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Conference Guidelines

Rules for holding of National Conference/CME/workshop/mid term conference of SELSI

1. Bids for holding the Programme should be submitted in writing to the Secretary SELSI 30 days in advance of the GBM where the venue has to be decided
2. In case no bids are received submissions can be done at the GBM
3. Final decision for conference/CME in GBM (unanimously or by voting)or if no final decision reached in GBM because of whatever reasons, then the Executive Committee will decide either unanimously or by voting.
4. The National Conference/CME/workshop/mid term conference of IHS will be awarded to the person bidding and local organizing committee to be decided by him/her
5. Finances to be arranged by the local organizing committee
6. Audited statement of account to be submitted to Secretary SELSI within three months of conclusion of conference
7. Unspent amount of money generated for organizing the conference, 50% can be spent on the development of local infrastructure in the organizing department and other 50% to be submitted to Treasurer SELSI as contribution towards the funds of the Society.
8. A sum of Rs 25,000/= can be taken from the SELSI in the beginning on Seed Money but this money has to be returned in full before the start of the conference
9. The Governing Body/Executive Committee members attending the conference should be provided hospitality (boarding and lodging including local travel) by the organizing committee.  Travel expenditure of the President & Secretary is to be reimbursed.
10. Dates and venue of the conference to be finalized in consultation with the Executive Committee
11. Local organizing committee can be co-opted by the local organizing secretary/ organizing chairman and they should communicate in writing the composition to the secretary SELSI
12. Schedule of workshop and Scientific Programme to be finalized in consultation with the President/Secretary and zonal Incharges and executive Committee of SELSI by the local Organizing Secretary.
13. The SELSI website can be used for the conferences and all arrangements to be done by local organizing committee for inclusion of material on website in consultation with secretary SELSI
14. All presentation to adhere to time schedule and organizers to ensure invited speakers stick to there time.
15. Timer to be used for all presentations and time schedule to be followed strictly for invited presentations also.
16. All surgeons from local organizing committee  should be made  members of SELSI
17. SELSI members only will be given time for presentation and operating
18. Non members of the society will be invited for presentation and operating only in rare situations or exception in case of International Faculty only
19. All expenditure for awards and certificates for oration and competition papers to be borne by SELSI (through its funds or corporate/charitable trust sponsorship) and Secretary to co-ordinate for this. Local organizing committee can opt for sponsoring all these expenditure which will be acknowledged in the Secretary Report and published in SELSI newsletter
20. Competition and non competition abstracts to be published in the conference proceedings or souvenir and SELSI newsletter.
21. The composition executive committee of SELSI is to be included in all promotional material for the conference/ CME
22. A message from President and Secretary both should be included in conference proceedings and souvenir.

Rules FOR non-competition papers or video presentations

1. Limited number of papers to be selected by the Organizing secretary and secretary SELSI depending on availability of time
2. Only two papers per author can be accepted
3. The presenting author should be registered for the conference only then his presentation will be considered
4. The paper can be either oral or video presentation.
5. Both oral and video presentation (CD or DVD) to be submitted for review
6. The full text of the paper must reach the office of the Organizing secretary of the Conference before the last date specified for submission of paper.
7. The papers will have to be presented by the author during the annual conference of SELSI. The time for presentation will be 6(six) minutes with two minutes for discussion. The time limit for presentation will not be allowed to exceed in any case and organizers to ensure that audio and video are switched off after the stipulated time.
8. The papers will be adjudged independently by three judges appointed by the Executive Committee of SELSI through Secretary.
9. The judgment will be done on the criteria-content of the paper/presentation style/ slide presentation/question and answers and graded as A, B , C and D and certificates given accordingly.
10. The answers in discussion have to be given by the presenter and no coauthors will be allowed to take part in the formal discussions and discussion to be strictly limited to two minutes only and the chairpersons are requested to maintain this.

INDIAN HERNIA SOCIETY ORATION 

1. The oration will be awarded to a person of eminence in his/her specialty during the Annual Conference.
2. The awardees may be a general surgeon/any other specialty but with special interest and work in the art and science of Endoscopic surgery
3. He/She should have a good standing in his/her respective specialty.
4. The Oration is to be delivered during the annual conference of SELSI.
5. The duration of the oration will be 30-45 minutes.
6. Any member of the SELSI can recommend a nominee for the award. The recommendation should include the following details about the nominee. 

• Brief bio-data (Professional status and particulars)
• The subject of oration

7. Inland travel expenses will be borne by SELSI
8. Local hospitality (boarding and lodging) by the local organizing committee
9. The recommendation of the member should be forwarded to the secretary of SELSI six months in advance in writing
10. The selection of the orator will be done by the executive committee whose decision will be final if required by voting which can be done by circulating the names on e mail and taking opinion.
11. Presentation: Citation and memento. (Expenses to be horse by SELSI)

PRESIDENT'S GOLD MEDAL 

1. The medal is to be awarded to a member of the SELSI residing in India who has made an outstanding contribution to the progress of Endoscopic Surgery in India.
2. The contribution could be academic or organizational.
3. The nominee for the award will be recommended to the Executive Committee by any member of the executive committee and award will be decided by a three member committee consisting of the President, Secretary and one Senior Vice President.
4. The correspondence should remain strictly confidential.
5. The decision of the committee’s recommendation will be placed before the Executive Committee at its annual meeting during the annual conference of the SELSI. The decision of the Executive Committee would be final.
6. The name of the recipient will be announced at the general body meeting.
7. Though the award is to be made annually, it may be cancelled if no suitable candidate is found.
8. No member shall be given this award more than once.
9. Presentation: Citation and Cash award of Rs 10,000/=

IHS TRAVEL FELLOWSHIP 

1. This annual award is open to any one who has been a full member of SELSI for a minimum period of three years and is less than 45 years of age.
2. The fellowship is to enhance the knowledge in the technique of endoscopic surgery.
3. The awardee will be expected to spend at least two weeks in an institution of his choice for this purpose.
4. The member may send his application on a plain paper to the Secretary of SELSI before the 31st March of every year.
5. The application must be accompanied by:

• A brief bio-data.
• The name of the institution where the applicant proposes to spend the two weeks and the subject of his training.
• A certificate from the head of the department or an equivalent authority stating their willingness to relieve the applicant for two weeks training period.
• SELSI membership No. to be provided.
• A valid certificate stating the date of birth to be furnished.

6. The winner will be selected by a committee consisting of the President, Secretary and two immediate past presidents. The decision of the committee will be ratified by the Executive Committee of SELSI.
7. The name of the winner will be announced at the general body meeting of the SELSI.
8. The cash award will be made only after completion of the training and the member has to make his/her own travel/ boarding arrangements.
9. Presentation: Cash Award Rs.10,000/- and Certificate.

PRIZE FOR THE BEST PAPER OF THE YEAR (competition)

1. This annual competition is open to any member of the SELSI, full or associate
2. The presenting author should be registered for the conference only then his presentation will be considered
3. The paper must be in the field of endoscopic surgery.
4. The paper must be written by one author and the material presented must be significant work of the author carried out in India.
5. The paper can be either oral or video presentation.
6. Both oral and video presentation(CD or DVD) to be submitted for review
7. In case the work has been done in collaboration, a certificate from the collaborators stating that the author has done the major part of the work must accompany the paper.
8. The material being presented in the paper must not have appeared elsewhere in any form viz.: publication, lecture, movie etc.
9. The full text of the paper must reach the office of the Secretary of SELSI and the Organizing secretary of the Conference before the last date specified for submission of paper. The author should inform the Secretary of SELSI that the paper is for Competition.
10. The papers will have to be presented by the author during the annual conference of SELSI. The time for presentation will be 6(six) minutes with two minutes for discussion. The time limit for presentation will not be allowed to exceed in any case.
11. Only one paper per author can be considered in this section.
12. 8-10 best papers will be selected by a panel of experts specially constituted for this purpose.
13. The president and secretary plus three members nominated by the president will decide the papers to be presented in this section.
14. These papers have to be presented in the main hall and no concurrent session will run at this time.
15. The papers will be adjudged independently by three judges appointed by the Executive Committee of SELSI through Secretary.
16. The judgment will be done on the criteria-content of the paper/presentation style/ slide presentation/question and answers
17. The answers in discussion have to be given by the presenter and no coauthors will be allowed to take part in the formal discussions.
18. The winner will be announced in the general body meeting and will be expected to receive the award in person during the concluding session of the conference.    
19. Full text of best paper to be published in the SELSI Newsletter.
20. Presentation:

• Winner-Cash Award Rs.5000/- and Certificate
• Runner up Cash Award Rs.2000/- and Certificate

PRIZE FOR THE BEST POSTER 

1. The Executive Committee through secretary will appoint 3 judges for judging the posters in the SELSI meeting. The judges should mark their scores independently. The judges should submit the mark sheet to the SELSI secretary or his nominee at the end of poster discussion each day. The final tabulation is done by the secretary or his nominee and the result announced in the valedictory function. The Best Three Posters will receive the Prizes.
2. Presentation:

• Cash Award Rs.2000/- (first prize) and Certificate.
• Cash Award Rs.1500/- (Second prize) and Certificate.
• Cash Award Rs.1000/- (third prize) and Certificate

Presidential oration

1. To be delivered by the President of the Society during the Scientific sessions
2. 30 minutes duration.
3. Preferably on the first day of the conference.
4. Topic of interest (medical or non-medical) to be decided by the President.

STATE CHAPTERS

1. State Chapters of the SELSI are established according to Guidelines for State Chapters.
2. These Guidelines may be modified by the Executive Committee.
3. All full, associate and corporate members of the Society residing in the area of a State Chapter automatically become members of that State Chapter.
4. The State Chapter may have their own constitution consistent with constitution of SELSI and approved by the Executive Committee of SELSI.
5. Up to date list of State Chapter and their members shall be maintained by the Hon. Secretary of the State Chapter.
6. Only full members of SELSI are eligible to vote, contest and hold office at State Chapter of SELSI.
7. State Chapter may collect their own fees as decided by their own General Body.
8. Only members of SELSI are eligible to become members of State Chapters of SELSI.

GUIDELINES FOR STATE CHAPTERS OF SELSI

1. Formation

1. These shall be only one chapter in each state or a group of States as decided by Executive Committee of SELSI from time to time.
2. All full members of the SELSI automatically become Full members of the State Chapter under the jurisdiction of which his residence is located.
3. A full Member of the SELSI may apply for transfer from one State Chapter to another if his residence is changed to another State.
4. The SELSI will pay to State Chapters the chapter dues every year. 20% of the membership fees from that state in that year will be given to State Chapter.  The fees will be given only after State Chapter submits an audited statement of account.
5. The State Chapters may have their own constitution consistent with constitution of SELSI approved by the Executive committee.
6. Up to date list of State Chapter and their members shall be maintained by the Hony. Secretary.
7. Only full Members of SELSI are eligible to vote, contest and hold office at State Chapter of SELSI.
8. State Chapter may collect their own fees as decided by their own General Body.

2. Name

The State Chapters shall be called “name of the State” State Chapter of the SELSI.

3. Membership

There may be two categories of members:

1. Full Member: A full member of SELSI automatically becomes a Full member of the State Chapter.
2. Associate members of State Chapters are entitled to attend only Scientific and social meetings, Associate members of State Chapters are not entitled to vote, contest or hold office or attend General Body Meetings.
   
   The State Chapters may prescribe an admission form which every Full Member has to fill and sign.

4. Head Quarters

The State Chapter may decide location of its headquarters.

5. Local Branches

Full Members of the State Chapter belonging to any City or locality may form branches.  They may have their own Constitution consistent with Constitution of the State Chapter and these branches will be designated as “name of local area” Local Chapter of SELSI.

6. Termination of Membership

If a full member of the State Chapter ceases to be a Full Member of SELSI he will cease to be a Full member of the State Chapter.

7. Management

The State Chapter will be managed by an Executive Committee consisting of office bearers, elected representative and ex-officio members.  A  member of the Executive Committee of SELSI who is elected from that State Chapter will be ex-officio member of the E.C. of the State Chapter.

8. Meetings

The State Chapters may decide to hold Annual or other General Body Meetings Scientific meeting or social meeting as per their requirements.  However, only Full Members of the State Chapters can attend Annual or other General Body meeting or other business meetings.

9. Conferences

The State Chapters may arrange for State Level or zonal conferences as they may think fit.  Part of any savings from the conferences may be sent to SELSI.

• The Annual State Conferences of the State shall be intimated to the Hony. Secretary of SELSI.
• The President of SELSI or his nominees like Hony. Secretary or Hony. Treasurer shall be invited.
• The local EC member shall be actively involved in the conferences.

10. Annual Report

A copy of the Annual Report of the State Chapter should be sent to SELSI every year before 31st March.

11. Accounts

Yearly audited accounts statement of the State Chapters should be sent to SELSI head quarter in original every year before 30th June.

12. Journal

The State Chapter may publish its own journal.

13. Income of State Chapter will be derived from

1. Chapter dues received from SELSI.
2. Admission Fee and Annual or Life Membership fees received from members of the State Chapter.
3. Donations
4. Miscellaneous.

14. Property of State Chapter

The State Chapter shall have the power to purchase, construct or acquire on lease r in exchange or hire or by gift or otherwise any real or personal property and any rights or privileges necessary or convenient for the purpose of the Society and to improve develop, manage, sell lease, mortgage, dispose off, turn to account or otherwise deal with all or any part of the State Chapter.

15. Objects

The State Chapters have the same objects as those of parent body, (SELSI-AIMS & OBJECTIVES)

16. Utilization Funds

The State Chapters shall utilize their funds only for the purpose of fulfilling their objects.

© 2009 Society of Endoscopic and Laparoscopic Sergeons of India