Constitution and By-Laws

Understanding spine and spinal cord:

2.1       The association is  meant to understand, practice, do research, teach, and propagate knowledge, write news-letters, publish journals, distribute pamphlets, publish books and text books, hold social activities including free medical camps, use digital media and any other means to popularize the science of spine and spinal cord and Spinal surgery by Neurosurgeons interested in the science. They shall be named as Neuro Spinal Surgeons.

2.2 The Spine:

a) The Spine indicates the skeletal or bony portion of human body starting at the base of the skull below foramen magnum and going down straight in between buttocks and terminating in the coccyx.

The Spinal cord:

b) Within, lies the important spinal cord along with the meningeal coverings and nerve roots coming out on each side.

c) The spine constitutes of osseous units (segmented or un-segmented) along with ligaments, muscles, intervertebral discs and the spinal cord and its coverings along with its blood supply, venous and lymphatic drainage.

2.3      Aims and objectives of the Association

1. To bring together all persons interested in various specialties in this field, maintain a close association and co-operation with each other within and outside India.
2. To strive to maintain highest ethical standards in the specialty.
3. To aim at providing, for those interested in knowledge and know how, education and training by organizing lectures, hands on workshops, seminars, conferences and topic symposia.
4. To propagate knowledge by publication of a journal of the association (journal of spinal surgery-JOSS), newsletters, periodic messages to members by posting news and information on association’s website, journal website and/or distributing pamphlets.
5. To aid research activities in the field.
6. To offer financial support to deserving candidates to enjoy travelling fellowships to enhance their knowledge.
7. To campaign and spread knowledge and awareness for the public in the field of Neuro and Spinal surgery with the help of local organizations or charitable societies.
8. To receive donations in cash or kind from any individual or society or organization, company, authority of government from India or abroad with the aim to fulfill the goals of NSSA Association.
9. Neuro Spinal Surgeons’ Association aims to be the authoritative source of advanced knowledge in the field of disorders of spine and spinal cord, aimed at their improved understanding, refinements of existing techniques and introduction of newer therapeutic concepts for the benefit of patients afflicted with these disorders.
10. The objectives for which the Association is set up are:
    • To be a platform for accumulation and dissemination of knowledge relating the advancements in the field of disorders of spine and spinal cord (hereafter referred to as ‘the field’).
    • To aim at providing updated knowledge in the field by organizing conferences and workshops, and by publication of periodicals, journals and souvenirs.
    • To aid research activities in the field.
    • To impart training in the field by holding workshops, seminars and
    • Symposia and fellowships.
    • To campaign and spread of knowledge and awareness in the public in the field of Neuro and Spinal Surgery, NSSA will engage a local charitable body for the object and support them accordingly by contributing to their funds.
    • To receive and accept donations, gifts, grants or contributions in kind and cash from any person or persons, associations, societies, companies, authority or Government for the furtherance of the aims and objectives of the Association.
    • To formulate a code of conduct for its members.

Members:

3.1      In pursuit of these objectives, the Association shall give membership to the interested individuals in the following categories.

1. Life Members,
2. Associate Members
3. Honorary Members and
4. Temporary Members

3.2      Life Membership

1. Admission shall be restricted to those interested in the practice of Neurospinal Surgery. They should be holding a postgraduate degree in the specialty.
2. Application for Life Membership shall be proposed and seconded by 2 Life members of good standing and the Executive Committee shall be the authority to admit them.
3. The privileges:

• Receive the Journal, Newsletter and any other pamphlet free published by the Association.
• Will have voting rights
• Can contest for posts in the Executive committee of the Association as per rules
• Present papers, give guest lectures, display posters, take part in Symposia and seminars and participate in the all activities of the Association by paying the appropriate registration fees when declared.

3.3      Associate Membership

1. Associate Membership shall be open to those who are undergoing training program in neurosurgery and are interested in the field of spinal surgery.
2. Application for Associate Member shall be proposed and seconded by two Life members of good standing. The Secretary shall be the authority to admit Associate Members.
3. Associate members can take part in all the activities of the Association by presenting papers at scientific meetings, participation in discussions, or publication of papers in the journal of the Association etc. and shall have all the privileges of membership.
4. They cannot vote or contest for the Executive Committee post or be office bearers of the Association.
5. The Privileges of Membership shall come in to effect after the Secretary has approved the membership application.

3.4      Temporary Membership

1. Temporary membership will be accorded to non members who wish to present papers during annual conferences.
2. They will pay temporary membership fee along with registration fee, and the privileges will last for 1 year.
3. They will not have voting rights or cannot become office bearers.
4. They will receive journal, newsletter etc. for 1 year.

3.5      Honorary Membership

1. Honorary Membership is not given on application. It is conferred on the beneficiary by the association. He must be senior and distinguished Neuro Spinal Surgeon, who has an international reputation and who has contributed to the development and growth of NSSA association.
2. The candidate will be selected by the Executive Committee. Any life member can propose a name. The recommendation must be received by the Secretary of the Association with a copy marked to the central office latest by 31^st May every year.
3. Honorary Members shall have all the privileges of membership, but they will not have voting rights and will not serve as office bearer of the association. They shall be exempted from payment of any subscription or registration fees.
4. Newly admitted honorary members will be conferred the membership along with certificate of membership, NSSA lapel pin during the inaugural function of the Annual meeting of the Association.
5. Not more than two Honorary Members shall be elected in a given year. Rarely the committee may decide to offer one more membership in a given year.
6. Any full member who has completed 75 eventful years of life shall be eligible for Honorary Membership. The final decision to confer Honorary Membership or not will rest with the Executive Committee.

Membership fees:

4.1       The membership fees will be as below:

1. Life Members (Neurosurgeon) :    Rs 5000/-
2. Life Members (Non -Neurosurgeon) :       Rs 5000/- (no voting rights)
3. Associate Members :    Rs 5000/-
4. Temporary membership (1 year) :    Rs 1000/-

4.2       The membership fee is one time payment for life members. All Associate members will have to pay full fees to be eligible as a life member on completion of their degree.

4.3       The membership fees is subject to revision as per the EC from time to time.

Management:

• Offices:

1. NSSA office: A place convenient to the elected secretary shall be considered as the working office of the NSSA. All postal correspondence to the EC shall be directed to this office. The new elected secretary shall also provide an email address for digital communication. For any urgent matter, the secretary can be approached on his mobile number.
2. Central office: Presently, the central office of NSSA is located at:

Dr. P. S. Ramani,

202, Fortune Heights, 298/299,  L. J. Road, Next to Mahim

Bazaar Post Office, Mahim, Mumbai – 400016, Maharashtra.

Email: drpsramani@gmail.com

Mob. +91-9869212030.

• The Founder President/Nominee of the central office will have right to change the address of the central office after informing the EC.
• The Central Office will have a team of dedicated staff to handle any queries for enquiries from any member of NSSA or EC member and will establish communication.
• A new EC member can request the central office to provide him with a list of constitution and by-laws or a list of members or any other information which will help him to conduct the affairs of NSSA smoothly.
• It will also maintain the records of the Association including records of the financial accounts of the Association and will liaise with the organizing committee of the annual conferences as well as organizers of other programs for smooth conduct of the events.
• The Founder President/Nominee, along with his support, will maintain discipline in the office and will look after the needs of the office staff and pay their salaries.
• The central office shall maintain records (annals) of NSSA consisting of members list including all categories; list of annual conferences; list of Prof. P. S. Ramani Lifetime Achievement Awardees; list of honorary members; records of EC an GB meetings; and any such record which the Founder President/Nominee felt worth preserving.

5.2      The Executive Committee:

The committee will consist of:

1. Founder President             – 1
2. President             – 1
3. President Elect             – 1
4. Immediate Past President – 1
5. Secretary             – 1
6. Treasurer             – 1
7. Editor JOSS             – 1
8. EC Members             – 6

(4 life members and 2 nominated non-voting members)

5.3       There should be at least 1 lady member in the committee. She can also occupy a position in the EC of the ladies wing of the Association.

5.4       The Organizing Chairman and the Secretary of the Annual conference and Chairman/Secretary of the next year’s conference will be invited to the committee meeting so that they can give information about the conference.  In this meeting the past organizing chairman / secretary shall present a summary of accounts.

5.5       The term of office for various executive committee members shall be as follows :

The period will be counted from the GB meeting where their results were announced.

1. President and President elect – One Year
2. Secretary and Treasurer – Three Years

(can be re elected for 1 more term of 3 yrs)

1. Immediate Past president – One Year
2. Editor – Five Years

   (including one year as Deputy Editor)

1. EC members – 3 years

5.6       Limitation:

1. The President & President elect shall not contest for any position in the future.

5.7       The affairs of the Association shall be managed by the Executive Committee (EC)

Elections to the Executive Committee (EC):

6.1       Eligibility

1. Only Life members can contest for any post.
2. For the post of Secretary, Treasurer and EC member a contestant should have been a Life Member of the Association for a continuous period of 3 years.
3. For the post of President-elect a contestant should have been a Life member for a period of 5 years.
4. A member to be eligible for election as an EC member should have attended at least 2 of the last 5 annual conferences of the Association. (This clause will be effective from the elections to be held in 2019).
5. For the post of Editor-in-chief of the journal, the contestant should be life member for at least 5 years and should have made significant contribution to the journal of the association.
6. The President shall have the right to appoint an office bearer who is not fulfilling the above terms.

6.2       No member of E.C. can take charge of office of more than one position in the E.C. without completing the term of existing post.

6.3       No member is eligible to contest for more than one post in the same election.

6.4       The President elect shall automatically become President in the following year. There shall be no election for the post of President.

6.5       In the event of resignation, demise or insanity of an Executive committee member, the President shall be empowered to nominate any other suitable life member to the vacant post till the following election.

6.6       Non-elected members may apply again for any post during the next election.

6.7       Elections shall be held by postal ballot and/or electronic ballot prior to the annual conference.

6.8       The Executive Committee shall have the right to change the logistics of the election process in the face of exigencies or introduce byelaws for other modes of voting like electronic voting as and when required.

6.9       Canvassing or soliciting votes or casting aspersions on other candidates would debar a candidate from election. President elect shall be the “Returning officer” for the election.

6.10    Schedule of events for election:

1. 6 weeks in advance of the Annual conference and the General Body Meeting, Secretary notifies vacancies to all the members of the association through their emails and also publish the news in the Newsletter and journal & invites nominations duly proposed & seconded by full members of good standing along with consent of candidate and brief biodata.
2. Four weeks in advance, the applicants will be informed regarding their eligibility to contest after scrutinizing the applications.
3. Three weeks in advance , any candidate can withdraw his application if desired.
4. Voting when felt necessary will be intimated to the members 3 weeks in advance.
5. Last date for receiving the ballot paper shall be 2 weeks in advance, the actual date and time will be informed to the members.
6. The results will be announced 7 days before the conference.
7. The Executive Committee shall scrutinize the ballot papers either by personal presence or through net communication.
8. One or all the three past presidents can participate as observers to the process of scrutiny of ballot papers.

6.11     Online voting notification with starting and ending dates along with detailed voting method shall be mailed to all eligible voters. The Returning Officer (President Elect) shall be given a password from central office for election admin. The returning officer will also involve two members of the EC in the election process with password-protected access to election module. The results of the election shall be communicated to the EC members by the returning officer through any mode of his choice.

Other committees:

7.1      Disciplinary Committee

1. There shall be a disciplinary committee consisting of Founder President, President, President Elect and immediate Past President. This will be an empowered committee.
2. This committee shall go into complaints of misconduct against any member or associate member and take remedial actions including recommending removal of an errant member from membership of the Association to the General Body. The disciplinary committee will have the right to suspend him till the GBM.

7.2      Arbitration Committee

This committee will interpret rules and regulations of the Association and arbitrate in case of any grievances of members regarding Association matters.

1. The Arbitration Committee will consist of Founder President, President, immediate past President and One legal person.
   1. One legal person. A retired or non-retired Judge (District/Sessions/High Court) or an Advocate appointed by the Association.
2. The term of the Committee shall be 5 years.
3. The Committee will be appointed by the Executive Committee.
4. This committee on receiving any representation from any member of the Association will meet personally or electronically and shall give its verdict at the earliest unanimously or by majority and the interpretation of the rules by the committee shall be final. Before reaching a decision the committee shall seek clarifications from the member if any and then from the Secretary/The Founder President NSSA or his nominee before giving its verdict.

7.3      Academic Committees

1. a) The association has already established a ladies wing with Chairman and Secretary. They are authorized to adopt/ elect other members according to their needs. The committee should not have more than 8 members.
2. b) The ladies committee should always have a lady chairman.
3. c) The chairman shall hold the post for 4 years and can be reelected for another term of 4 years. When necessity is felt, they can hold their own elections as per the guidelines of NSSA and the results should be submitted to the Secretary to NSSA well in time to be declared during the GBM.
4. d) They can hold independent activities to promote neurospinal surgery and they should inform the parent secretary and the central office of all their activities.
5. e) Any financial proceeds for any activity where sponsorship is involved, 40 percent of the profits shall be transferred to the parent treasury and the remaining money can be utilized for development of their own committee.
6. f) They can hold a permanent bank account in their name.
7. g) Any other committee may be established with the permission of the EC and they will report their activities through their chairman to the EC and the central office.
8. h) All the rules and regulations of the NSSA will apply to them.
9. i) The chairman of each such committee will be invited to attend main executive committee meetings but he will not have voting rites.

7.4      Fellowship Committee

A fellowship committee consisting of Founder President/ nominee, President, Secretary and Treasurer will be constituted to formulate the fellowship and travelling sponsorship guidelines.

7.5      Committee to periodically evaluate the constitution and bylaws

A committee shall be appointed by the EC to periodically evaluate the constitution and bylaws and make suggestions if any for amendment to the GB.

7.6       NSSA association is committed for all round development of neurospinal surgeons. The EC of the NSSA should strive to propagate the concept of increasing the number of female specialists in this science and encourage them to obtain a post in the various committees of the association.

Meetings:

8.1      Executive Committee Meeting (EC Meeting)

1. The E.C. would have overall charge of all functions of the Association including financial and administrative matters. It can employ staff: full-time/ part-time; permanent/ temporary for efficient running of the Association.
2. The Executive Committee meetings shall be chaired by the President NSSA, in the presence of Founder President or nominee.
3. There will be an EC meeting at the venue of the conference before the Annual General Body Meeting. There shall also be at least one Executive Committee meeting in the middle of the year to transact business of the Association.
4. One third (1/3) members shall form the quorum for the Executive Committee meeting. If desired number of the members do not assemble, the meeting would be adjourned and reconvened after 30 minutes for which no quorum is necessary.
5. There can be consultations and decision by circulation within the Executive Committee members for urgent matters if the President and Secretary consider it necessary and proper in consultation with Founder President or nominee.
6. It is obligatory for the Executive Committee members to attend meetings. Any Executive Committee member who does not attend two consecutive meetings without sufficient valid reasons or does not attend a single meeting during the entire year without valid reason and prior permission of EC shall be removed from the Executive Committee. The EC shall nominate a Life Member to occupy the vacated post of the EC member until the next general body meeting when the new member will be elected to occupy the vacant post.
7. At the request of at least 1/3rd members of EC, the President would call an emergency meeting of EC to discuss a specific agenda.
8. In the absence of President, the President elect would preside over the EC.

8.2      General Body Meeting (GBM)

1. There shall be at least one General Body Meeting of the Association every year chaired by the President and held during the Annual conference.
2. All the members are expected to remain present for the GBM. Presence of at least 40% of registered members would form quorum. If desired number of members does not assemble, the meeting would be adjourned and reconvened after 30 minutes for which no quorum is necessary.
3. If 1/4th of voting members present want a voting on any issue discussed during GBM it would be done.
4. If the member has any issue which he feels should be brought before the general body meeting he should inform the secretary at least 2 weeks before the GBM.
5. No new issue except those already in circulated agenda can be discussed in GBM. The person proposing the issue/point to the EC should be personally present in the GBM for discussion.

8.3      Other Meetings/CME

The Association will encourage periodic meetings of locally resident members/associate members of NSSA in various cities of India to promote the objectives of the Association.

1. NSSA encourages CME to be held by locally organizing committee in various places. A co-convener may be appointed from among Life Members.
2. A separate bank account may be operated as per rules of the NSSA. The convener can raise funds for this purpose to carry out CME activities and 40 percent of the profit, when any, must be transferred to the central treasury of NSSA.
3. The Convener should consult the Secretary regarding the organization of the symposium.
4. Local national talent should be tapped for the CME, and not more than 50% of speakers should be from outside the country. Only persons of international repute known to be actively engaged in work in that field should be invited.
5. Convener can enter into any agreement with a pharmaceutical/ commercial concerns regarding “sponsorship” of a symposium but they must take prior permission of the EC through its Secretary to conduct any scientific activity.

Any association group not affiliated to NSSA can hold their own scientific activity but if they wish to hold it under the banner of NSSA or use NSSA logo, they must take permission from Secretary of NSSA and paying a sum of Rs.1,00,000 only to the NSSA treasury in advance.

Responsibilities:

9.1      Secretary

1. The Secretary would be overall in charge of day-to-day administration. He will be responsible for the publication of newsletters, organize EC meetings and GBM. He will maintain close liaison with the EC members and Founder President/nominee. He will publish minutes of E.C. in the newsletter.
2. For and on behalf of association, the secretary can initiate a legal action against a defaulting member in consultation with Attorney appointed for NSSA.

9.2      Treasurer

The Treasurer shall supervise day-to-day expenses of the Association. He will be responsible for:

1. a) Investments and disbursements as per decisions of EC;
2. b) Send reminder of dues when necessary.
3. c) If the organizing secretary of the Annual Conference fails to contribute to the NSSA treasury disciplinary action including cancellation of membership of Association may be considered.
4. d) Maintain account books;
5. e) Get the accounts audited by a chartered accountant;
6. f) Submitting the Income Tax returns of the Association;
7. g) Maintenance of Income Tax exemption, if any;
8. h) The bank accounts of NSSA are operated by 3 signatories: i) Founder President/ nominee, ii) President and iii) Secretary or treasurer, with any 2 signatures to authorize the signing of the cheque.

NSSA is an independent and lead organisation dedicated for spinal surgery and has its own identity in terms of education and propagation of Neuro spinal surgery. None of the EC member in isolation or in group should try to implement methods that are unique to other organisations in to NSSA. Though healthy competitive improvisations are welcomed to improve education systems in NSSA, copying and trying to implement other organisation’s ( Regional and International) methods are not encouraged and if needed to be implemented with modifications should be decided by the Founder President/Nominee of central office and then approved by GB.

Publications:

10.1    The Journal:

The Journal of the Association will be named “Journal of Spinal Surgery” (JOSS) and this shall be the official organ of the Neuro Spinal Surgeons Association of India.

1. The Journal will be run by an Editor, who will be assisted by an editorial advisory board.
2. The editorial board and the reviewers’ panel will be decided by the Editor-in-Chief and the Editorial Advisory Board.
3. The Journal will be financed by a grant from NSSA, advertisement revenue and by an annual grant by the Organizing Committee of the annual conference. The advertisement rates can be fixed by the Editorial Advisory Board.
4. The Journal will maintain its separate bank account.
5. The Journal will be published 4 times in a year. As the journal becomes established in the field, the periodicity can be increased. In addition, an annual supplement containing the conference proceedings may be published.
6. All efforts will be made to index the journal in various scientific databases, both online and offline, so as to have a high impact factor.
7. The Editor is authorized to collect funds through advertisements to the journal & would be responsible for general administration, employment of personnel, purchase of equipment and financial administration for purposes of the journal.
8. The funds of JOSS shall be operated by the Editor and one more member of NSSA co-opted by the Editor with permission of EC / President for withdrawals from bank. The audited accounts of the journal will be presented to the EC in September every year and submitted to the Treasurer by 31 March of every year.
9. The Editor shall appoint an Editorial Board consisting of Life Members of the Association as far as possible. However, he may coopt members from non-members of the Association if he feels that they will enhance the functioning of the Journal.
10. The Editor shall decide on the process of review and decision on papers submitted to the Journal.
11. If any member residing overseas wants the journal to be sent by air, a surcharge of air postage prevalent at the time would be additionally charged. Any member resident in India going abroad for one year or more shall pay overseas postage surcharge as per rules.
12. The Executive Committee would obtain the concurrence of the General Body if the amount paid by the Association, to the Editor, for bringing out the journal is to be altered.
13. A new Editor shall be elected in the 4th year of the tenure of the incumbent Editor. The Editor-elect shall function as a Deputy Editor for a period of one year and then take over as the Editor without a fresh election. (The first such election to the post of Editor-elect will take place in August – September 2020 and the new Editor shall takeover in September 2021)
14. The Editor-in-Chief can give a call to hold a separate EC meeting of JOSS during Annual conference.

10.2    The Newsletter:

1. The Secretary of NSSA shall be responsible for publishing a “Newsletter” at least twice a year.
2. All important events of the Association and official matters regarding the members of the Association shall be published and would be considered as official communication of NSSA.
3. The Newsletter shall be electronically circulated to all the members and posted on the NSSA website.
4. When feasible, the scientific program of the annual conference shall be published in the newsletter.
5. Members residing overseas shall only receive the electronic version of the Newsletter, Journal etc. Those desirous of obtaining a paper copy of the journal should specially apply for the same to the Editor and pay a surcharge as per prevalent rates, which will be informed by the Editor. Paper copies of the Newsletter shall not be sent to overseas members.

• The Website:

The websites www.nssa-india.com is the official websites of Neuro Spine Surgeons Association. It will be managed by the Secretary NSSA under the guidance of EC. He can delegate the duty to another tech-savvy member of the association after approval from the EC.

Neurospinal Day:

11.1     NSSA has declared Prof P S Ramani’s birthday (30th November) as Neurospinal Day and is being celebrated all over the world with various academic activities like camps, seminars, symposiums, workshops, exhibitions, public lectures etc. The participants are encouraged to send the news and the photographs to the secretary for publication both in the newsletter and on the website.

Fellowship:

12.1    NSSA Visiting Fellow

1. Each year a young neurosurgeon from the neighbouring countries is invited to participate in the annual conference. He is provided with Rupees 20000/- by NSSA towards travelling expenses and complimentary registration with accommodation is provided by the conference organization.
2. He has to read a free paper during the conference.
3. His certificate will be given to him during the inaugural function of the Annual Conference.

12.2    NSSA Fellowship

1. A fellowship committee will be constituted to formulate the fellowship guidelines.
2. The eligibility for the fellowship is as follows:
   1. Must be a Member/Associate member of the Association below 40 years of age.
   2. Must be a whole time Junior specialist or Postgraduate student or Senior Resident in Neurological Surgery as part of his optional training outside.

• Must have no dues payable to the Association.

A certificate is to be produced from the Head of the Department of the Centre (s) he is visiting.

Affiliations of the Association:

13.1     The Neuro Spinal Surgeons Association shall be affiliated to the World Federation of Neurosurgical Societies, and other such international bodies as decided from time to time by the Executive Committee of the Association.

13.2     The Treasurer, Neuro Spinal Surgeons Association, shall pay the affiliation fees to international bodies from the Association’s funds when necessary.

13.3     The General Body will also have the right to review such affiliation from time to time.

Guidelines:

14.1.   Guidelines for Annual Conference –  SPINE

1. The annual conference should be conducted in the month of September preferably in the middle of the month with a flexibility of a few days with the permission of the EC. It will be held for 3 days from Friday till Sunday with 1 day reserved for live operative/hands-on models/ cadaver workshop etc. Remaining 2 days will be utilized for scientific deliberations with time reserved for holding General Body Meeting on the 3^rd
2. The EC would decide location of the conference by inviting bids on prescribed form 2 years in advance. The decision to hold the meeting in a particular place will be taken in EC meeting held during the annual conference.
3. A member can be the Organizing Secretary of the Annual Conference only once.
4. In case an Annual Conference has to be postponed due to unforeseen circumstances the Executive Committee is empowered to select a suitable date and venue for the same conference before the 31st of December of the same year.
5. The EC (not more than 3 members) shall visit venue of the conference well in advance in cooperation with organizing secretary and inspect the conference site. The observations will be discussed by the EC at the mid- term meeting. The organizing Secretary has to meet the travelling expenses and stay, when necessary, of the visiting EC members.
6. During the annual conference, the organizing committee shall provide complementary registration and complementary accommodation to the EC members and the members of the Founder President/Nominee of the central office.
7. When the organizing team of any annual conference behaves against the principles laid down in the by-laws of NSSA, the EC will have rights to withdraw the conference from errant organizing team in consultation with Founder President/Nominee of the Central Office.
8. During the visit the financial arrangements for organizing NSSA Annual Conference shall be discussed with proposed organizing secretary.
9. The proposed Organizing Secretary should submit a budget in the bid document.
10. The appointed organizing secretary shall hold the conference in cooperation with local academic body like Neurospinal association, Neuro club, Neuro society, in the speciality. In places where such a body does not exist, local IMA body should be requested to cooperate and associate with the conference.
11. The EC will authorize the proposed secretary to open an account in a bank at the venue of the conference. A new account should be opened in the name of the conference ie “SPINE (YEAR)” and a new pan card must be issued. PAN of the parent NSSA will not be used to open this account. The EC will give forwarding letter to the bank authorizing and validating the permission to hold the conference.
12. The account will be operated by any two of the following:
13. Organizing Secretary;
14. Treasurer of NSSA and
15. Any other member chosen by Organizing secretary.
16. 50% of the profits from the Conference will be transferred to the parent association NSSA and rest will be transferred to the host registered Neuro Club/Society with a PAN after the statement of accounts of the Conference are audited by the Association’s auditors.
17. The Organizing Secretary shall ensure that the final announcement is mailed not later than 31^st Abstracts of all papers to be presented at the annual conference should reach the Chairman, Scientific Committee, before 31st July. Abstracts should be submitted electronically.
18. The EC members shall be provided complimentary registration and accommodation by the Organizing Committee during the conference.
19. Any NSSA member aged above 75 yrs shall be given complimentary registration on his request.
20. The visiting fellow from neighboring country shall be provided complimentary registration and accommodation of the organizing secretary of the conference.
21. The number of parallel sessions to be held will be decided by the chairman of the scientific committee in consultation with the organizing secretary. However, no parallel session shall be held during planary session.
22. Posters shall be submitted and presented electronically. Additional sessions such as Talking Posters, Short Platform Presentations, Touch Screen presentations, luncheon seminars, breakfast seminar, interactive sessions, quiz etc. may be introduced by the Chairman of Scientific Committee.
23. As a rule, each delegate to the annual conference shall be allowed to present one platform paper and one poster. He may give additional invited lecture at the CME or may be invited to participate in the symposium. This rule does not apply to invited speakers.
24. Dais Seating Arrangement during the Inaugural Function of the annual conference will be as follows: NSSA Founder President, NSSA President, Guest of Honour, NSSA President elect, NSSA Secretary, Organizing Secretary and any other guest as decided by the local organizing committee. Honorary memberships and Lifetime Achievement Award will be conferred upon the recipients during the inaugural function. Inaugural function will be held on the evening of 1^st day of conference and will be followed by Gala dinner.
25. The President shall release the CME book. Any other book will be released by the Chief Guest.
26. Dais Seating Arrangement during the closing ceremony of the annual conference shall be as follows: The Founder President, President, President elect, the Secretary of the NSSA and the Organizing Secretary. The prizes for award winners shall be presented at this time.
27. NSSA office shall be prominently placed in the conference venue, where NSSA staff (both central office and EC members) can deal with all the administrative matters related to NSSA.

14.2.   Guidelines for awards

1. a) Awards will be declared and during the Annual Conference:

• Best Platform presentation
  1. Rank 1
  2. Rank 2
  3. Rank 3
• Best Poster presentation
  1. Rank 1
  2. Rank 2
  3. Rank 3
• MCQ Quiz
  1. Rank 1
  2. Rank 2
  3. Rank 3
  4. b) The following shall be the rules governing these awards:
     • Contestant should be in training or Young neurosurgeon not to exceed 5 years from completion of training.
     • Should have completed at least one year Associate membership of the Association;
     • The contestant should present the paper/poster in the conference personally;
     • The paper should not have been published or presented earlier in any other conference;
     • The Head of the Dept./Institution to which a candidate is attached should certify that the work presented is the candidate’s personal contribution or that the candidate did the major part of the work.
     • Best paper and best poster awardees shall submit the full text of their presentation in NSSA journal format to the Editor-in-Chief of JOSS within 1 month to be published in the following issue.
     • Judges will be nominated by EC and the judges’ decision shall be final.
     • Selecting papers for annual conference

• The President elect will be the Chairman, Scientific Committee. Powers may however be delegated by the Chairman, Scientific Committee or to any other life member.
• The conference program will be finalised by the Chairman, Scientific Committee, NSSA or his/her nominee in consultation with the Organizing Secretary of the annual conference. The Chairman, Scientific Committee or his/her nominee would appoint the chairpersons for the various sessions.
• Abstracts by non-members from SAARC countries may be accepted for presentation during the annual conference.
  • The Organizing Secretary would send the list of registered delegates to the Chairman, Scientific Committee or his/her nominee for selection of judges and chairpersons. Only those persons who are members of the association will be entitled to present papers, chair a session and be a judge.

14.3          Guidelines for Orations

1. P. S. Ramani the founder president has instituted “Dr. P. S. Ramani Life Time Achievement Award”. The awardee who is an eminent and distinguished scientist in the specialty, is a friend of NSSA Association and has contributed to the propagation of concepts of NSSA shall be chosen from any part of the World. The award will be conferred on him during the inaugural function of the conference and he will deliver the oration the next day. Dr. P. S. Ramani has deposited Rs.10,00,000/- (Rupees Ten Lacs ) in the treasury of NSSA to meet the expenses of oration and to present a cheque of Rs.50,000/- to the awardee. In future at any time the executive committee felt that one more oration should be introduced in the conference in the name of a distinguished dignitary in the filed, then following conditions have to be fulfilled.

• It must have unanimous agreement of EC members.
• The proposal must be approved by the general body and
• The promoters shall deposit Rs.10,00,000/- (Rupees Ten Lacs) in the treasury of NSSA for the purpose.
  1. The President of NSSA shall deliver the Presidential Address (Oration).

Both these orations shall be presided over by the Past President and the President Elect. There shall be no more orations in the conference. Each oration will be of 30-minute duration.

The orations will be held in the morning of 2^nd day of conference. After the morning session is over, there will be an optional tea break following which delegates will assemble for the orations. A brief introduction will be given prior to each oration. There will be no questions asked at the end of the oration. The topic of oration will be decided by the speaker.

Accounts:

15.1     For accounts purpose the financial year of the Association and the Journal (JOSS) accounts shall be from 1st April to 31st March of the following year.

1. The audited accounts of the Association shall be submitted by the Treasurer of the Association to the Executive Committee and to the general body during the annual conference. The Editor- JOSS, shall submit to the Executive Committee and to the Treasurer the audited accounts of the Journal besides submitting to IT department.
2. The audited statement of accounts is to be circulated to the members before the annual General Body meeting through the newsletter/ website.
3. The Treasurer of the EC shall be responsible to liaise with the auditor and submit the accounts to the IT department.

15.2    Charges for obtaining a list of names and addresses of Members:

1. 5,000 shall be charged to provide the address list of members of the Association when it is required for commercial purposes and Rs. 500 where it is used for conferences or personal use by members of the Association. The cheque is to be sent to the Treasurer NSSA or it can be directly transfer to NSSA bank account.
2. Members of EC and Organizing Secretary of NSSA Conferences would be provided complementary address lists.
3. The Executive Committee is authorized to revise the amount when required.

15.3    Revenue generation :

1. a) Revenue generation is necessary to run the affairs of the Association. Revenue can be generated by membership fees, registration fees, offering advertisement space in the journal, newsletter, website, establishment of stalls during conference asking for sponsorship of any event, session, breakfast seminars, luncheon seminars etc. The rates for such contribution by the industry can be worked out by the organizing secretary and the organizing committee of the conference with consultation if felt necessary with the EC members.
2. b) All payments received during the annual conference shall be accounted for by the organizing committee and the audited accounts shall be submitted to the secretary within 3 months of the conference. The Organizing Committee of the conference shall deposit 50 percent of the remaining money in the treasury of NSSA.
3. c) Any other organization (affiliated or non-affiliated) shall transfer Rs. 1,50,000/- INR (one lakh and fifty thousand rupees) in the treasury of NSSA.
4. d) All payments received can be through a cheque or bank transfer.

15.4    Operation of the accounts:

With digital technology, it is not necessary to transfer the NSSA bank accounts from place to place. It will remain with the central office all the time. The association is eligible to invest the excess funds available, after meeting the expenses for the objects of the Association, in fixed deposits with Schedule Banks, Co-operative Banks and AAA Public Limited Companies. The investments also can be made in Debentures and Bonds of Public Companies after assessing their stability.

Amendments to the Constitution and the Bylaws:

16.1     The contents of the constitution and the bylaws of the NSSA association can be amended when felt necessary.

16.2     The proposal to amend a bylaw must be submitted to the EC committee signed by at least 5 % of the total members of NSSA and submitted at least 2 months in advance of the GBM.

16.3     The secretary of the NSSA shall electronically circulate the amendment to all the members and receive their approval within 15 days. When a member does not reply to an amendment within 15 days it will be considered as “Approved”.

16.4     At least 2/3 of the members should agree for the amendment. Only then it can be considered to be put before the GBM.

16.5     The proposer of the amendment should be present during the GBM. Absence of the proposer without valid reason will result in rejection of the proposal.

16.6     Periodically the Executive committee shall appoint a special committee to review the then-current constitution and bylaws and make necessary suggestions to the EC committee to amend the constitution and bylaws. The EC in consultation with Founder President/Nominee can approve the amendments and circulate it to members. It must be approved by at least two-third of members. It can then be officially adopted in the following GB meeting.

Dissolution of the association:

17.1     At least 60 % of the members can propose dissolution of the Association. Disposal and settlement of claims and liabilities would be affected by the executive committee as per laid down rules and laws for such purposes.