CONSTITUTION AND PREAMBLE OF STATE CHAPTERS OF SOUTH EAST ASIA DIABETES FOUNDATION (SEADF)

Formation and Governance of State Chapters

State Chapters of South East Asia Diabetes Foundation (SEADF) are constituted in different States and Union Territories of India with the aim of carrying forward the objectives of SEADF, dispersing medical education at different levels to strengthen the management strategies of Diabetes. Each State Chapter shall have its own committee, duly formed in accordance with the guidelines prescribed by SEADF, to oversee and manage the activities and affairs of the respective chapter. All State Chapters shall operate strictly in accordance with the rules, regulations, policies, and directives as prescribed and amended from time to time by SEADF. Furthermore, the State Chapters shall function under the direct supervision and authority of the SEADF Core Committee, which shall retain the right to review, oversee, and direct the activities of the State Chapters to ensure alignment with the objectives and governance framework of SEADF.

 

  1. Powers of the SEADF Core Committee:

The SEADF Core Committee shall have the following powers and authorities to ensure the effective governance, supervision, and functioning of the South East Asia Diabetes Foundation (SEADF) and its State Chapters:

 

  1. To supervise and oversee the functioning of all State Chapters to ensure compliance with the rules, regulations, policies, and directives issued by the SEADF Headquarters.
  2. To grant approval for the formation, recognition, or restructuring of any State Chapter.
  3. To review, audit, and monitor the financial statements, budgets, and expenditures of all State Chapters and to mandate financial reporting requirements.
  4. To suspend or dissolve any State Chapter, and to suspend or remove any office bearer, executive member, or honorary member, in the event of non-compliance with SEADF guidelines, misconduct, or actions prejudicial to the interests or reputation of SEADF.
  5. To act as the central representative body of SEADF for communication with governmental authorities, regulatory bodies, professional associations, and external agencies.
  6. To formulate, amend, and enforce rules, policies, and guidelines governing the activities of SEADF and its affiliated State Chapters.
  7. To adjudicate and resolve disputes arising within or among State Chapters or between members, in accordance with the principles and objectives of SEADF.
  8. To appoint or approve the appointment of office bearers, committees, or sub-committees as may be necessary for the administration and execution of LAI’s objectives.
  9. To review and approve proposals related to events, conferences, sponsorships, and collaborations initiated by any State Chapter.
  10. To regulate membership criteria, approve or reject applications, and revoke membership in accordance with SEADF’s constitution and ethical standards.
  11. To amend the constitution of the state chapter as per the need in accordance with the principles and objectives of SEADF.

 

  1. Membership eligibility to State Chapters

 

  1. SEADF shall time to time invite applications for the membership.
  2. Applicants approved by the core committee of SEADF, shall become members of the SEADF.
  3. The selected members shall automatically become the member of the State Chapter of SEADF as per their preference of state indicated in the application.
  4. The member can change their state of membership after approval from SEADF core committee
  5. The minimum membership of a State Chapter shall be atleast 50 members.

 

  1. Name of State Chapters

The state chapters will be named “SEADF State Chapter – {Name of State/Union Territory}. For example, Delhi State Chapter will be named as SEADF State Chapter-Delhi.

 

  1. Format of the State Chapter letterhead and use of SEADF Logo (Annexure)
  2. Each State Chapter shall have its own logo designed by SEADF HQ. The State Chapters are permitted to use the official SEADF logo on all official communications and letterheads. Both the SEADF and UDAAN logo must be used on the letterhead and all official communications.
  3. There should be no change in state chapter logo
  4. The State Chapter is not allowed to conduct academic meetings using the SEADF logo without prior permission from the SEADF Headquarters.
  5. Prohibition on Personal Use: No member or office bearer shall use the SEADF logo or State Chapter logo for personal purposes, including on personal correspondence or letterheads.
  6. e. Placement of Logos: The official letterhead of each State Chapter shall display the SEADF logo on both left and right upper corner and the State Chapter logo in the upper right-hand corner.
  7. Contact Information: The center of the letterhead shall include the name, physical address, and email address of the State Chapter, positioned between the two logos.
  8. Details of Office Bearers: The names of the office bearers and executive committee members shall be listed on the left side of the letterhead.
  9. Tenure Executive Committee of the State Chapters:

The executive of the state chapter shall be one calendar year.

 

  1. Formation of Executive Committee of State Chapters:
  2. State Chapters shall consist of (See annexure)

National Chairman SEADF

Executive members SEADF

Patron

President

Honorary Secretary

Joint Secretary

Treasurer

Six Executive members

 

  1. National Chairman will be the Chairman of the state chapter.
  2. The Patron of the State Chapter shall be nominated by the core committee of the SEADF on the advice of the State President.
  3. Core committee of SEADF shall nominate the President of the State Chapter
  4.         National Chairman of SEADF in consultation with the President of the State Chapter shall nominate the Honorary Secretary and Treasurer of the State Chapter.
  5. Chairperson of SEADF in consultation of the Presidentof the State Chapter shall nominate six executive members of the state chapter.

 

  1. Office of the State Chapter
  2. The office/clinic of the State Chapter President shall be the office of the State Chapter.
  3. State chapter will incur all local expenses, subject to Rule 9(e).

 

  1. Functions of State Chapters:
  2. It shall maintain an up-to-date register of its honorary members.
  3. It shall organize various academic activities as desired by SEADF (HQ).
  4. It shall be responsible for raising funds necessary for the annual CME/Workshop, other academic activities and other local expenses.
  5. It shall maintain accurate and complete financial records.
  6. The President shall delegate responsibilities to office bearers to coordinate the chapter’s functions and shall inform the SEADF HQ accordingly.
  7. The Honorary Secretary shall be obligated to submit the duly recorded minutes of all meetings convened to the Headquarters within a period not exceeding ten (10) days from the date of such meeting

 

  1. Attendance at SEADFCON International
  2. It shall be desirable for all office bearers of the Association to attend the annual conference of SEADF to ensure continued professional development and stay updated in the field of Diabetology.
  3. Attendance at SEADFCON International, other relevant meetings, and webinars will be considered when evaluating eligibility for membership extensions and for inclusion in the Executive Committee.
  4. Office bearers selected and approved as faculty for the event will have their travel and accommodation expenses covered by the South East Asia Diabetes Foundation (SEADF).
  5. Office bearers attending the conference as delegates shall be exempted from the payment of the registration fee. The SEADF shall make best efforts to provide complimentary accommodation; however, such delegates shall be solely responsible for making arrangements and bearing the cost of their travel, including local transportation.

 

  1. Annual Continuous Medical Education (CME)/Workshop

 

  1.         Each State Chapter shall organize an annual conference and atleast one CME or Workshop.
  2. All correspondence with sponsors related to events organized by the State Chapter shall be issued exclusively by the SEADF Headquarters.
  3. The date for any CME or Workshop shall be determined in consultation with, and subject to prior approval from, the SEADF HQ.
  4. Such programs shall be scheduled preferably on a Sunday. The proposed date must be communicated to the SEADF HQ on or before June 30th of each year.
  5. The CME/Workshop shall run from at least 9:00 AM to 5:00 PM, or may be extended to a one-and-a-half-day event as decided by the State Chapter executive.
  6. The scientific program shall be finalized only in consultation with the SEADF HQ.
  7. The CME/Workshop shall be held in a different city within the State each year as far as possible, except in Union Territories.
  8. At least three speakers will be from SEADF/UDAAN National faculty for the state conference and CME/Workshop organized by the State Chapter.
  9. The State Chapter shall be responsible for the travel and accommodation arrangements of National SEADF/UDAAN faculty or its nominee (upto 3) and office bearers attending the CME/Workshop for administrative purposes.

 

  1. Communication with core committee of SEADF
  2. All communications from the Executive body of the state should be routed through the state President and to be addressed to Secretary, SEADF (National) at the official email address:   southeastasiadf@gmail.com.
  3. The State Chapter shall have its email address as : southeastasiadfxxx@gmail.com where xxx stands for the three letters of the state or Union territory. For example, for Uttar Pradesh xx x will be “utp”, for (Andhra Pradesh “anp” , for Arunachal Pradesh “arp) and for states or UTs with three word.