The Constitution of the
HAEMATOLOGY AND BLOOD TRANSFUSION SCIENTISTS SOCIETY OF NIGERIA
ARTICLE 1: NAME
The society shall be called HAEMATOLOGY AND BLOOD TRANSFUSION SCIENTISTS SOCIETY OF NIGERIA (HBTSSN)
ARTICLE 2: AIMS AND OBJECTIVES
transfusion science in all its aspects
hematologic diseases and others.
parties to meet to promote scientific communication and education in the field
of haematology and blood transfusion Science
research and practice
ARTICLE 3: FUNCTIONS
3.1 Encourage the exchange of knowledge among haematology and blood transfusion
Scientists on the theory and practice of haematology and blood transfusion through
meetings such as conferences, symposia, workshops, public lectures exhibitions and
3.2. Publish the ANNALS OF HAEMATOLOGY AND TRANSFUSION SCIENCE RESEARCH, conference proceedings, policy and standard briefs and other scientific
Publications for the purpose of advancing the discipline of haematology and blood
3.3 Advice Government and organizations on the issues relating to Laboratory
Haematology and blood transfusion practice in Nigeria.
ARTICLE 4: MEMBERSHIP
4.1. Membership of the society shall be open to all categories of persons who relate
directly to the field of haematology and blood transfusion Science and possess the requisite qualification to practice haematology and blood transfusion science in public, private and the academic institutions.. The categories of members shall include:
Regular (Ordinary) Members
4.2. Trainee Members: These shall be:
Haematology Scientists in training in haematology and blood transfusion Science in NUC and MLSCN accredited Universities at undergraduate level. Trainee membership is available until completion of training period. Once qualified, If a member wishes to continue his/her membership, he/she will need to apply for ordinary membership and proceed as a new member.
Trainee members will receive all correspondence from the Society and will be eligible for travel grants but there will be no voting rights.
4.3 Associate Members: These shall be:
Individuals who are not eligible for ordinary membership but have made a significant contribution to the discipline of haematology and blood Transfusion. Associate members will receive all correspondence from the Society and will be eligible for travel grants but there will be no voting rights.
4.4. Regular Ordinary Members (ROM): These shall be:
The application must be accompanied by a letter outlining the applicant’s contribution to haematology by the proposer and seconder.
For HBTSSN Council to assess applications under Clause i and ii, information should be provided either on the extent of personal involvement in the laboratory practice of haematology or on the extent of personal contribution to papers, publications, and other aspects of research relevant to haematology and blood transfusion Science
4.5. REGULAR FELLOW MEMBERS (RFM): Members who have distinguished themselves and fulfill the conditions which will be decided by theHBTSSN Council. They must have been long standing members of the society who must have demonstrated exceptional commitment in the propagation of the aims and objectives of the society.
4.6. Honorary Members: Persons who must have contributed significantly to haematology and blood transfusion Science can be nominated by HBTSSN Council and approved by the AGM for award of honorary membership.
4.7. Life Members: Members who have attained the retirement age and desire to become life members could apply to the HBTSSN Council.
4.8. Corporate Members: (a). All educational and research institutions in the field of Haematology and Blood Transfusion Science. (b). Industries, publishers, hospital laboratories, private laboratories and other related agencies
ARTICLE 5: MEMBERSHIP BENEFITS
HBTSSN Membership shall offer the following benefits;
5.1. Networking: Member will be able to establish contact with fellow members to
network with colleagues and others working in the areas of Haematology and Blood Transfusion Science
5.2. Grants & Awards: Membership will provide eligibility to access grants and
awards that will be from time to time
5.3. Members online: The Members Area provides access to online journals and
other resources provided for the benefit of HBTSSN members
5.4 Financially up-to-date members shall receive free copies of the journal, HBTSSN and
ARTICLE 6: REGISTRATION AND SUBSCRIPTIONS OF MEMBERSHIP
6.1 Registration: Member shall be registered on submission of duly filled membership
form and payment of five thousand Naira (5000.00 NGN) to the Society’s account
6.2 Annual Subscriptions: There shall be an annual subscription to be determined by the HBTSSN Council from time to time as the case may be. Annual subscription shall become due in August of each year. The annual subscription shall be paid into the societies’ account and teller scanned and sent to the society’s treasurer via email. Alternatively online registration and payment will be enabled to make it easier for new members within and outside Nigeria to pay their annual subscription. Annual dues for each category of members shall be as follows:
Membership dues must be paid annually whether or not the member attends the annual conference or not. Any member who fails to pay the annual dues for three consecutive years forfeits the membership and will have to pay the registration fee before readmission.
ARTICLE 7: SOCIETY ORGANIZATIONAL STRUCTURE
7.1. The HBTSSN society will operate at National, Regional and State levels
7.2 The organization of any chapter or regional level shall follow due application to the national executive council and a written approval received
7.3 There shall be regional councilors representing the six geopolitical zones of Nigeria. Chapters can be organized at state levels in tertiary institutions, hospitals, research institutes and organizations.
7.4 The regions and chapters shall have an executive committee comprising of
7.5 The regions and Chapters shall report to the Vice President
7.6 Registration for members at regional and chapter level shall be determined by each chapter but subject to HBTSSN Council
7.7 The regions and chapters shall quarterly send minutes of their meetings to the National Council through the Vice President who will present same to the HBTSSN Council.
7.8 The regional and chapter activities shall be organized in such a way that it does not conflict with the National programmes and activities.
ARTICLE 8: THE HBTSSN COUNCIL: This is the National Executive Council of the society and shall be composed
Assistant General Secretary
8.1 Functions of the HBTSSN Council
a). The National Executive Council shall be responsible for the day to day running of the Society’s affair and shall maintain the secretariat
b). The National Executive Council shall prepare a programme of activities for the society throughout the year.
c). The National Executive Council shall approve the annual budget of the society
d). The Budget committee headed by the Vice President and comprising the Treasurer and one other member of the finance committee shall prepare the society’s annual budget and present same to the HBTSSN Council .
e). The HBTSSN Council shall have the powers to implement executive decisions that will ensure smooth running of the society. Such decisions and actions shall be ratified by the Annual General meeting(AGM).
f). A simple majority of members of the HBTSSN council including the President and General Secretary or Assistant General Secretary shall form a quorum at all its meetings
8.2. Functions of the National Executive Officers
The President shall:
i). Preside over all the meetings of the society
ii0. Direct the day to day affairs of the society
iii) Act as one of the signatories for the operation of the society’s bank accounts.
iv). Authorize payments of all approved expenditures
v). Direct all dealings of the society with any external organizations
vi). Present an address in all Annual General Meetings
vii) Perform all other functions which the Annual General Meeting , HBTSSN council or National executive Officers shall specify
viii). Become a statutory member and secretary of the Board of Trustees.
The Vice President shall:
i). Oversee the activities of HBTSSN activities at Regional and Local chapters and report same to the Executive Council
ii). Assist the President in the execution of his/her duties
iii). Act for the President in his/her absence
iv). Perform all other functions that might be designated to him/her by the President
v). Chair the budget committee of the society comprising the Treasurer and one other member of the finance committee and report same to the executive and HBTSSN council
The General Secretary shall
i). Supervise the running of the secretariat
ii). Arrange for all Annual General Meetings, Executive Council meetings and other related meetings that will be in the interest of the society as directed by the President.
iii). Prepare all minutes of the Annual General Meetings
iv). Prepare all minutes of the executive Council meetings
v). Prepare all minutes of the HBTSSN Council meetings
v). Oversee the activities of the trainee (student) members and report to the council
The Assistant General Secretary shall:
i). Assist the General Secretary in all his/her duties
ii). Act as the secretary in the absence of the General Secretary
The Treasurer shall:
i). Receive all Society’s monies and lodge same in the Society’s bank account within one week
ii). Take charge of all funds and accounts of the society
iii). Prepare the statement of the account at each ordinary meeting of the Executive council and report at each Annual General Meeting
iv). Make all payments authorized by the National Executive Council
v). Act as a signatory to the society’s bank account.
The Publicity Secretary shall:
i). Publicize the activities of the society
ii). Publish the Society’s news letter
iii). Liase with relevant government agencies, institutes, hospitals, academia to assert the relevance of the society and also solicit for enhanced co-operation
iv). Carry out all the activities assigned to him by the National Executive Council
v). be Secretary of the Communique drafting committee.
Regional Councillors shall:
i). Serve as Liason between the National Executive Council and their regions
ii). Supervise the activities of the Regional and local chapters and report to the NEC through the Vice President
III). Perform other duties as may be assigned to him from time to time by the National Executive Council.
The Editor-in-Chief shall:
i). Receive all articles for publication in the Annals of Haematology and Transfusion Science Research (AHTSR)
iii). Be the Chairman of the Editorial Board
iv). Present periodic report to the NEC on the journal activities.
ARTICLE 9: STANDING COMMITTEES
9.1 There shall be the following standing committees that shall function within the life time of
the executive council as follows:
Standards and Policy Committee
Finance and Accounts Committee
Research, Grants and Awards Committee
Ethics and Disciplinary Committee
Physical Development Committee
9.2. Standards and Policy Committee
The HBTSSN standards and policy committee shall assist and advice the HBTSSN council in ensuring the maintenance of the highest standards, quality practice and research in haematology and blood transfusion science in Nigeria.
The committee shall :
i). play an active role in assuring the quality of haematology practice and research in Nigeria by ensuring that the body of the society’s policies are internally consistent, incorporate the best ideas and are aligned with the strategic goals of the society.
ii). Formulate, review and, as appropriate, recommend policies, guidelnes and procedures relating to the practice of haematology and blood transfusion
iii). advice the HBTSSN council on policies concerning the curriculum of studies and practice in haematology and blood transfusion
iv). actively seek and evaluate opportunities to improve the HBTSSN pursuit of high standards in haematological practice
v). provide regular reports (quarterly) on its activities under its terms of reference to the HBTSSN council.
vi). perform any other duty (ies) that may be assigned to the committee from time to time.
9.3. Membership Committee
Purpose: The membership committee shall be responsible for activities that promote membership growth and encourage the retention of existing members
The committee shall:
i). work closely with the society’s Treasurer to co-ordinate the activities of the members and identify those on clear standing.
ii).Write welcoming letters to new members
iii).Send invitations to non-member participants at annual meetings
iv). Co-ordinate and advertise HBTSSN membership in various publications and at meetings of related organizations within and outside the country
v).Remind members ahead of time concerning renewal of their membership to the society
vi). Process membership card and certificates to members.
9.4. Finance and Accounts Committee
Purpose: To provide the financial oversight of the HBTSSN and ensure its financial health
The Committee shall
i). Maintain accurate and complete financial records
ii). Prepare and present accurate, timely and meaningful financial statements to the HBTSSN
iii). Help the HBTSSN council to understand the organization’s finances
Iv). Safe guarding the HBTSSN assets by implementing proper accounting policies and procedures
9.5 Journal Editorial Board
Purpose: The editorial board of the HBTSSN shall consist of a group of prominent people in the journal field- Haematology and blood transfusion. They shall act as ambassadors for the journal AHTSR which is the official publication of the HBTSSN, aimed at dissemination of information and research findings within and outside Nigeria.
The Board shall
i). Identify new topics for commissions, special editions and advising on the direction for the journal
ii). Peer review: Also help to identify peer reviewers and provide second opnions on papers (where there is a conflict between reviewers)
iii).Endorse the journal to authors, readers and subscribers and encourage colleagues to submit their best work
iv). Meet as a board either face to face, telephone, video conference or any other media available to deliberate on issues, questions, policies, upcoming journal issues or volumes etc
v). Provide quarterly reports to the HBTSSN on its activities
QUALIFICATIONS FOR BOARD MEMBERSHIP
An editorial board member should
9.6 Ethics and Disciplinary Committee
There shall be a disciplinary committee saddled with the following responsibilities.
i). Ensuring that a high standard of ethical behavior is maintained in the society
iii) Review research proposals and approve same for the purpose of grants application
v). Investigating and recommending to the NEC for removal of any erring officer of the Society
vi). Investigating and recommending to the NEC for discipline of any member of the society whose activity contravenes the aims and objectives of the society
vii). Considering of cases of indiscipline referred by NEC
9.7. Physical Development Committee:
Shall be responsible for initiating, implementing and development of physical projects in furtherance of the society’s aims and objectives. Such projects shall be approved by the HBTSSN Council or AGM as the need arises.
ARTICLE 10: BOARD OF TRUSTEES (BoT)
10.1 Membership: The Board of Trustees shall comprise of seven (7) members who shall
be chosen based on their integrity and immense contribution to the practice and development of Haematology and Blood Transfusion Science in Nigeria
10.2 Terms of reference of BoT shall include but not limited to the following:
i). To provide fiduciary care and serve in advisory capacity in the governance of the HBTSSN to ensure that action taken by the leadership of the society is in the right direction within the scope of her charter and legally compliant
ii). Serve as the link between the HBTSSN and eternal bodies especially the Nigerian Government and other international organizations.
iii) Any other board of trustees intervention that would help build up the HBTSSN
ARTICLE 11: ELECTIONS
11.1 Election into the six (6) National Executive Council positions shall be by secret ballot at Annual General Meeting.
11.2 All the 6 officers except the Editor-in-Chief and regional officers shall be elected. The Editor –in-Chief and Deputy Editors shall be nominated by the President and the appointment ratified by NEC.
11.3 All elected officers shall serve a four year term of office at the first instance following which they can be re-elected for another four year term. Subsequently, such officer may not be elected to the same position again until after another four years
11.4 An appointed Editor-in-Chief and Deputy Editors shall serve for four years following which they can be re-appointed for another four years.
11.5 The current serving officers shall conduct election for the vacant positions
11.6 Bye elections shall be conducted in the event of resignation, failure to perform or when a vote of no confidence is passed on an elected officer or his/her demise.
11.7 Only members who have attended the societies’ conferences for at least three consecutive years and have been financial members for at least five years are eligible to stand election
11.8 No member shall be elected in absentia
11.9 Exceptions to articles 11.7 and 11.8 can only be approved by NEC and ratified by AGM
11.10 The regional and/or chapter elections shall follow the format of the National election.
ARTICLE 12: MEETINGS OF THE NATIONAL EECUTIVE COUNCIL
12.1 The National Executive Council shall meet at least three times in a year. NEC can also meet through conference telephone, Whatsapp group forum and other electronic and social media to take decisions in emergency situation. Minutes of such meetings and decisions reached will be taken by the secretary and read in regular meetings of the NEC.
ARTICLE 13: MEETINGS OF THE CHAPTER EXECUTIVE
13.1 The chapter executive meeting shall hold as at when due.
ARTICLE 14: RESIGNATION
14.1 Any member can resign from the society or office on formal application to the National Executive Council. Resignation takes effect as soon as NEC gives approval
ARTICLE 15: ANNUAL GENERAL MEETING
15.1 The Annual General Meeting shall be the supreme body of the society
15.2 The Annual General Meeting shall hold once in a year at a place decided by the National Executive Council
15.3 The agenda for the Annual General Meeting shall be prepared by the National Executive council
15.4 At each Annual General Meeting, all National officers will be expected to present reports of their activities
15.5 Only financially up to date members shall be allowed to participate in the activities of the Annual General Meeting. This is without prejudice to article 11.7 above
ARTICLE 16: HBTSSN CONFERENCE/ HOSTING RIGHT
16.1 Conference of the Society shall hold annually
16.2 Hosting right shall be voluntary
16.3 Where more than one institution, state, regions indicate interest to host, a selection shall be made by voting during AGM
16.4 Hosting right shall be decided two years before the conference and confirmed during the AGM preceding the conference.
16.5 The conference registration fee for non HBTSSN member shall be at least ten thousand(N10,000.00) more than the conference registration fees for the members.
ARTICLE 17: AMENDMENTS
17.1 The constitution shall be amended or reviewed in part or whole upon recommendation of the National Executive Council to the Annual General Meeting
17.2 The amendment/review and adoption of the constitution shall be effected by two third majority of the Annual General Meeting
This Constitution was approved by the HBTSSN Council on the ……….December, 2018
Chairman, Constitution Review Committee, HBTSSN
General Secretary, HBTSSN