society by-laws

The different colored human characters with various colors represent the united members of the society, from each member country. Most of the colors used are major colors utilized for the flags of member countries.

Blue also represents calmness, stability, trust, and professionalism. Red meanwhile symbolizes passion, excitement, action, and power. While Yellow represents happiness, optimism, creativity, and cheerfullness. All of these traits are what we all hope would be what our society is all about, and what our logo stands for.

Southeast Asian Urological Pathology Society (SEAUPS)

The Society is exclusively a non-profit, non-political, and non-religious organization whose goals and objectives are:

1. To elevate the standard of urological pathology in Southeast Asia.

2. Promote advancements in urological pathology especially in Southeast Asia.

3. Facilitate regional collaboration in research using regional data.

4. Provide education and training for Southeast Asian pathologists.

Section 1. Eligibility for membership Membership in the society shall be open to those who accept and agree with the mission and vision of the society. The membership of the society shall consist of the Founding Members, Regular Members, Junior Members, and Honorary Members. Eligibility for membership in the society may not be limited on the basis of race, sex, color, age, religion, national origin, marital status, sexual orientation, physical or mental handicap, and ancestry. 

1.1 Southeast Asian member countries (which can be amended later) are considered the following: 

Brunei, Cambodia, Indonesia, Lao PDR, Malaysia, Myanmar, Philippines, Singapore, Thailand, Vietnam, Timor-Leste

An application form (downloadable thru the website) shall need to be filled out and submitted to the society, prior to membership approval by the board of trustees (to be eventually aided or superseded by a membership committee). This shall be for all applicants after the formal establishment of the society on March 09, 2025.

1.2 Founding  Member is one of the first 16 members who established the SEAUPS. 

1.3 Regular Member is any Southeast Asian pathologist who is interested in Urological pathology. The regular member will have full voting rights and may attend all general society and educational meetings of the SEAUPS. 

Regular members should be official citizens of those defined as Southeast Asian countries in 1.1

1.4 Junior Member is any Southeast Asian pathologist in training (resident, fellow), or medical students who want to join the society. The junior members can attend all general society and educational meetings of the SEAUPS but will not have any voting rights, nor can they be elected to office. 

Junior Members must apply to be regular members once they have finished their residency training in pathology, and get awarded their certificate. You can only remain as a junior member for 2 years after graduating as a resident.

1.5 Honorary Member is any medical doctor (any specialty) or biomedical scientist who has had vital contributions in the field of urological pathology especially in Southeast Asia. An honorary member can attend all general society and educational meetings of the SEAUPS but will not have any voting rights nor can they be elected to office.

1.6 International Member is any non-Southeast Asian pathologist or pathologist in training (resident) who wants to join the society. The member can attend all general society and educational meetings of the SEAUPS but will not have any voting rights nor can they be elected to office.

1.7 Emeritus Member is a fully retired pathologist member who can still attend all general society and educational meetings but cannot be elected to office.

Section 2. Annual Dues  There shall be no annual dues during this time. This may change depending on the needs of the society in the near future, and upon the decision of the board of trustees and founding members.

Section 3. End of membership  Any member of the society may voluntarily resign (via a written letter to the board of trustees) or their membership maybe terminated if found to have committed any crime, or has been documented to have acted against the interests of the society. Membership may also be terminated by a 75% vote of the general membership.

Section 1. Board of Trustees The board of trustees is responsible for overseeing the society's finances, quality, and strategic direction. The board also ensures the organization's ethical standards and values are upheld. The board votes among themselves, the members of the executive committee.

1.1 Composition and Tenure The board shall be composed of one pathologist member from each of the countries of Southeast Asia. Ideally, each country should be represented in the board, however if there is no member from one particular country, this position is deemed vacant until a member from that country joins the society.  If there are multiple members per country, an election among the regular member pathologists is convened and once a  simple majority is achieved, that member will be the representative for that country. Board members shall have a three (3) year term. If for any reason (death, health, resignation) the board member cannot continue with his/her term, the country members of that board member chooses his replacement. He/she will continue his/her remaining term.

Section 2. Executive Committee (EXECOM)  will be composed of the President, Vice-President, Secretary and Treasurer.

2.1 Powers and Responsibilities The EXECOM will have the responsibility of guiding the welfare of the society through decision making, and planning. 

2.1.1 President

a. Oversee all organizational operations and activities, setting the strategic direction and vision for the group. 

b. Lead discussions and make key decisions on behalf of the organization, ensuring alignment with established goals. 

c. Act as the primary spokesperson for the organization, engaging with external stakeholders and partners. 

d. Chair executive meetings and ensure effective agenda management. 

e. Appoint and supervise committee chairs, delegating tasks and monitoring committee progress. 

2.1.2  Vice-President

a. Assist the President in daily operations and assume responsibilities in their absence.

b. Oversee specific projects or initiatives as assigned by the President. 

c. Foster member participation and build relationships within the organization. 

d. Chair or co-chair designated committees as needed. 

2.1.3 Secretary

a. Maintain accurate records of all meetings, including minutes, attendance, and important documents. 

b. Disseminate information to members through newsletters, emails, and other channels.

c. Ensure the organization adheres to administrative procedures and bylaws. 

d. Manage member lists and updates, including contact information. 

2.1.4 Treasurer

a. Oversee all financial activities, including budgeting, fundraising, and expense tracking. 

b. Maintain accurate financial records and reports, ensuring compliance with regulations.
c. Present financial statements to the board and members at regular intervals.
d. Manage organizational bank accounts and ensure proper authorization for transactions.

2.2 Tenure The executive officers shall hold office for 3 years upon election by a simple majority of the members of the board of trustees. The officers cannot be elected to the same position in succeeding terms.

1. Annual General Meeting The society shall hold an annual meeting in February of every year. The exact date, time and venue will be decided by the EXECOM.  This can be either face to face or via electronic platform. In this annual general meeting the election for the new EXECOM and board will be held (if the terms of the EXECOM is finished).

2. EXECOM and Board of Trustees Meeting.  A meeting will be held by the EXECOM and Board annually to set the agenda for the fiscal year and to deal with business that arose from the annual meeting. This will be held a month after the annual meeting. A quorum (simple majority) of the board of trustees has to be met.

3. Special Meeting If the need arises a special meeting maybe called by the President or the EXECOM.

4. Notice of Meeting shall be sent via the member's registered email at least three (3) months prior to the set date of the meeting.

5. Quorum is met by a simple majority (50% plus one) of the general membership for the Annual General Meeting.

The society by-laws maybe amended after going through a review of the proposed amendment by the EXECOM and board of trustees. This proposal along with the concurrent explanations and reasons for the amendment, will then be sent to the general membership via email not less than 90 days prior to the next general meeting. A two-thirds vote is needed for the proposed amendment to be approved.