Bylaws

ECVCN BYLAWS

General Assembly (Annual General Meeting)

Article 1 1.1. 

It is the duty of every active Diplomate to attend the Annual General Meeting at least once every three years. If the active Diplomate has not attended the AGM for three consecutive years without previous dispensation of the Executive Committee, the registration as active Diplomate ceases by default and (he/she will become a non-practising Diplomate)

1.2. The General Assembly is the senior legislative body of the College and has the following duties:

a) Determining and updating the Constitution and Bylaws.  

b) Election of the Officers and Auditors.  - Election of the Officers shall be by written ballot at the Annual Business Meeting or       by electronic vote.  - Written nominations must be received by the Secretary  at  least two months prior to the Annual Business Meeting. Alternatively, nominations may be made by a call from the floor.  

c) Action on the auditor's report.  

d) Formal approval of the business conducted by the Board during the preceding year.  

e) Action on business, presented by the Board or as required by the Constitution.  

f) Establish membership dues for the forthcoming year.  

g) Expulsion of diplomates.

 

Membership Article 2

Section 2.1.

Founding Diplomates  wereshall be :

(1) Invited specialists They werewill be   invited by the European Board of Veterinary Specialisation on nomination of the European Society of Veterinary and Comparative Nutrition (ESVCN) upon the following criteria: • to be initiators of Veterinary Nutrition in Europe • having contributed substantially to the development of Veterinary Nutrition in Europe by research, publications, and lectures • to be uncontroversial for the majority of ESVCN members • being a member of the ESVCN, and residential in Europe • having at least 10 years of experience in their specialisation and spending at least 60 per cent of their time in their profession with a possible overlap to related specialities • being recognised, where applicable, as a specialist in their specialisation at national level.

(2) Further specialists appointed de facto werehave been  appointed by the Invited Specialists to become founding diplomates The de facto appointed founding diplomates fulfilledshould fulfil  the following criteria: • to be initiators of Veterinary Nutrition in Europe • they have at least 8 years of experience in their specialisation • they spend at least 60 percent of their time in their speciality with a possible overlap to related specialities, whether overlap is accepted as such will be decided by the appropriate committees of ECVCN • are author of significant publications (original scientific articles in refereed journals preferably in English) • they have presented original work at scientific meetings • they are members of the ESVCN • they are recognised, where applicable, as a specialist in their specialisation at national level. Selection will be made on basis of a submitted CV including the above mentioned criteria, and also indicating how the candidates have achieved their expertise. Members of ESVCN fulfilling these requirements shall be invited to apply for de facto registration by means of a personal letter outlining the above mentioned requirements. Application for de facto recognition is possible for up to three years after the legal registration of the constitution of the College.

Section 2.2 

Diplomate: A Diplomate is a veterinarian who is certified as a specialist in nutrition by the College recognised by the EBVS.

Section 2.3 

Retired Diplomate: A Diplomate who voluntarily stops permanently and irrevocably practising is entitled to Retired Diplomate status. Retired Diplomates maintain all privileges of Diplomates including advisory tasks, except the right to vote or hold office. They are excluded from article 4, sections 3, 4 and 6 of the Constitution of the ECVCN. They are authorised to use the designation ‘Diplomate (retired)’. The Retired Diplomate is removed from the EBVS specialist register.

Section 2.4 

Non-Practising Diplomate: A Diplomate who (a) has not practised the speciality sufficiently, and/or (b) who has not fulfilled the re- certificationregistration  requirements, and/or (c) who has not participated actively or has been repeatedly unexcused absent. The non-practising  and the expelled Diplomate is removed from the EBVS specialist register. A non-practising Diplomate is authorised to use the designation ‘Diplomate (non-practising)’ but an expelled Diplomate is not allowed to use the Diplomate title anymore. A non-practising Diplomate seeking to revert to full Diplomate status needs to satisfy the Credential Committee of the College.

Section 2.5.

Honorary members Honorary Member is a status conferred on a person who has made an exceptional contribution to the specialty. A nomination for Honorary Member status requires the proposal of two diplomates of good standing and an election with a two-thirds majority at an Annual General Meeting. The college can have up to 5% of it’s  membership composed of Honorary Members.

Section 2.6.

Associate Members Associate Members are scientists who have contributed significantly to research in veterinary and comparative nutrition and can become Associate Members of the College. Admission criteria for Associate Members are defined by the Executive Committee of the College. These criteria have to ascertain that only scientists of international repute who are active in the field covered by the college are admitted as Associate Members.  Associate Members are not conferred any diplomas and are not entitled to use the designation of diplomate. Associate Members are encouraged to participate in the training of residents together with diplomates of the College. Associate Members are not entitled to act as resident supervisors without a diplomate responsible for the training program. Associate Members are not allowed to hold office within the College or to vote at the Annual Business Meeting. They can be co-opted to College committees as advisors. Associate Members are encouraged to participate in scientific meetings and workshops organised by the College. Associate Members are not allowed to advertise their title. Associate members have to be member of the ESVCN

Section 2.7.

Re-certification. The Diplomate  is required to send in each 5 years a summary of his/her professional activities. The format of this summary has to be approved of by the EBVS. The summaries will be evaluated by the Credential Committee.

 

Officers Duties of officers

Article 3.1.   President  

The PRESIDENT shall preside at the meetings of the College, preserve order, regulate debates, appoint Committees not otherwise provided for, announce results of elections and perform all other duties legitimately appertaining to his/her office.

Article 3.2.   Past-President  

The Past-President of the College shall be Chairperson of the Fiscal Committee.

Article 3.3.  Vice-President  

The VICE-PRESIDENT shall perform the duties of the President in his/her absence or inability to serve. He/she shall be the Programme Chairperson for the annual Meeting of the College. The Vice-President shall normally succeed to the presidency should that office fall vacant.

Article 3.4.  Secretary  

The SECRETARY shall attend to the correspondence of the College including the Annual and 5-year reports to the EBVS; keep and publish lists of diplomates annually, both practising and non-practising, keep minutes of the College which shall be the property of the College and accessible at all reasonable times and places and perform the furthermore usual duties of a secretary.

Article 3.5.  Treasurer  

The TREASURER shall advise the President on budget matters, shall arrange for safekeeping of all funds, pay bills and expenses, and submit a written and audited financial statement to the Executive Committee which shall be presented at the Annual General Meeting. He/she shall keep full and accurate books of account, containing a record of all moneys received and expended, which books shall be the property of the College and open to the inspection of the authorised officials at all reasonable times and places.

Article 3.6.  Vacancies in the offices of Secretary and Treasurer   

Vacancies occurring on the Board Executive Committee shall be filled by election of a member at the next annual General Meeting. Any member elected to fill a vacancy shall hold the office until expiration of the term in which the vacancy occurred.  

 

Committees

Article 4 4.1. 

Executive Committee of the College The Executive Committee of the College shall consist of the officers,. The Executive Committee shall consider all the business and policies pertaining to the affairs of theeither  College. It, or its designated Committees, shall receive all applications, conduct examina¬tions and certify recommendations for diplomates status in the College. It shall consider and act upon charges against diplomates for alleged offences against the Constitution and Bylaws of the College or charges of unprofessional conduct and shall have the authority to recommend the expulsion of a diplomate for grave offences. It shall appoint standing Committees, select the time and place of meetings and determine the fees for application, examinations, registrations and other fees. It shall direct the management of funds held by the College. The Board Executive Committee will also act as Supervisory Committee for the Speciality  according to the European Coordinating Committee for Veterinary Training (ECCVT) rules.

4.2. Credentials Committee

The CREDENTIALS COMMITTEE shall be composed of three members appointed by the Executive Committee for a term of three years. The senior member of the Committee in terms of service shall serve as Chairperson, unless the Executive Committee decides otherwise. The President shall be an ex officio member of this com¬mit¬tee. The duties of the Credentials Committee will be as follows: 1. The Credentials Committee shall establish guidelines to assist applicants applying to sit the diploma examination. 2.  The Credentials Committee shall receive, review, and approve the candidacy of applicants. 3.  The credentials of approved applicants shall be forwarded to the Examination Commit¬tee. 4.  The credential Committee shall reassess the Diplomate status of every Diplomate every five (5) years according to the re-certification requirements accredited by the EBVS.

4.3. Examination Committee

The EXAMINATION COMMITTEE shall consist of four members appointed by the Board for a term of three years. The senior member of the Committee in terms of service shall serve as Chairperson, unless the Executive Committee decides otherwise. The President shall be an ex officio member of this committee. The Executive committee may co-opt up to 2 members in case not all regular examination committee members  are available on the examination days (e.g. Supervisor of a resident sitting the exam). The Examination Committee is responsible for preparing, administration, and evaluation of all the diploma examinations. Results of the examination shall be forwarded by the Chairperson of the Examination Committee to the officers of the College with recommendations regarding the granting of diplomas. All active Diplomates must submit at least one essay questions and 5 single or multiple choice questions each year to the Examination Committee. A deadline of June 1th will be needed for adequate review time. Normally no member of the Executive Committee or member of the Credentials and Education Committee shall act as an ‘examiner’.

4.4. Nominating Committee

The NOMINATING COMMITTEE shall be composed of three members appointed by the Executive Committee for a term of one year before elections. The Committee shall prepare a list of candidates for the offices of the College after a written call for candidates to all the diplo¬ma¬tes at least six months before the elections. Candidates should be known by the diplomates at least 1 month before elections. The Committee will report to the College at its annual general meeting.

4.5. Education Committee

The EDUCATION COMMITTEE shall be composed of three members appointed by the Executive Committee for a term of three years. The senior member of the Committee in terms of service shall serve as Chairperson, unless the Executive Committee decides otherwise. The President shall be an ex officio member of this committee. The Education Committee is responsible for setting criteria for the residency programme, for approving the programmes and their sponsors, and for monitoring each resident's progress through the receipt of regular reports. The Education Committee will maintain lists of appro¬ved residency programmes, supervisors and current residents. It will document detailed requirements for residency programmes that are necessary for the College's approval. The Education Committee shall receive the required periodic reports from directors of resident training on:    (a) the annual progress of each candidate in residency (due June 1st).  (b) details of each standard residency programme, in the form of an initial report with update and re-evaluationxamination  every five years (due at the annual meeting). The Education Committee, acting for the College, will attest the adequacy of each programme when they approve the report.

4.6. Fiscal Committee

The FISCAL COMMITTEE shall consist of three members of the Board. The Past-President shall serve as Chairperson, and the Treasurer will be a member. The third member shall be appoin¬ted by the Executive Committee. This Committee shall prepare an annual budget for the College, prepare the Treasurer's books for the annual audit and advise the Board on financial affairs of the College.

4.7. Auditors 

Two auditors are elected by the general assembly at the Annual General Meeting for a one year term. The two auditors evaluate the report of the fiscal committee and report their fin¬dings to the general assembly.  

Diploma

Article 5 5.1.

Qualifications to sit the diploma examination After  1 to 1.5 years of internship that has to be fulfilled in a veterinary area, either as classical clinical internship or an equivalent that is relevant to veterinary and comparative nutrition , the length of the residency program has been set to be at least 2.5 to 3 years (for a total training of a minimum of 4 years). Those giving evidence of satisfactory completion of their residency program as approved by the credentials committee, can sit the exam. The training can be taken consecutively or on a part time basis as long as the total time is not shorter than the standard residency programmeequivalent . Each pre¬cep¬tor shall prepare a statement that the candidate has satisfactorily completed the appro¬ved time of training. There shall be no restriction on training institutions as long as they meet the requirements for approved residency programmes. In exceptional cases it is possible to follow an Alternative instead of a standard Residency Program. This Alternative Residency Program requires the same intensive dedication to the field of veterinary and comparative nutrition as Standard Residency Programs. Alternative Residency Programs are only approved for an individual and not for an institution. More detailed information on both standard and alternative residency programmes can be found in the Policies and Procedures. Those who are internationally recognized in the field of veterinary nutrition with assessment by other means at the discretion of the Credentials Committee and the Executive Committee.

In addition the following requirements have to be met • Two (2) accepted publications in an internationally refereed scientific journal of which the applicant must be the principal author. At least one of them should be an original study and in English with first authorship of the candidate. • Documentation of practical experience by three (3) written case studies. At least one of these should be published • At least one English oral presentation at an international conference. • Recognition, where applicable, as a specialist in their specialisation at national level.

5.2. Examination

The examination will consist of two written sections of questions and an oral case discussion. The precise details will be set by the Examination Committee. Examination shall be taken in English only; the use of medical dictionaries is allowed; the  use of non-medical dictionaries and/or interpreters may be allowedis permitted . The candidate shall submit the examination fee, which shall be determined annually, at the ti¬me of application. Candidates must pass the examination within eight years of completion of the residency programme. The candidate may sit the examination on four (4) occasions only. Credentials of candidates who pass the examination will be forwarded to the Secretary by the Chairperson of the examining committee. Further details of the requirements for the training program, admission, application procedure, and the qualifying examination will be given in separate information Policies and Procedures of the College. The basis of these programs will be the Concept for Specialisation in Veterinary Nutrition agreed on by the ESVCN at the ESVCN-conference in Munich 1997. Re-certification

Article 6

Validation of Continuing Education for Re-Certification of Diplomates  All diplomates will be required to submit their credentials every five years from their admission in the College. Minimal points per 5 years: 100 The validation procedure of the continuing education for re-certification of Diplomates is available in detail in the Policies and Procedures.

Finances

Article 7

The College is a non profit-making organisation. The expenses of the College shall be met through various sources of income. a) Annual dues (payable by January 1).  The annual dues (Euro) of each active member shall be determined by the general assem¬bly. Members shall be adjudged delinquent if they are one year in arrears, and may be voted for removal by the membership if two years have elapsed without payment.  A Non-practising diplomate of a College shall also be required to pay dues. b) Donations from companies and international organisations. c) Income from educational meetings  organised by the College . d) Any moneys accumulated shall be safely invested and serve as a reserve for possible use at a later time.

Meetings

Article 8 1.  

The Annual General Meeting of the College will be held at a location agreed upon by the Officers. In the years of ESVCN congresses, these meetings will be organised during the congress period.

8.2. An Extraordinary meeting of the College may be called at any time by the Executive Committee, or shall be called by the Executive Committee, at the written request, containing the explanation for such a meet¬ing, of not less than 10% of the members. In the latter case, the Extraordinary Meeting has to take place within a period of three months. If not, these members are empowered to summon an Extraordinary Meeting themselves.

8.3.  The Executive Committee and the Chairpersons of the Credentials and Examination Committees shall meet at least once annually between the dates of the annual general meeting, when judged necessary by the President.  

Amendments

Article 9

These BYLAWS may be amended at any annual General Meeting by two-thirds of the votes cast. Proposed amendments must be submitted in writing at least 60 days prior to the meeting to the Secretary for appropriate review by the Executive Committee. Proposed amendments shall be distributed to the membership at least thirty days before the annual General Meeting.  

Appeal  of Adverse Decisions

Article 10 1.  

Adverse decisions by a College include, but are not limited to:  (a) denial of approval of a training (residency) programme  (b) denial of adequacy of an individual's credential  (c) denial of the granting of a diploma to an individual  (d) temporary or permanent suspension of diploma  In the event of an adverse decision by a College, the Secretary of the College shall advise the affected person or the Dean of the college or official of the institution or organisation in which the affected training programme is located, and of the procedure for appealing the adverse decision.

10.2.  Any candidate who wishes to appeal the decision on their application for eligibility to sit the examination must do so within 90 days of the postmarked date of their notification. The request for appeal must be made in writing to the Secretary of the College and shall include a statement of the grounds for reconsideration and documentation in support of the petition.  The Secretary shall notify the President of the College and the Chairperson of the Credentials Committee. The President shall appoint a committee of three diplomates who are not officers or members of the Credentials Committee, to serve as an Appeals Committee indicating the reason(s) for rejecting the candidate. The complete dossier of the candidate will be provided for Appeals Committee to review.  The Appeals Committee shall make a decision within 90 days of appointment of the Committee.

10.3.  Any candidate who wishes to appeal the decision on failure in the examination must do so within 90 days of postmarked date of their notification. The request for appeal must be made in writing to the Secretary of the College and shall include a statement of the grounds for reconsideration and documentation in support of the petition.  The Secretary shall notify the President of the College and the Chairperson of the appropriate Examination Committee. The President shall appoint a committee of three diplomates who are not officers or members of the Examination Committee to serve as an Appeals Committee within 90 days of notice of an appeal. The Chairperson of the Examination Committee shall submit the examination and scores of the candidate, the complete list of scores of all candidates on that examination, and a statement as to the criteria used for the committee's recommendation for pass and fail to the Appeals Committee indicating the reason(s) for rejecting the candidate.  The Appeals Committee shall make a decision within 90 days of appointment of the Committee.

10.4. Any dean of a college, or official of an institution or organisation, who wishes to appeal against the decision to deny approval or withdraw approval of a training programme must do so within 90 days of the postmarked date of the adverse notification. The request for appeal must be made in writing to the Secretary or the College and shall include a statement of the grounds for reconsideration and documentation in support of the petition.  The Secretary shall notify the President and the Chairperson of the Credentials Committee. The President shall appoint a committee of three diplomates who are not officers or mem¬bers of the Credentials Committee to serve as an Appeals Committee. The Chairperson of the Credentials Committee shall submit a written statement to the Appeals Committee indicating the reason(s) for denial of approval of the training programme.  The Appeals Committee shall make a decision within 90 days of appointment of the Committee. 5. After completion of the appropriate procedure by the steps described above, if the affected party is not satisfied with the final decision rendered by the ECVCN Appeals Committee, he/she may request mediation by the official Appeal Committee of the Veterinary Specialisation Advisory Committee and the European Board of Veterinary Specialisation.  The President of the College will give his/her opinion to the members of this Appeal Committee who will inform him/her of their decision afterwards.  

Dissolution of the College

Article 11 In the case of dissolution of the College, all assets shall be expended for educational purpose.