and encouraged.

 

2.      All elected Council of Representatives members must attend at least three of the past four regularly scheduled Council meetings, or send a designated substitute as described in Constitution under Article IV. 2. Council members not meeting this obligation will not be eligible to vote, nor may their designated substitute vote, at Council meetings until the Representative’s attendance obligation has been met. New Council members will be treated as if the past three meetings were attended.  The Organization Chair will have the authority to wave the attendance requirement under special circumstances (e.g., protracted illness of the Representative).

 

 

Article VIII –Quorum

 

  1. For Council of Representatives business, a minimum of 50% of the elected representatives with voting eligibility must be participating in a meeting to vote on any business.

 

  1. The members participating in a meeting shall constitute a quorum for the purpose of conducting business not requiring a vote.

 

 

Article IX – Bylaws

A decision of the Council of Representatives shall be final upon all questions concerning interpretation of these Bylaws.  Should any necessity arise for action not covered by an appropriate Bylaw, it shall be the duty of the Council to pass upon the subject and its decision shall be final and binding on the Organization.

 

Article X – Amendments, Repeal

 

Bylaws may be amended at a Council of Representatives meeting by a three-fourths affirmative vote by the members participating as long as a voting quorum has been reached.  Amendments shall not be effective, however, until ratified by vote of the majority of the members participating in an Organization general meeting.

 

Article XI – Procedure

 

Proceedings of the NIH SS/SC Organization shall be conducted using the Interaction Method of Doyle and Straus.

 

______________________________________________________________________________________________________________________________________________

 

Amendment I (Proposed - 11/29/08: Approved by Committee Vote - 12/10/08)

 

Amend By-Laws: Article II, Section 1 to include:

Any IC with one hundred or more members may elect a third representative to the Council of Representatives. The third representative may be from either professional category, and will have a two-year term that may overlap with one other representative from that IC.

 
 
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