Statutes and Bylaws of the European Society of Pathology
INTERNATIONAL SOCIETY WITH HUMANITARIAN, RELIGIOUS, SCIENTIFIC OR EDUCATIONAL AIM
Article
1 NAME
2 SEAT
3 SOCIAL AIMS
4 MEMBERS
5 MEMBERSHIP
5.1 Membership
5.2 Termination of membership
5.3 Exclusion from the Society
6 MEMBERSHIP FEE
7 GENERAL ASSEMBLY
7.1 Competence
7.2 Composition
7.3 Meeting and convocation
7.4 Decisions
8 CHANGES IN THE STATUTES AND LIQUIDATION OF THE SOCIETY
9 MANAGEMENT
9.1 Powers
9.2 Composition
9.3 Meeting and convocation
9.4 Resolutions
9.5 Registration of the resolutions taken by the Executive Committee
10 REPRESENTATION OF THE SOCIETY TOWARDS THIRD PERSONS
AND TOWARDS THE LAW
11 BUDGETS AND ACCOUNTS
12 GENERAL CONSIDERATIONS
Article 1 - NAME
The International non-profit Society ‘Société Européenne de Pathologie’ has been
established according to the Belgian law of October 25th 1919 and recognized by
Royal decree on February 9th 1970. From now on this Society shall be called
‘European Society of Pathology’ (ESP). This Society is now subject to title III of the
Belgian law of June 27th 1921 concerning Non Profit Societies, International Non
Profit societies and Foundations.
Article 2 - SEAT
The seat of the Society is at Borchtlombeek, Benedenstraat 5, B-1761, with working
address at Anatomo-Pathologie, AZ-VUB, Jette, Laarbeeklaan 101, B-1090. The seat can
be moved to any place in Belgium upon decision of the Executive Committee. All
changes shall be submitted for publication to the appendices of the ‘Belgisch
Staatsblad’ (‘bijlagen tot het Belgisch Staatsblad’) and communicated to the Justice
department of the Belgian federal government within one month following the
decision.
Article 3 - SOCIAL AIMS
The Society is a non-profit Society. The aims of the Society are to advance pathology
in Europe and to facilitate communication between European pathologists.The term
pathology includes all aspects of pathology. In order to achieve this aim the Society
will organise courses and congresses on a regular basis.
Article 4 - MEMBERS
The Society will accept Belgians and persons of other nationalitiesThe Society will
consist of ordinary, retired and honorary members. The number of members is unrestricted,
but is at least 30.
Ordinary members are pathologists and trainees in pathology and any other person,
normally a medical, dental, veterinary or science graduate, who is or has been
engaged in research and/or in teaching in connection with pathology.
Honorary members are persons with meritorious achievement in medicine, biology
or any field directly related to pathology or the ESP.
Retired members are ordinary members who have obtained the retired member
status upon a request by letter, fax, e-mail or any other way of communication to the
Executive Committee.
Article 5 - MEMBERSHIP
Termination of membership and exclusion from the Society.
5.1 - Membership
Ordinary members are elected by the General Assembly upon submission of an
application form to the Treasurer and following nomination by the Executive
Committee. Each pays a yearly membership fee. Ordinary members may vote at the
General Assembly and serve on committees, commissions and working groups.
Honorary members are elected by the General Assembly following nomination by
the Executive Committee. The honorary members shall be exempted from paying a
membership fee. Honorary members can participate in the General Assembly, but
hold no votes. Honorary members may be appointed to commissions or working
groups.
Retired members shall be exempted from paying a membership fee. Retired members
can participate in the General Assembly, but hold no votes.
5.2 - Termination of membership
Membership can be terminated by letter, fax, e-mail or any other way of communication
to the Executive Committee at least 6 months prior to a General Assembly.
5.3 - Exclusion from the Society
Membership is cancelled automatically after two years of unpaid membership dues.
Any other exclusion of a member can only be decided by the General Assembly, after
a proposal by the Executive Committee, through a resolution adopted by a majority
of two thirds of the members present or represented, provided the item is on the
agenda of a regularly scheduled General Assembly. The member in question has the
right to be heard by the Executive Committee.
Article 6 - MEMBERSHIP FEE
The annual membership fee is fixed by the General Assembly, after a proposal by the
Executive Committee.
Article 7 - GENERAL ASSEMBLY
The General Assembly is the supreme body of the Society. It supervises the activities
of the Executive Committee.
7.1 - Competence
1. At the General Assembly, the report of the President, as well as recommendations
of the Executive Committee and Advisory Council, shall be presented and
discussed for approval by the General Assembly.
2. The Treasurer will present the budget and accounts and the Finance Committee
will present its report, all for final approval by the General Assembly.
3. The editors of the official publications of the ESP may be requested to provide
information.
4. The activities of the working groups, commissions and committees of the ESP
shall be briefly reported.
5. The General Assembly has the sole authority to change the statutes.
6. The General Assembly has the sole authority to approve and dismiss the
Executive Committee members.
7. The General Assembly has the sole authority voluntarily to liquidate the Society
and decides on the way the Society will be dissolved and how the assets will be
settled.
8. The General Assembly has the sole authority to nominate and expel members.
9. The General Assembly has the sole authority to approve and to change the
byelaws.
10. The General Assembly has the sole authority to designate the venues of the
forthcoming congresses.
11. The General Assembly has the sole authority to approve the contracts with the
affiliated journals.
12. The General Assembly has the sole authority to recognise the working groups.
7.2 - Composition
The General Assembly is composed of all the ordinary members; each ordinary member
holds one vote. Retired ordinary members and honorary members can participate
in the General Assembly, but hold no vote.
7.3 - Meeting and convocation
The General Assembly meets under the guidance of the President at each biennial
congress of the E.S.P., at a site specified in the notice of meeting. The General
Assembly may also be called upon request of one third of the members of the ESP.
A notice of meeting including the agenda is sent out by the Secretary of the
Executive Committee by letter, fax, e-mail or any other way of communication at
least three months prior to the meeting.
The working language is English.
7.4 - Decisions
A meeting of the General Assembly should be attended by at least 10% of the members.
All issues not provided for in these statutes shall be taken by a simple majority of the
members present or represented at the General Assembly, the president having the
casting vote in the event of a tie.
A member who holds a specific mandate may represent up to three other ordinary
members at the General Assembly.
No valid decisions can be made on items not mentioned in the agenda.
If the meeting of the General Assembly is not attended by at least 10% of the
ordinary members of the Society, a new meeting of the General Assembly will be
scheduled under the same conditions as the above-mentioned, and this assembly
can take a final and valid decision on the proposal after approval by a simple
majority of the members present and represented, the president having the casting
vote in the event of a tie.
The resolutions of the General Assembly are entered in a register, signed by both the
President and the Secretary, and recorded by the latter, who will deposit the register
at the working address of the Society on behalf of the members.
The decisions shall be communicated to all Society members.
Article 8 - CHANGES IN THE STATUTES AND LIQUIDATION OF THE SOCIETY
Irrespective of the articles 50§3, 55 and 56 of the law on non-profit societies, international
non-profit societies and foundations, any proposal to amend the statutes or
to liquidate the Society shall emanate from the General Assembly or at least 5% of
all ordinary members.
Any proposal to change or amend the statutes or liquidate the Society shall first be
submitted to the Secretary in writing for consideration by the Executive Committee.
If the Executive Committee agrees with such a proposal, it must be put to the
General Assembly.
The Executive Committee must give to all members of the Society at least three
months notice of the meeting of the General Assembly which will make a final decision
on the proposal.
No decision shall be taken without an affirmative vote by a two-thirds majority of
the members present and represented at the meeting of the General Assembly of
the Society.
At least 25% of the ordinary members must be present or represented at this
General Assembly.
Changes in the statutes or liquidation of the Society is valid only after approval by
the authorities, according to article 50§3 of the law and after the formalities for publication
in the ‘Bijlagen tot het Belgisch Staatsblad’ are fulfilled, according to article
51 §3 of the law.
The General assembly decides on the way in which the Society will be dissolved and
how its assets will be settled.
After liquidation, the net assets of the Society shall be transmitted to a non profit
organisation with a similar aim as the ESP or to a charity.
Article 9 - MANAGEMENT
9.1 - Powers
Between General Assemblies, an Executive Committee shall direct the Society.
The Executive Committee possesses full powers of management and administration,
except for the functions assigned to the General Assembly. The Committee may
delegate the management of day-to-day affairs and well specified functions to its
President, or to another member of the Executive Committee or to a third person.
The Advisory Council assists the Executive Committee.The Council has a purely advisory
role.
9.2 - Composition
The Executive Committee is composed of at least 12 members, namely officers and
eight Society members. The officers shall be the President, the President-Elect, the
Secretary and the Treasurer. The Society will try to include at least one Belgian in the
Executive committee. Nominations will be sought from the membership by advertisement
in ‘The Newsletter’.
The Executive Committee will make nominations for members of the Executive
Committee. This Committee is elected by the General Assembly for a period of four
years. The Secretary and the Treasurer can be re-elected immediately. The president
is elected for a period of 2 years as a president-elect, followed by a 2-year presidency.
The officers and the members of the Executive Committee can be removed by the
General Assembly, by a resolution accepted by two-thirds majority of members present
and represented. Their function will also be terminated by death, resignation,
civil incompetence and severe incapacity of health, discharge or end of the term.
If an Executive Committee member prematurely terminates his function, the
Executive Committee can elect a replacement. The Executive Committee is assisted
by an Advisory Council composed of members, each representing his or her national
Society. The chairman of the advisory council is appointed by the Executive
Committee subject to the approval of the General Assembly.
9.3 - Meeting and convocation
The Executive Committee meets as necessary and at least twice a year. Notice of the
meeting will be circulated by the secretary by mail, fax, e-mail or any other means of
communication, at least one month prior to the meeting.
9.4 - Resolutions
At least two thirds of the Executive Committee members need to be present or
represented to form a quorum. Another member can represent a member of the
Executive Committee, but each member can only represent one other member.
Resolutions are adopted by a majority of the members present or represented, the
President having the casting vote in case of a tie.
If the meeting of the Executive Committee is not attended by two thirds of the
members, a new meeting of the Executive committee will be scheduled under the
same conditions as the above-mentioned, and this meeting can take a final and valid
decision with a simple majority of the members present or represented, irrespective
of their number.
9.5 - Registration of the resolutions taken by the Executive Committee
The resolutions of the Executive Committee are entered in a register, signed by both
the President and the Secretary and recorded by the latter, who will maintain the
register on behalf of the members, at the working address of the Society.
Article 10 -
REPRESENTATION OF THE SOCIETY TOWARDS THIRD PERSONS AND TOWARDS THE LAW
Except for special powers of attorney, all acts binding on the ESP are signed by the
secretary and the president of the Executive Committee who need not give proof of
their powers to a third person.
All legal proceedings, including the entering into and the prosecution of a lawsuit,
are conducted, both as a plaintiff and as a defendant, by the Executive Committee
represented by its President or a member of the Executive Committee designated by
it for the purpose.
Article 11 - BUDGETS AND ACCOUNTS
The financial year begins August 1st and ends on the 31st of July. The budget and
accounts of the ESP shall be submitted annually for provisional approval to the
Executive Committee in accordance with article 53. Prior to the meeting of the
General Assembly, the Treasurer will submit the accounts of the past two financial
years to the Finance Committee composed of three Society members. Members of
the Executive Committee cannot be members of the Finance Committee. The report
of this Committee will be presented to the General Assembly together with the
Treasurer’s report and the respective accounts for final approval. In addition, the
budget for the two forthcoming financial years will be discussed and approved by
the General Assembly.
The yearly accounts have to be transferred to the Belgian federal government of justice,
in accordance with article 51 of the law.
Article 12 - GENERAL CONSIDERATIONS
The Dutch version of the statutes is the only official version.
All cases not provided for by the present regulations and particularly the announcements
to be made in the Belgisch Staatsblad shall be regulated in conformity with
the provisions of the Belgian law of June 27th 1921, title III, concerning non profit
societies, international non profit societies and foundations.
Bylaws of the European Society of Pathology
I. MEMBERS
I. 1. Ordinary members
I. 2. Retired members
I. 3. Honorary members
II. GENERAL ASSEMBLY
III. EXECUTIVE COMMITTEE
III. 1. Structure
III. 2. Responsibilities
III. 3. Elections
III. 4. Meetings
IV. ADVISORY COUNCIL
V. FINANCE COMMITTEE
VI. NOMINATION COMMITTEE
VII. OTHER COMMITTEES
VIII. WORKING GROUPS
VIII. 1. Structure and membership
VIII. 2. Responsibilities
VIII. 3. Appointment of the chairperson
VIII. 4. Finances
IX. EUROPEAN INSTITUTE FOR CONTINUING MEDICAL
EDUCATION IN PATHOLOGY
IX. 1. Structure
IX. 2. Responsibilities
IX. 3. Appointments
IX. 4. Finances
X. CONGRESSES AND MEETINGS
X. 1. The European Congress of Pathology
a) Venue
b) Organisation
c) Requirements
X. 2. Inter-Congress meeting
a) Venue
b) Organisation
c) Requirements
XI. OFFICIAL PUBLICATIONS
I. - MEMBERS
The ESP is composed of three classes of members: ordinary members, honorary
members and retired members (Statutes, Article 4). The designation of such classes
shall be set forth by the Statutes of the Society.
Membership is gained on an individual basis.
The names of the honorary members, retired members and ordinary members in
good standing will be published on the web site of the ESP and can be consulted by
all members in good standing, ESP congress organizers and journals affiliated with
the ESP. The latter can use the membership list for subscription purposes only.
The membership list will be protected by an individual password that each member
in good standing will receive. Without the formal approval of the Executive
Committee, the membership list cannot be released to a third party.
I. 1. - Ordinary members
Ordinary members of the ESP are pathologists and trainees in pathology and any
other person, normally a medical, dental, veterinary or science graduate, who is or
has been engaged in research and/or in teaching in connection with pathology
(Statutes Article 5).
Ordinary members, who have paid their annual membership fee will receive the official
journal(s) and will benefit from the reduced registration fee for the ESP congresses,
meetings and courses.
Payment of the annual membership fee is an essential requirement for participation
in ballots.
I. 2. - Retired members
Retired members are ordinary members who have been granted the retired membership
status by the Executive Committee (Statutes Article 5).
Retired members are exempted from membership fees. They will not receive the
official journal(s) and cannot benefit from the reduced registration fee for the ESP
congresses, meetings and courses.
I. 3. - Honorary members
Honorary membership status is granted by the General Assembly because of meritorious
achievement in medicine, biology or any field directly related to pathology or
the ESP (Statutes Article 5).
A nomination for an honorary membership may be made by any member of the ESP,
via an officer or a member of the Executive Committee. Following approval of their
nomination by the Executive Committee, honorary members will be put forward for
election by the General Assembly and will be elected by simple majority. Honorary
members shall be exempt from paying the membership fee and will receive the
official journal(s) and publications.Bye-laws OF THE EUROPEAN SOCIETY OF PATHOLOG
II. - GENERAL ASSEMBLY
The General Assembly is the ruling body of the ESP (Statutes Article 7).
Its competence and composition are determined by the statutes. The General
Assembly meets under the guidance of the President at each biennial congress of
the ESP (Statutes Article 7).
The time and day of the General Assembly meeting will be published in the final
congress programme and its agenda will be given to each participant upon registration
at the congress site.
If the meeting of the General Assembly is not attended by at least 10% of the
ordinary members of the Society, a new meeting of the General Assembly will be
summoned under the same conditions as the above-mentioned, 15 minutes after the
first one, and this assembly can take a final and valid decision.
No other congress activities should take place during the meeting of the General
Assembly.
III. - EXECUTIVE COMMITTEE
III. 1. - Structure
The structure of the Executive Committee is outlined in the Statutes (Statutes
Article 9).
III. 2. - Responsibilities
a) General responsibilities of the Executive Committee.
The Executive Committee will fulfil its functions as mentioned in the statutes
(Statutes Article 9) as well as
1. select the place and time of each scientific meeting and congress, according
to the requirements for hosting such events (Bye-laws Article X). The
General Assembly has the sole authority to designate the venue of the
forthcoming congress (Statutes Article 7).
2. recommend Executive Committee officers and members to the membership
at large (Bye-laws Article III).
3. appoint the Chairman of the Advisory Council, subject to the approval of the
General Assembly (Statutes Article 9).
4. appoint among its members the EICME-path subcommittee, the Chair- persons
of the tutorial boards of EScoP and EUROCELLPATH and ratify the composition
of its boards (Bye-laws Article IX).
5. decide on accreditation of courses proposed by the EICME-path.
6. approve new branches of the European School of Pathology (EScoP).
7. determine the method of conducting any ballot.
8. any other business deemed necessary by the Executive Committee to ensure
the proper function of the ESP.
b) Specific responsibilities of Executive Committee officers and members
1. The President shall preside over all meetings of the Society and the
Executive Committee. In the case of absence or disability of the President
the President-Elect shall assume such duties.
2. The Secretary shall be responsible for maintaining a central office for the
transactions of business and housing the copies of ESP documents and
records. He/she will circulate all agenda items and announce all meetings of
the Executive Committee and General Assembly. Furthermore the Secretary
shall be responsible for carrying out the business of the ESP and for implementation
of all policies and actions of the Executive Committee and
General Assembly.
3. The Treasurer shall collect dues and any other funds, as well as distribute
monies according to the general policy of the Executive Committee.
4. The Treasurer is responsible for transferring the yearly accounts to the
Belgian federal government of justice, in accordance with Article 51 of the
Belgian law.
5. In the event of absence or disability of the Treasurer or the Secretary, one of
the members of the Executive Committee shall take over the duties of
Secretary or Treasurer until the next General Assembly, following approval
by the President.
6. Every year the Treasurer shall complement, update and publish on the web
site a list of members in good standing.
7. The President-elect shall preside over the EIMCE-path subcommittee.
8. The officers and the members of the Executive Committee shall assume and
discharge such other duties, submit such reports and take such other
actions as the President or the Executive Committee may delegate to or
request of them.
III. 3. - Elections
The Executive Committee officers and members will be elected by the General
Assembly, as indicated in the Statutes (Statutes Articles 7 and 9).
Proposals for President-elect, Secretary, Treasurer, as well as for members of the
Executive Committee, will be made taking into account scientific and geographical
considerations so as to maintain a balance between all European countries.
a) Election of officers
1. For the election of officers, the President will seek the advice of a
Nomination Committee (Bye-laws Article VI) to make proposals for candidates
for each post, and these will be given to the Executive Committee.
2. Following discussion and, if necessary, voting by simple majority, the
Executive Committee will recommend this or another candidate to the
membership at large. Approval by the individuals of their own candidature
must be given and a CV of no more than one page provided.
3. The recommendations of the Executive Committee to the membership at
large will be published in the Europath News and/or on the ESP web site at
least 3 months prior to the General Assembly meeting. This will be accompanied
by a call for other nominations. Such nominations must be put to
the President not later than 10 weeks before the General Assembly meeting
and should be approved by the individuals themselves. Each must be supported
by at least 5% of named members in good standing and accompanied
by a CV of no more than one page.
4. Candidates for the Presidency should provide an action plan. This will be
published in Europath News and/or on the ESP web site not later than one
month prior to the election, together with the CV of the candidates.
5. In the event of there being no other correctly proposed nominations for a
particular post from the membership at large, the recommended candidate
will be presented for formal approval at the General Assembly.
6. In the event of more than one correctly proposed nomination for any particular
post, a general ballot will be held prior to the General Assembly; this
could be either postal or by equivalent electronic means or by secret vote
during the early part of relevant congress. The successful candidate will be
elected by a simple majority, and will be proposed to the General Assembly
for formal approval.
7. The Executive Committee will determine the method of conducting the
ballot.
b) Election of the eight additional Executive Committee members.
1. Nominations will be sought from a variety of sources, to include the
President, members of the Executive Committee and the Advisory Council.
2. Nominations should be sent to the Secretary, who will present them to the
Executive Committee. After discussion, these should be sent to the
Nomination Committee for comments and advice. Approval by the
individual for his/her own candidature must be given and a CV of no more
than one page provided.
3. Following discussion and, if necessary, voting by simple majority, the
Executive Committee will approve the candidates, taking account of geographical
and subspecialty factors to ensure wide representation of the
membership at large.
4. The recommendations of the Executive Committee to the membership at
large will be published in Europath News and on the ESP web site at least 10
weeks prior to the General Assembly.
5. The recommended candidates will be duly presented for formal approval at
the General Assembly
III. 4. - Meetings
The Executive Committee meets when necessary and at least twice a year (Statutes
Article 9). Besides the officers and members of the Executive Committee, the
Executive Committee meetings will be attended by
1. the Past-president with voice but no vote.
2. the Chairperson of the Advisory Council with voice but no vote.
3. the Editors of the official publications of the Society and the Chairpersons of
the European School of Pathology (EScoP) and of the European Course on
Cellular Pathology (EUROCELLPATH) or their representatives. This third category
of participants will be present only for those parts of the Executive
Committee meeting pertaining to their responsibilities and will possess
voice but no vote in the Executive Committee decisions.
IV. - ADVISORY COUNCIL
This Council will act as an advisory body to the Executive Committee and the
President and will be of a broad geographical basis in which all European countries
will be represented. Each member of the Advisory Council will be approved by his or
her respective National Society of Pathology and preferably should be either its
Chairperson or Secretary.
The Advisory Council shall serve as a permanent basis for gathering information on
the pathology scene in Europe, ensuring a continuous and rapid flow of information
in both directions. Furthermore, members of this Council should help in planning the
Congress programmes and advise the Executive Committee on the creation and
affiliation of committees and Working Groups, and on any other topic related to the
better development of the ESP.
The Chairperson of the Advisory Council will be invited to participate in the
Executive Committee meetings and should be a member of the ESP. He/she is
appointed by the Executive Committee, subject to the approval of the General
Assembly (Statutes Article 9).
The Chairperson and the Council will serve for a term of four years,which cannot be
renewed. A former Chairperson can be re-elected after four years have elapsed.
V. - FINANCE COMMITTEE
This committee is advisory to the Executive Committee. The Finance Committee will
advise the Treasurer and check the accounts and financial reports of the ESP, prior to
the meeting of the General Assembly. The Finance Committee is composed of three
members designated by the Executive Committee for a period of four years. These
three members cannot be members of the Executive Committee (Statutes Article 11).
VI. - NOMINATION COMMITTEE
The Nomination Committee advises the President and the Executive Committee in
nominating officers and Executive Committee members. The Nomination
Committee will maintain a balance among ESP representatives from the various
European countries, on an objective professional and scientific basis.
Members of this committee will be former Presidents of the ESP.
VII. - OTHER COMMITTEES
The Executive Committee following a proposal from any ESP member may appoint
permanent or temporary committees as deemed necessary or helpful in achieving
the goals of the ESP.The Executive Committee will determine the way in which these
committees operate. The Executive Committee can ask members to draft proposals
for such rules. These rules will be published on the web site and kept by the Secretary
for the consultation of the members.
The duration of the temporary committees shall normally be limited to, and not
exceed, the four years period of the Executive Committee.
VIII. - WORKING GROUPS
The Society shall encourage the formation of Working Groups that will, under the
auspices of the Society, organize courses and meetings both at and between the
International Congresses of the Society, as well as collaborative, inter-institutional
projects whenever considered appropriate by their members. The formation and
continuing function of a Working Group are subject to the approval of the Executive
Committee and, in turn, the General Assembly (Statutes Article 7) and is contingent
on advice from the Advisory Council.
VIII. 1. - Structure and membership
Individual Working Groups have discretion as to their own structure. Each member
of the Working Groups should be a member of the ESP. The annual subscription fee
for ESP membership includes participation in all the Working Groups.
VIII. 2. - Responsibilities
1. The Chairperson is responsible for the administration of the Working Group. This
includes
A. updating the relevant section of the Society’s web site with
a. a description of the structure of the Working Group
b. a biennial report of the Working Group’s administrative and scientific
activities
c. the membership list
d. announcements of future events and/or activities.
B. sending a short administrative report and an updated list of the members of
the Group to the Secretary and the Past-President three months before each
biennial Congress.
2. The Chairpersons of the Working Groups or their representatives will have an
annual business meeting, under the chairmanship of the Past-President of the
Society, with the necessary secretarial support of the ESP, at the European Congress
and the Inter Congress Meetings. The officers of the Executive Committee and the
Chairman of the Advisory Council will also be invited to attend such meetings.
3. Each Working Group will be invited to organize a scientific session and a business
meeting at every European Congress and Inter-Congress Meeting. The Chairperson(
s) of the sessions and the respective speakers will be subject to the same
rules as other Chairpersons and speakers of the Congress/Meeting.
4. The Working Groups will liaise with the local organizers to decide the organization
of the Oral and Poster Sessions at the Congresses and other meetings of the Society.
5. The Working Groups may propose to (and negotiate with) the local organizers of
the Congresses and other meetings, the organization of additional scientific sessions
and of pre- or post-Congress meetings. The local organizers will evaluate the interest
of such proposals, taking into account the other scientific program proposals.
6. A summary of the Working Group scientific reports should be published in the
Meeting Reports Section of the official journal(s) of the European Society of
Pathology and/or the ESP web site.
7. The contents of the meetings may be published in the Proceedings of the
Congresses or other Meetings.
8. The Working Groups cannot be affiliated as such to any journal other than the
official journal(s) of the European Society of Pathology. The Working Groups are
encouraged to try and obtain subscription discounts and other advantages to their
members.
VIII. 3. - Appointment of the chairperson
Chairpersons are appointed on a biennial basis to ensure effective communication
between the Working Group and the Executive Committee. The Chairperson may be
reappointed for one concurrent second term only.
After 4 years as a Chairperson, he/she can be re-appointed after 2 years have elapsed.
VIII. 4. - Finances
The Working Groups may seek external financial support for their meetings. The
European Society of Pathology will not be responsible for any financial problems
incurred by the Working Groups.
IX. - EUROPEAN INSTITUTE FOR CONTINUING MEDICAL EDUCATION IN PATHOLOGY
The European Institute for Continuing Medical Education in Pathology – EICME-Path
will serve as a coordinating platform of the ESP for organizing postgraduate courses
and continuing education in pathology. Postgraduate courses established within the
framework of the EICME-Path are the European Course on Cellular Pathology (EUROCELLPATH)
and the European School of Pathology (EScoP). Branches of the EScoP can
be established after approval by the Executive Committee.
Organizers of other courses can apply to the EICME-path for ESP accreditation. After
ratification by the Executive Committee such accredited courses will be allowed to
use the label ‘organized under the auspices of the ESP’.
IX. 1. - Structure
The EICME-path is a subcommittee of the Executive Committee chaired by the
President-Elect. Both the EUROCELLPATH and the EScoP have their own tutorial
boards. Their Chairpersons will recruit tutorial board members from members of the ESP.
IX. 2. - Responsibilities
a) Responsibilities of EICME-path:
EICME-Path will
1. coordinate the courses organised under the auspices of the ESP.
2. aim to achieve consistency in pathology education and certification in
Europe.
3. obtain credits for continuing medical education in the different European
countries for the courses organised under the auspices of the ESP. It can
engage the help of the Advisory Council to this purpose.
4. define the criteria for accreditation of existing or new courses organized
under the auspices of the ESP, and propose a number of credits, in accordance
with the European Board of Pathology. The Executive Committee will
make the final decision on the accreditation of any educational activities.
b) Responsibilities of the organizers of accredited courses:
All courses, including EUROCELLPATH and EScoP, established within the framework
of EICME-Path, will report their activities on a regular basis to the Secretary of the
Executive Committee and at least every two years to the Executive Committee,
which in turn will inform the General Assembly.
IX. 3. - Appointments
The EICME-Path is governed by a subcommittee of three Executive Committee members,
chaired by the President-Elect and appointed by the Executive Committee.
The Executive Committee will appoint the Chairpersons of EUROCELLPATH and
EScoP for a four years period that can be renewed.
The Executive Committee will ratify the composition of the tutorial boards of EUROCELLPATH
and EScoP.
IX. 4. - Finances
The ESP will give a grant to the organizers of EUROCELLPATH and EScoP. The organizers
of the courses may seek external financial support for their meetings. The
European Society of Pathology will not be responsible for any financial problems
incurred by the organizers of the courses.
X. - CONGRESSES AND MEETINGS
At least two types of scientific activities shall be undertaken by the ESP on a regular
basis: the biennial congress and the Inter-Congress meeting.
The Executive Committee may consider joint congresses with other international
societies of pathology.
X. 1. - The European Congress of Pathology
The biennial congress shall be called ‘European Congress of Pathology’ with a serial
number. The responsibility of the ESP in the congress organisation shall be clearly
indicated in congress announcements, posters and programmes.
a) Venue
An adequate geographical balance regarding the congress site will be maintained.
As a rule, the biennial congress will take place in September. States not belonging to
Europe in a geographical sense but from which pathologists maintain close ties with
European pathology may be candidates for hosting Congresses of the ESP.
b) Organisation
Potential organizers must meet the requirements for hosting the biennial Congress
of the ESP (Bye-laws Article X).
Members of the ESP, European national societies or divisions of the International
Academy of Pathology wishing to host a future congress must submit a written proposal
to the President at least five years prior to the proposed congress date. This
proposal will provide details including meeting facilities, hotel accommodation and
registration fee. The Executive Committee will examine the proposal(s) received and
reach a final decision for recommendation to the General Assembly at least four
years prior to the proposed congress date. Final acceptance of a congress proposal
may be withheld pending the visit of the President and/or President-Elect and/or
Secretary to the potential venue. The hosts will cover travel and living expenses for
this visit.
The Advisory Council and the Executive Committee will meet with the Congress
Organising Committee at least twice before the congress is held. The first meeting
will take place at least one and a half year before the congress in order to draft the
scientific programme for the event. A second meeting shall be held not later than
five months before the congress so as to prepare final arrangements regarding
scientific and social activities for the event. The President will decide the venue for
these meetings.
c) Requirements
- Budget
A congress budget must be presented to the Executive Committee and has to be
approved by the Executive Committee, if necessary after amendment. The congress
budget shall include comprehensive liability insurance coverage for the host and for
the ESP.A written contract regarding the conditions and the budget agreed upon will
be signed by the President and the local organizer. This contract should also stipulate
repayment of the loan and the sharing of the profit.
Clear arrangements regarding the abstract book (date of publication, expenses,
sponsoring, layout, etc.) should be made by the local organizer. These should be
presented to and approved by the Executive Committee.
The expenses for the lunches and the room used for the meetings of the Executive
Committee are the responsibility of the local organizer.
An interest free loan to facilitate the initial congress planning may be requested in
writing by the local organizer, the amount to be negotiated with the Treasurer. The
loan must be repaid to the ESP by the end of the first month of the year following
the congress.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
- Registration fee
A clear distinction should be made between the registration fee for members, nonmembers
and attendants less than 35 years of age. The local organizer should check
carefully whether a registrant is an ESP member in good standing. For that purpose
the local organizer will be granted access to the membership list on the ESP web site.
Past-Presidents and honorary members of the ESP are exempted from paying the
registration fee. The President, the Secretary and the Treasurer of the ESP are
exempted from paying the registration fee and should be offered accommodation by
the local organizer. All the other members of the Executive Committee, the
Chairperson of the Advisory Council and the editor(s) of EuroPath News should pay
their registration fee and will be reimbursed by the ESP if there is a surplus.
- Invitations
An official letter of invitation for the congress should be sent by the local organizer
to the officers and members of the Executive Committee, the editor(s) of EuroPath
News, the Chairperson of the Advisory Council, honorary members and Past-
Presidents.
X. 2. - Inter-Congress meeting
a) Venue.
An Inter-Congress meeting, focusing on the activities of the Working Groups of the
ESP, will be held every two years between biennial congresses. The Inter-Congress
meeting shall take place in May. States not belonging to Europe in a geographical
sense but from which pathologists maintain close ties with European pathology
may be candidates for hosting Inter-Congress meetings of the ESP.
The Executive Committee will decide the time and place of these meetings following
a proposal from the President-Elect. Administrative and business meetings shall
not be held simultaneously with the scientific activities.
b) Organisation.
Potential organizers must meet the requirements of the Executive Committee for
hosting the proposed Inter-Congress meeting (Bye-laws Article X). Societies wishing
to host a future Inter-Congress meeting must submit a written proposal to the
President at least five years prior to the proposed congress date. This proposal will
provide details including meeting facilities, hotel accommodation and registration
fee. The Executive Committee will examine the proposal(s) received and reach a final
decision for recommendation to the General Assembly at least four years prior to the
proposed congress date. Final acceptance of an Inter-Congress proposal may be
withheld pending the visit of the President and/or President-Elect and/or Secretary
to the potential venue. The hosts will cover travel and living expenses for this visit.
c) Requirements.
Inter-Congress meetings are organized on a broad geographic basis; therefore
requirements may vary for each Inter-Congress meeting. The Executive Committee
will decide on such requirements.
An interest free loan to facilitate the initial congress planning may be requested in
writing by the local organizer, the amount to be negotiated with the Treasurer. The
loan must be repaid to the ESP within five months following the Inter-Congress
meeting.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
XI. - OFFICIAL PUBLICATIONS
The ESP may affiliate with a scientific journal or journals that publish in the area of
pathology. Any affiliation will be arranged by contract,which has to be approved by
the Executive Committee and ratified by the General Assembly (Statutes Article 7).
The ESP under the heading ‘Europath News’ publishes a newsletter on a free subscription
basis.
ESP members in good standing will receive special rates for publications officially
affiliated with the Society. The list of the members in good standing can be consulted
on the web site by the publishers of the journals for this purpose only (Bye-laws
Article 1).
The Executive Committee will determine the ESP publication policy, and will submit
the undertaking and/or discontinuance of the same to the General Assembly
(Statutes Article 7). NT-SIZE: 9.5pt; COLOR: black; FONT-FAMILY: TheSans-Plain; mso-ansi-language: EN-GB">the congress.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
- Registration fee
A clear distinction should be made between the registration fee for members, nonmembers
and attendants less than 35 years of age. The local organizer should check
carefully whether a registrant is an ESP member in good standing. For that purpose
the local organizer will be granted access to the membership list on the ESP web site.
Past-Presidents and honorary members of the ESP are exempted from paying the
registration fee. The President, the Secretary and the Treasurer of the ESP are
exempted from paying the registration fee and should be offered accommodation by
the local organizer. All the other members of the Executive Committee, the
Chairperson of the Advisory Council and the editor(s) of EuroPath News should pay
their registration fee and will be reimbursed by the ESP if there is a surplus.
- Invitations
An official letter of invitation for the congress should be sent by the local organizer
to the officers and members of the Executive Committee, the editor(s) of EuroPath
News, the Chairperson of the Advisory Council, honorary members and Past-
Presidents.
X. 2. - Inter-Congress meeting
a) Venue.
An Inter-Congress meeting, focusing on the activities of the Working Groups of the
ESP, will be held every two years between biennial congresses. The Inter-Congress
meeting shall take place in May. States not belonging to Europe in a geographical
sense but from which pathologists maintain close ties with European pathology
may be candidates for hosting Inter-Congress meetings of the ESP.
The Executive Committee will decide the time and place of these meetings following
a proposal from the President-Elect. Administrative and business meetings shall
not be held simultaneously with the scientific activities.
b) Organisation.
Potential organizers must meet the requirements of the Executive Committee for
hosting the proposed Inter-Congress meeting (Bye-laws Article X). Societies wishing
to host a future Inter-Congress meeting must submit a written proposal to the
President at least five years prior to the proposed congress date. This proposal will
provide details including meeting facilities, hotel accommodation and registration
fee. The Executive Committee will examine the proposal(s) received and reach a final
decision for recommendation to the General Assembly at least four years prior to the
proposed congress date. Final acceptance of an Inter-Congress proposal may be
withheld pending the visit of the President and/or President-Elect and/or Secretary
to the potential venue. The hosts will cover travel and living expenses for this visit.
c) Requirements.
Inter-Congress meetings are organized on a broad geographic basis; therefore
requirements may vary for each Inter-Congress meeting. The Executive Committee
will decide on such requirements.
An interest free loan to facilitate the initial congress planning may be requested in
writing by the local organizer, the amount to be negotiated with the Treasurer. The
loan must be repaid to the ESP within five months following the Inter-Congress
meeting.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
XI. - OFFICIAL PUBLICATIONS
The ESP may affiliate with a scientific journal or journals that publish in the area of
pathology. Any affiliation will be arranged by contract,which has to be approved by
the Executive Committee and ratified by the General Assembly (Statutes Article 7).
The ESP under the heading ‘Europath News’ publishes a newsletter on a free subscription
basis.
ESP members in good standing will receive special rates for publications officially
affiliated with the Society. The list of the members in good standing can be consulted
on the web site by the publishers of the journals for this purpose only (Bye-laws
Article 1).
The Executive Committee will determine the ESP publication policy, and will submit
the undertaking and/or discontinuance of the same to the General Assembly
(Statutes Article 7). NT-SIZE: 9.5pt; COLOR: black; FONT-FAMILY: TheSans-Plain; mso-ansi-language: EN-GB">the congress.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
- Registration fee
A clear distinction should be made between the registration fee for members, nonmembers
and attendants less than 35 years of age. The local organizer should check
carefully whether a registrant is an ESP member in good standing. For that purpose
the local organizer will be granted access to the membership list on the ESP web site.
Past-Presidents and honorary members of the ESP are exempted from paying the
registration fee. The President, the Secretary and the Treasurer of the ESP are
exempted from paying the registration fee and should be offered accommodation by
the local organizer. All the other members of the Executive Committee, the
Chairperson of the Advisory Council and the editor(s) of EuroPath News should pay
their registration fee and will be reimbursed by the ESP if there is a surplus.
- Invitations
An official letter of invitation for the congress should be sent by the local organizer
to the officers and members of the Executive Committee, the editor(s) of EuroPath
News, the Chairperson of the Advisory Council, honorary members and Past-
Presidents.
X. 2. - Inter-Congress meeting
a) Venue.
An Inter-Congress meeting, focusing on the activities of the Working Groups of the
ESP, will be held every two years between biennial congresses. The Inter-Congress
meeting shall take place in May. States not belonging to Europe in a geographical
sense but from which pathologists maintain close ties with European pathology
may be candidates for hosting Inter-Congress meetings of the ESP.
The Executive Committee will decide the time and place of these meetings following
a proposal from the President-Elect. Administrative and business meetings shall
not be held simultaneously with the scientific activities.
b) Organisation.
Potential organizers must meet the requirements of the Executive Committee for
hosting the proposed Inter-Congress meeting (Bye-laws Article X). Societies wishing
to host a future Inter-Congress meeting must submit a written proposal to the
President at least five years prior to the proposed congress date. This proposal will
provide details including meeting facilities, hotel accommodation and registration
fee. The Executive Committee will examine the proposal(s) received and reach a final
decision for recommendation to the General Assembly at least four years prior to the
proposed congress date. Final acceptance of an Inter-Congress proposal may be
withheld pending the visit of the President and/or President-Elect and/or Secretary
to the potential venue. The hosts will cover travel and living expenses for this visit.
c) Requirements.
Inter-Congress meetings are organized on a broad geographic basis; therefore
requirements may vary for each Inter-Congress meeting. The Executive Committee
will decide on such requirements.
An interest free loan to facilitate the initial congress planning may be requested in
writing by the local organizer, the amount to be negotiated with the Treasurer. The
loan must be repaid to the ESP within five months following the Inter-Congress
meeting.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
XI. - OFFICIAL PUBLICATIONS
The ESP may affiliate with a scientific journal or journals that publish in the area of
pathology. Any affiliation will be arranged by contract,which has to be approved by
the Executive Committee and ratified by the General Assembly (Statutes Article 7).
The ESP under the heading ‘Europath News’ publishes a newsletter on a free subscription
basis.
ESP members in good standing will receive special rates for publications officially
affiliated with the Society. The list of the members in good standing can be consulted
on the web site by the publishers of the journals for this purpose only (Bye-laws
Article 1).
The Executive Committee will determine the ESP publication policy, and will submit
the undertaking and/or discontinuance of the same to the General Assembly
(Statutes Article 7). NT-SIZE: 9.5pt; COLOR: black; FONT-FAMILY: TheSans-Plain; mso-ansi-language: EN-GB">the congress.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
- Registration fee
A clear distinction should be made between the registration fee for members, nonmembers
and attendants less than 35 years of age. The local organizer should check
carefully whether a registrant is an ESP member in good standing. For that purpose
the local organizer will be granted access to the membership list on the ESP web site.
Past-Presidents and honorary members of the ESP are exempted from paying the
registration fee. The President, the Secretary and the Treasurer of the ESP are
exempted from paying the registration fee and should be offered accommodation by
the local organizer. All the other members of the Executive Committee, the
Chairperson of the Advisory Council and the editor(s) of EuroPath News should pay
their registration fee and will be reimbursed by the ESP if there is a surplus.
- Invitations
An official letter of invitation for the congress should be sent by the local organizer
to the officers and members of the Executive Committee, the editor(s) of EuroPath
News, the Chairperson of the Advisory Council, honorary members and Past-
Presidents.
X. 2. - Inter-Congress meeting
a) Venue.
An Inter-Congress meeting, focusing on the activities of the Working Groups of the
ESP, will be held every two years between biennial congresses. The Inter-Congress
meeting shall take place in May. States not belonging to Europe in a geographical
sense but from which pathologists maintain close ties with European pathology
may be candidates for hosting Inter-Congress meetings of the ESP.
The Executive Committee will decide the time and place of these meetings following
a proposal from the President-Elect. Administrative and business meetings shall
not be held simultaneously with the scientific activities.
b) Organisation.
Potential organizers must meet the requirements of the Executive Committee for
hosting the proposed Inter-Congress meeting (Bye-laws Article X). Societies wishing
to host a future Inter-Congress meeting must submit a written proposal to the
President at least five years prior to the proposed congress date. This proposal will
provide details including meeting facilities, hotel accommodation and registration
fee. The Executive Committee will examine the proposal(s) received and reach a final
decision for recommendation to the General Assembly at least four years prior to the
proposed congress date. Final acceptance of an Inter-Congress proposal may be
withheld pending the visit of the President and/or President-Elect and/or Secretary
to the potential venue. The hosts will cover travel and living expenses for this visit.
c) Requirements.
Inter-Congress meetings are organized on a broad geographic basis; therefore
requirements may vary for each Inter-Congress meeting. The Executive Committee
will decide on such requirements.
An interest free loan to facilitate the initial congress planning may be requested in
writing by the local organizer, the amount to be negotiated with the Treasurer. The
loan must be repaid to the ESP within five months following the Inter-Congress
meeting.
Any profit generated by the congress should be shared on a fifty/fifty basis by the
local organizer and the ESP. The ESP cannot be held responsible for any losses
incurred by the congress.
XI. - OFFICIAL PUBLICATIONS
The ESP may affiliate with a scientific journal or journals that publish in the area of
pathology. Any affiliation will be arranged by contract,which has to be approved by
the Executive Committee and ratified by the General Assembly (Statutes Article 7).
The ESP under the heading ‘Europath News’ publishes a newsletter on a free subscription
basis.
ESP members in good standing will receive special rates for publications officially
affiliated with the Society. The list of the members in good standing can be consulted
on the web site by the publishers of the journals for this purpose only (Bye-laws
Article 1).
The Executive Committee will determine the ESP publication policy, and will submit
the undertaking and/or discontinuance of the same to the General Assembly
(Statutes Article 7). | 
