The following are the latest list of the nominations received for the the election of SMMAMS Committee 2011/2012.
1) Ataullah Abd Latib (USM)
2) Yeap Hsiao Hui (UTAR)
3) Nur Izzaty binti Abu Bakar (UKM)
4) Deenish Muniandy (PMC)
5) Jayanthi Selvam (UPM)
6) Carl Samuel (PMC)
7) Naim bin Abdul Malik (UiTM)
7) Naim bin Abdul Malik (UiTM)
8) Carol Lee Pei Shin (Melaka Manipal Medical College)
9) Izza Arsyika (Melaka Manipal Medical College)
10) Priya Dashene Raj (Monash)
10) Priya Dashene Raj (Monash)
There are still pending nominations from other universities. A reminder to all that the election process will be conducted during the Head of Delegates meeting, and the official installation will be done during the Gala Dinner.
The following is a brief outline of the organizational structure of SMMAMS. The latest organizational structure has been adopted following our status now as an IFMSA member.
Organizational Structure
Note : We have received comments of problems with accessing the nomination forms. If you would like to run for position, but had encountered such problem, do email smmams1011@gmail.com in order to process your nomination.
SMMAMS Updated Constitution on Officials, Regionalization and Standing Committees.
1. Officials
1.1 General
1.1.1. A SMMAMS Official is any person elected by the National Assembly or appointed by the Executive Board, as defined in the Constitution.
1.1.2. An SMMAMS Official must meet the following requirements at the time of election:
a. Be a medical student, or will not be graduated more than 6 months by the time his/her office term starts.
b. Be a student member of MMA.
c. Have basic knowledge of the structure, function and relations of SMMAMS.
1.1.3. The SMMAMS Team of Officials consists of all Officials, namely:
a. The members of the Executive Board
b. Portfolios members, namely Regional Coordinators, and Standing Committee Directors.
1.1.4. The Officials shall:
a. Abide by the Constitution and Bylaws.
b. Apply strategic and operational planning, execution control/monitoring/evaluation and project management standards.
c. Make an effort to attend all SMMAMS Meetings.
d. Maintain regular communication with SMMAMS
e. Assist the Secretary General in maintaining the update of SMMAMS database
1.2 Regulations for Team of Officials meetings
1.2.1. All members of the SMMAMS Team of Officials are encouraged to be physically present at the meetings.
Alternatively, presence can be by video conferencing, telephone connection or direct internet connection, when possible.
1.2.2. Those officials who cannot attend a Team of Officials meeting shall be updated on a daily basis
on the outcomes of the Team of Officials meeting. These Officials shall actively take part and send
their input.
1.2.3. Minutes shall be taken which comprise a summary of discussions, decisions taken, and reports presented. These minutes are to be made available to all SMMAMS Officials within two weeks of the end of the meeting.
1.2.4. Only the Team of Officials may allow observers to be present at the Team of Officials meetings.
1.2.5. Observers of Team of Officials meetings are:
a. Student members of MMA
b. Any medical student
c. Invited guests
d. Members from organizations in an official relation with SMMAMS
e. External advisors
1.2.6. All Officials have both speaking and proposing rights during the Team of Officials meeting.
1.2.7. Observers have neither speaking nor proposing rights, unless given by the Team of Officials.
1.3. Executive Board
1.3.1. General
1.3.1.1. The Executive Board is the body responsible for the work of SMMAMS between National Assembly within the mandate, guidelines and decisions provided by the National Assembly.
1.3.1.2 The Executive Board will be composed of 5 members as follows:
a. President
b. Secretary General
c. Treasurer
d. Vice-President for Internal Affairs
e. Vice-President for External Affairs
1.3.1.3 Executive Board members are not allowed to hold any other post in SMMAMS.
1.3.1.4 All Executive Board members have representation authority in the name of SMMAMS in the specific field of their task.
1.3.1.5 Members of the Executive Board must attend all National Assembly Meetings.
1.3.2. Tasks
1.3.2.1. President:
a. Coordinate the Executive Board and the Officers.
b. Call for meetings of the Executive Board and Officers.
c. Develop short- and long-term strategies for the work and structure of SMMAMS
d. Maintain the contact with previous SMMAMS Alumni.
e. Assist the VPI in supporting the Local Chapters.
f. To assist the VPE and Treasurer to raise funds for SMMAMS.
1.3.2.2 Secretary General:
a. Be responsible of the administration, correspondence and archives of IFMSA.
b. Produce the minutes of the Executive Board, Team of Officials and National Assembly Meetings.
c. Prepare and send out invitations, provisional agenda, and other relevant information concerning National Assembly Meetings.
d. Assist the Vice President for Internal Affairs in maintaining the contact between the members and the Executive Board.
e. Assist the VPE and Treasurer to raise funds for SMMAMS.
f. To check that deadlines regarding financial report of the previous Executive Board are kept and to communicate problems to the Local Chapters and Officials.
1.3.2.3 Treasurer:
a. Be responsible for the financial administration and bookkeeping of SMMAMS.
b. Collect membership fees.
c. Be responsible for the official bank accounts of SMMAMS.
d. Present an adequate report, as decided by the Executive Board, on the financial situation of SMMAMS at every Executive Board meeting.
e. Review the budgets of all SMMAMS projects and events.
f. Develop and implement fundraising strategies for SMMAMS.
g. Ensure that the new Treasurer and one Supervising Council member have access to the SMMAMS bank accounts at least 1 month after the beginning of the new term.
1.3.2.4 Vice-President for Internal Affairs:
a. Be responsible for the development of Local Chapters.
b. Be responsible for maintaining contact between the members and the Executive Board.
c. Emphasize sufficient support to Local Chapters to ensure their welfare in SMMAMS.
d. Develop an annual evaluation procedure and subsequent needs assessment for Local Chapters.
e. Be in contact with every Local Chapter President individually.
f. Assist the Secretary General in forming and updating the Local Chapter Manual.
g. Establish contacts with student society stimulate them to join and
a. participate in SMMAMS activities.
h. Coordinate the activities of the Regional Coordinators.
i. Raise funds for SMMAMS Executive Board Meetings.
1.3.2.5 Vice-President for External Affairs:
a. Develop and implement fundraising strategies for SMMAMS and be responsible for the development of the promotional material for SMMAMS.
b. Be responsible for the public relations and mass media contacts of SMMAMS.
c. To create, maintain and update a generic SMMAMS National Assembly sponsorship
a. prospectus.
d. To coordinate central longterm oriented fundraising for SMMAMS Externals and National Assemblies, in conjuntion with relevant Officers.
e. Raise funds for SMMAMS.
1.3.3. The Executive Board can delegate tasks to others. Any Executive Board member can propose to delegate one of his/her personal tasks to another person. The Executive Board has to take a decision about this. The Executive Board member to whom this task belonged will remain responsible himself/herself for this task at all times
1.4. Regulations for Executive Board meetings
1.4.1. The Executive Board shall meet at least three times every year.
1.4.2. The quorum for an Executive Board meeting is the total number of Executive Board members minus 1.
1.4.3. All Executive Board members have one vote at the Executive Board meeting.
1.4.4. The Executive Board takes decisions with at least three votes in favour.
1.4.5. Presence shall be preferably physical presence. Alternatively, presence can be by video
conferencing, telephone connection or direct internet connection such as IRC or ICQ in such a
way that the discussions can be followed continuously without interruption and direct input
can be given.
1.4.6. An agenda for the Executive Board meeting shall be sent out before the meeting.
The agenda for the Executive Board meeting shall contain at least the following points: adoption of the past Executive Board minutes, activity reports by the Executive Board members, financial report by the Treasurer.
1.4.7. Executive Board members who cannot attend have to inform the other Executive Board members and submit their activity report in writing.
1.4.8. Executive Board members who are not present can submit written proposals in advance.
1.4.9. Minutes shall be taken which comprise a summary of discussions, decisions taken, and reports
presented. These minutes are to be made available to all SMMAMS Officials within two weeks of the end of the meeting. Minutes are to be made available to all Local Chapters within two
weeks of their adoption.
1.4.10. Participants of Executive Board meeting are SMMAMS Officials.
1.4.11. Only the Executive Board may allow observers to be present at Executive Board meetings.
1.4.12. Observers of Executive Board meetings are:
a. Student members of MMA
b. Any medical student
c. Invited guests
d. Members from organizations in an official relation with SMMAMS
e. External advisors
1.4.13. All participants have both speaking and proposing rights during the Executive Board meeting.
1.4.14. Observers have neither speaking nor proposing rights, unless given by the Executive Board.
2. Regionalization
2.1. General
2.1.1. SMMAMS is organized into three regions (I, II and III). The Local Chapter regional classification shall be attached in a list to the SMMAMS constitution and bylaws as annex.
2.1.2. SMMAMS stimulates its Local Chapters to co-operate on a regional level.
2.1.3. To coordinate the Regions SMMAMS has Regional Coordinators.
2.1.4. The Regional Coordinators are elected during the National Assembly.
2.1.5. The Regional Coordinators assist the Executive Board in their tasks in the region. Their tasks are:
a. Organize the Regional Meeting outside SMMAMS National Assemblies in coordination with Local Chapters in that region.
b. Assist the development of the Local Chapters in the region.
c. Assist in increasing the co-operation between Local Chapters in the region.
d. Assist in maintaining contact with Local Chapters in the region.
e. Assist in the recruitment of new Local Chapters in the region, as well as their process of application for partnership within SMMAMS.
f. Assist the Standing Committee Directors in the development of Standing Committees in the
region.
g. Raise funds for IFMSA.
3. Standing Committees
3.1. General
3.1.1. A Standing Committee works to benefit a specific field of interest. The activities of a Standing
Committee shall be continuous.
3.1.2. A Standing Committee consists of a Standing Committee Director and the medical students working in the fields of interest within the Local Chapters which are members of the Standing Committee.
3.1.4. SMMAMS Standing Committees are:
a. The Standing Committee on Medical Education (SCOME)
b. The Standing Committee on Public Health (SCOPH)
c. The Standing Committee on Reproductive health and AIDS (SCORA)
3.1.5. In order to regulate their practical internal management, a Standing Committee can have
internal Standing Orders. The Standing Orders have to comply with the Constitution and Bylaws of SMMAMS. They are decided by the Local Representatives of the Local Chapters participating in the respective Standing Committee.
3.2. Creation, changes and dissolution
3.2.1. To create a Standing Committee of SMMAMS, a proposal to establish a Standing Committee must be written.
3.2.2. The Executive Boards can decide to dissolve, change the activities, or change the name of a Standing Committee.
3.3. Standing Committee Directors
3.3.1. The Director of a Standing Committee has speaking and proposing rights during National Assembly Meetings and speaking and proposing rights at Executive Board meetings.
3.3.2. The Director of the Standing Committee must attend the National Assembly Meetings.
3.3.3. The Standing Committee Directors can appoint assistants to help in the work of the Standing
Committee.
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