1.MEMBERSHIP:

The membership of the chapter is open only to the life/annual/associate members of the Association of Surgeons of India in the State of Karnataka as per list of members maintained by the ASI. However, if the State Chapter has prescribed any fees for associate membership, he is eligible to the rights and privileges of the associate membership only if he has paid the State Chapter Fees.

• Life Member:
  
  
  Any eligible member who pays the prescribed subscription of ASI for a life member.
  
  
• Annual Member:
  
  
  Any eligible member who pays the prescribed subscription of ASI annually.
  
  
• Associate Member:
  
  
  Any practicing surgeon in the State pf Karnataka who is not a life/annual, associate member of ASI, and who pays the prescribed subscription of KSC-ASI for associate membership and that includes post graduate students in surgery.
  
  

  Full or senior members of ASI, not belonging to the State Chapter can become Associate Members on payment of the prescribed subscription of KSC-ASI.
  
  Associate/ senior/ Honorary / Affiliate members do not have power to vote, propose, second or to contest for any post.
  
  Note: Surgeon means General Surgeon and allied specialties like Urologist,
  Neurosurgeon, Pediatric Surgeon, Plastic Surgeon, Cardiothoracic Surgeon,
  but does not include ENT, Orthopedics, Obstetrics and Gynecology and Ophthalmology etc.

  Affiliate Life Member:

Any Surgeon practicing outside India who is not a member of ASI, on payment of the prescribed subscription shall become an affiliate life member.

Senior Member:

Annual member of ASI who has attained the age of 65 years and 25 years of continuous membership may opt for becoming a Senior Member. He will not be able to vote, propose, second or contest elections. He need not pay further subscription.

2. SUBSCRIPTION:

The State Chapter may fix its own annual fees and admission fees for its associate/ affiliated members from time to time and collect directly from such members. ASI office sends the Chapter share of annual / life and associate members annually as per the existing rules.

3 .CESSATION OF MEMBERSHIP:

A member of the Chapter shall cease to be a member if, 1) He/she ceases to be a member of the Association of Surgeons of India, 2) If a member has not paid his subscription of the Chapter on or before 31st December of preceding year or 3) Removed on disqualification by show cause notice for disciplinary reasons.

4. INCOME OF THE CHAPTER SHALL BE FROM:

• Chapter share from ASI
• Subscription of chapter fees if any
• Chapter admission fees if any
• Donations
• Contributions from conferences / CME etc.
• Miscellaneous

5. FINANCES

The Chapter should open and maintain an account in the name of Karnataka State Chapter of the Association of Surgeons of India. The audited statement of accounts shall be placed before the general body every year at the annual general body meeting and a copy of the approved report will be sent to the ASI office. All financial transactions has to be signed jointly by the secretary & treasurer

6. MANAGEMENT:

The executive committee shall manage the affairs of the Chapter. All members of the executive committee shall be elected by the members of the chapter and shall hold office for a period of two years except for Chairman and Chairman-elect who will hold office for one year only. Other members will be eligible for re-election for a second term for the same post but not more than two terms in his life time. It is obligatory that the Secretary and treasurer complete their term of office to which they are elected for the first time before seeking election for any other post.

The executive committee consists of the following:

• Chairman
• Chairman- elect
• Secretary
• Treasurer
• 9 members out of which 3 shall be from Non Medical College and 6 from Medical College area.
• Ex-Officio Members
• Immediate Past Chairman and Hon. Secretary
• The member of the Governing Council representing the state
• President or President elect and immediate past president of ASI representing the State

7. POWERS AND FUNCTIONS

• The Executive Committee shall have full powers of control and management of the affairs of the chapter and to engage such officials, servants or other persons as may be found necessary in carrying out its objects.
  
  
• The executive committee shall have power to purchase, construct or acquire on lease or in exchange or on hire by gift or otherwise, any property and any rights or privileges necessary or convenient for the chapter and to improve, develop, manage, sell, lease, mortgage, dispose of, return to account or otherwise deal with all or any part of the property of the chapter after the necessary sanction of the general body.
  
  
• There shall be at least 4 EC meetings in a year, including the one, which is held immediately after the valedictory function, and the one, which is held before annual conference. The quorum for all the meetings is six.

8. GENERAL BODY MEETING

• There shall be an annual general body meeting, every year before the end of March, on the second day of the annual conference which shall be called for after a notice of 3 weeks to the members. The notice shall include the agenda, date, time and place of meeting. The quorum shall be 25. The meeting should begin not later than 6pm
  
  
• Every annual general body meeting will be an election meeting. The notice of election shall be clearly stated as part of the agenda of that particular annual general body meeting.
  
  
• AGENDA FOR THE GENERAL BODY MEETING.
  
  
  1. Welcome by the Chairman
  2. Reading the notice of the meeting
  3. Condolences if any
  4. Apologies if any
  5. Confirming the minutes of the previous meeting
  6. Secretary’s Report – adoption
  7. Treasurer’s Report adoption
  8. Announcement Orators, traveling Fellowships Conveners of Symposia
  9. Amendments of rules and Bye-laws if any
  10. Annual Elections – Three tellers to be appointed to conduct the election along with chairman elect
  11. Any other subject with the permission of the Chair
  12. Vote of thanks by the Hon. Secretary

9. EXTRAORDINARY GENERAL BODY MEETING

• It shall be held on the recommendation of the executive committee or on the written request of 25 members after a notice of 15 days. The quorum shall be 25.
  
  
• It shall deal specifically for the purpose for which it is called for, which should be clearly listed in the agenda of the meeting notice. The place and time shall be decided by the chairman and secretary.
  
  
• If there is inadequate quorum in AGM or EGBM, the meeting shall stand adjourned by 15 minutes and will reassemble for the same purpose if called for by the Executive Committee, in which case there will be no quorum required for such an adjourned meeting. If it is held at the request of 25 members, then the meeting shall stand cancelled if quorum is not there.

10 .OFFICIAL YEAR

The chapter will have official year from 1st April to 31st March.

11. HEAD QUARTERS

The head quarters of the chapter shall be in the place where the secretary resides for the duration of his term of office.

12. AMENDMENTS TO THE RULES AND BYLAWS

Any amendments shall be done either at the annual general body or at an extra-ordinary general body meeting by a two third majority of the members present provided notice of it has been given clearly spelling out the existing rule and the proposed amendment. Copy of the proposed amendments should be made available along with the agenda. If a member wishes to propose any amendments to the rules or bylaw he should send the same duly seconded by another two members to the Hon. Secretary 8 weeks in advance. The amended rule and bylaw will come into force forthwith. The amendment should not violate the ASI by law.

13 .TERMINATION OF CHAPTER

In the event of dissolution of the Chapter, all the assets and liabilities of the Karnataka State Chapter of ASI will accrue to the parent body the ASI or similar functioning bodies in the state.

14. ELECTIONS

• The honorary secretary shall call for nominations along with eligibility criteria for all the vacant posts from the eligible members every year FOUR weeks before the proposed general body meeting. Each nomination must be on a prescribed from and must be proposed and seconded by eligible members along with the consent of the candidate. The last date for receipt of nominations shall be one week before the General Body Meeting. Withdrawals shall be 24hours before the General Body Meeting. Hon secretary will forward all the nominations to the chairman elect who is the election officer for scrutiny. If the nomination is found to be invalid the candidates will be informed of the same. The final list of contestants will be notified a day before the General Body Meeting. The nomination shall be placed upon a ballot and voted for at the annual general body Meeting and the candidates securing the highest number of votes shall be declared elected. Where there are no nominations for any post, the chairman shall call for nominations for the vacant posts only from the floor and place them on the ballot. In such elections, the candidate must be present on the floor. In case there is equal or less number of nomination for the required number of the post the candidates shall be automatically declared elected.
  
  
• Any member who has not paid his subscription fully before 31 December for the preceding year will not be eligible to propose, second, contest or to vote.
  
  
• Chairman Elect shall be introduced during the inaugural function of the annual conference. The chairman and the new office bearers shall be installed at the valedictory function.
  
  
• A vacancy of Secretary or Treasurer shall be filled by nomination among the executive committee members. A vacancy in the executive committee other than office bearers shall be filled by among the annual/life members of KSCASI. A vacancy of chairman elect will be filled during the regular election. A vacancy of chairman will be taken over by chairman elect. All vacant posts filled by Executive committee shall be for the remaining period of the post only.
  
  
• The chairman elect will be the election officer and shall nominate any of the three members as tellers, and conduct the elections.

15. ELIGIBILITY

• Chairman / Chairman Elect
  
  
  Any full or life member who has been a continuous member for 10 years and has been an EC member for one full term of two years is eligible to apply. The Office of the Chairman shall be held by a person from the non-medical college area once in three years.
  
  
• Hon. Secretary and Hon. Treasurer –
  
  
  Any full or life member who has been a continuous member for five years and has been an EC member for one full term of two years.
  
  
• EC Member

  Any full or life member who has been a continuous member for minimum of 5 years.

  1. In case, there is no nomination from a particular area or the nominee does not fulfill the eligibility criteria: nominations shall be called for, from the floor of the house, from either category.
     
     
  2. Two years terms of EC members start from the time of declaration of election result to one day before next general body and they can file their nomination papers as per requirements.

16. DUTIES OF OFFICE BEARERS

• Chairman:
  
  
  It shall be the duty of the chairman to preside at meetings of the Executive Committee and general body meeting and to perform such other duties as ordinarily pertain to his office and interpret the rules and bylaws. He shall have a casting vote in addition to his regular vote in case of a tie.
  
  
• Chairman elect:
  
  
  It shall be the duty of the chairman elect to preside at meetings of the executive- committee and general body in the absence of the chairman and to perform such other duties as ordinarily pertains to his office. He will be election officer during the annual elections at the general body.
  
  
• Secretary:
  
  
  It shall be the duty of the secretary to keep the records, send out notices of meetings and maintain the minutes and make required reports to the ASI. He shall be responsible for sending election notices and call for nominations. He shall maintain the protocol of the general body meetings, inaugural function, orations, symposium and award papers etc. He is the protocol officer.
  
  
  1. To prepare a list of Orators, Award Winners, panel discussion, symposia and guest lectures and collect relevant bio data in consultation with Organizing Committee.
     
     
  2. To see that the certificates, scrolls, citations and mementos are ready during the conference.
     
     
  3. To inform the orators, award winners and surgeons to be felicitated about the time and place of presentation The chairperson should be informed and supplied with the bio-data of the speakers and other relevant information.
     
     
  4. He shall be co-chairman along with the chairman for all orations.
     
     
  5. Upon relinquishing the office, he must sign and send the resolutions of the General body meeting as for the signatories of the financial transactions along with the specimen signatures of the new incumbents to the banks etc., before handing over the complete files.
     
     
  6. The Secretary of the Chapter should send a brief report of its activities including duly approved minutes of all their meetings to the office of the Association of Surgeons of India before July every year for records and to the Journal office well in advance for publication in the “Association Notes” of the annual report. The report should have been placed before the Annual General Body Meeting.
     
     
• Treasurer
  
  
  It shall be the duty of the treasurer to have custody of all funds. He will present the accounts at regular intervals to the executive committee and annually to the general body. Upon his relinquishing the office, he shall hand over to his successor or to the chairman all relevant documents of financial transaction including the cheque books or any other chapter property in his possession. The treasurer and secretary or the chairman shall jointly operate the account in the absence one of the two.

17. BULLETIN

• The chairman may request hon. secretary or any other member of the executive committee to be the editor for the news bulletin. The bulletin shall be produced quarterly or more frequently if feasible.
  
  
• The Purpose of the bulletin is to inform members about the activities of the State Chapter, to give all relevant news about the ASI, to highlight the achievements of members and print the obituaries.
  
  
• The expenses of the bulletin shall be preferably be met by the advertisements, donations or a special fund created for the purpose

18. ORATONS

H.S BHAT, A.J NARENDRAN AND M.P PAI ORATIONS

1. The speaker for these orations must be fixed ONE YEAR in advance
   
   
2. Hon secretary shall call for the nomination of the orator by the members through the bulletin three months in advance
   
   
3. Members of KSC - ASI may send the nomination with full bio data to the hon. secretary subsequent to the announcement in the bulletin.
   
   
4. In the event of non receipt of any nominations chairman may call for the nominations from the members of the executive committee and the selection is done by consensus
   
   
5. A special committee consisting of chairman, chairman elect, secretary and two senior members will select the orators and present the same to the executive committee for approval. This will be confirmed by the general body. Nobody shall seek the disqualification of the nominated orator
   
   
6. There should be minimum of three years gap before considering the same person for the second oration. A person may be considered for a maximum of two orations in his life time
   
   
7. Any outstanding Surgeon may be selected for the Orations. Preference is to be given to members from the State of Karnataka. For A.J Narendran’s oration, an oncology topic is preferred.

19 .AWARDS

The State Chapter during the Annual conference will give the following awards every year.

1. Dr. Mahadevan’s Award for the free paper. It is open for all the members of the ASI. The person, who has received this award once, shall not be eligible for the Second time, (Minimum of 5 papers).
   
   
2. Surgical Society of Mysore PG Award for three best papers presented by the postgraduate Student from the state of Karnataka ( minimum of 10 papers)
   
   
3. Rural Surgeons Award for the Best Paper presented by Surgeons from Non Medical College and members of ASI (minimum of 3 papers).
   
   
4. Gulbarga Sharana Basaveshwar Award for the Best paper from the M.ch/DNB Super specialty PG candidates (minimum of3 papers).
   
   
   1. Surgical Society of Mysore Poster Award for the 2 best posters. Open to all delegates (minimum of 6 posters).
      
      
   2. No award shall be given unless there is minimum number of papers in each category and ASI membership for 1 (a) and (c) is mandatory. It is desirable to enroll postgraduates as associate member of ASI.
      
      
   3. The awards shall be in the form of Certificates and cash. The awards are decided by the panel of judges appointed by the Chairman and the Hon. Secretary. The judge’s decision is final. The awards will be announced during the valedictory function and will be presented in the next inaugural function.

20 .CONTINUING SURGICAL EDUCATION PROGRAM

The State Chapter shall provide financial assistance to any institution, professional body or city branches to hold CME/workshop as per the guidelines drawn by the executive committee. Accounts of all sponsored programs must be submitted within 6 months and if profits are made it should be shared with the KSC-ASI. The details of the guidelines may be obtained from the office of the secretary

Prof. T.S. JAIRAM MEMORIAL, CME

The KSC- ASI shall provide Rs. 20,000 to the organizing committee of the annual conference to name the annual CME and the first lecture of the CME in the name of Prof. T.S. Jairam (Late)

21 .INSTITUTION OF NEW AWARDS/ ORATION/LECTURES

• There should be a minimum donation of Rs.2,00,000 or as decided by the EC for institution of new award or oration during the conference. The award should be without precondition
  
  
• The EC decision is final. The amount must be kept in FD under the name of award/oration
  
  
• The person in whose name the award is instituted should be a person who has to his credit outstanding contribution in the field of surgery or basic research related to surgery and service to the association.
  
  
• A person cannot initiate an award in his own name. As a matter of convention the award should be instituted in the memory of a person who is dead or retired from active medical practice and his trustees or a group of members wish to honor him and give recognition to his services by instituting the award.
  
  
• The person who gets the award must be a member of the KSC-ASI except, invitees.

22 .PANEL DISCUSSION, SYMPOSIA & GUEST LECTURES:

• There shall be the one panel discussion, one symposium and 3 orations and appropriate guest lectures during the annual conference.
  
  
• The executive committee shall decide the subject and conveners of the panel discussion and symposium, one year in advance and approved by the general body. The organizing committee in consultation with the hon. secretary and the chairman will select the guest Lectures.
  
  
• The conveners of the panel discussion and symposium, thus appointed will in turn select the participants

23. DISPUTE

Should any dispute arise between any member or any officer of the executive committee relating to membership, election, or any alleged breach of constitution or bylaws on any account whatsoever, the matters in difference shall be settled by 2/3 majority decision of the Executive Committee, a special Executive Committee Meeting having been called, the notice given and quorum being present. In case the member/members are not satisfied with the decision of the EC the matter may be taken to the general body extra ordinary general body, due notice having been given and quorum being present. The majority decision of the general body is final and binding.

24. ANNUAL CONFERENCE

• The Annual Conference of the state Chapter shall be held preferably in the month of February. The venue of the Conference shall be fixed at least two years in advance. The local city branch will be the official host for the conference. Application must be made in writing to the honorary secretary two years in advance and three weeks before the annual general body meeting
  
  
• If there is more than one application to host the conference, the issue will be decided by majority of the general body. The local organizing committee in consultation with the chairman KSC-ASI will nominate the organizing secretary.

  
  CONFERENCE GUIDELINES REQUIREMENTS

  1. It is important to select a proper venue, which easily accessible and has all modern facilities.
     
     
  2. Audiovisual arrangements must be of the highest order. Facilities for double slide projection, video etc, must be available and must be professional and uninterrupted.
     
     
  3. Electric supply must be continuous and generator if used must be far away, so that its noise does not disturb the proceedings. Local KEB to be specially requested to co-operate for interrupted electricity.
     
     
  4. Proper directional signboards and banners and display of the map of the venue are essential. Clean and modern toilets must be provided.
     
     
  5. A press conference must be called before the conference and the members of the press must be invited for the inaugural function. AIR and Doordarshan must be contacted well in advance to cover the event.
     
     
  6. Seating arrangements on the Dias at the inaugural function must be made as stipulated in the bylaws. Each chair must be labeled.
     
     
  7. Elaborate arrangements for accommodation and transport must be made.
     
     
  8. A spacious hall must be provided for the General Body Meeting. No other program to be scheduled during this time.
     
     
  9. Catering arrangements must be of the highest order as the success of the conference depends on it. Proper arrangements for hand washing, drinking water, placing used dishes etc., must be made.
     
     
  10. If the banquet is arranged at a far away place adequate transport must be arranged for all the delegates.
      
      
  11. If the banquet is arranged as a far away place, adequate transport must be arranged for all the delegates.
      
      
  12. All the scientific papers must be forwarded to the Hon. Secretary, KSC-ASI and scrutinized by the Scientific Committee appointed by the organizing committee.
      
      
  13. Audited accounts of the conference must be maintained and submitted to the KSC-ASI within 6 months after the conference. Any surplus funds remaining after the conference must be shared with KSC-ASI (minimum of 50%)
      
      
  14. The organizers should as far as possible see that the conference dates do not clash with any other conference or important national or State event or festival which is likely to affect the attendance of the members. Office bearers of the KSC-ASI/ASI/Orators are the guests of the organizing committee. No delegate fee to be collected, a memento to be provided along with decent accommodation and local transport.
      
      
• The basic requirement of the conference is to ensure value for time and money for the delegates in terms of academic deliberations. It also gives an opportunity for surgeons to socialize and enjoy the local hospitality. It is preferable to draft a memorandum of understanding (MOU) between the state chapter and the local organizing body in the beginning itself. This not only helps to delineate the responsibility but also brings in the accountability. A percentage sharing of registration fee between the State Chapter and the local organizing committee may be part of the MOU.
  
  Duration of the Conference
  
  Usually the State Conference is held on Saturday and Sunday with a pre-conference CME program on Friday. The month of February is generally considered favorable to hold conference. Whether to conduct a workshop along with CME program is optional and depends on the resources and local circumstances. If a zonal meeting (southern zone comprising of southern states) is held along with the State Conference, an additional day may be required to accommodate guest lectures and free papers. This means having a CME program on Thursday and actual conference on Friday, Saturday and half a day on Sunday.
  
  Dates and deadlines for events
  
  Assuming that the Conference is held in the month of February, the communication should be as per the schedule given below
  
  
  1. First communication 31st May
     (Usually a letter or a simple brochure with dates, details of the organizing committee. A message by the Chairman of the State Chapter and Chairman of the local committee may be included in the brochure
  2. Second communication 31st August
     Proper brochure with all the details, call for abstracts, accommodation & travel booking etc.,
  3. Last Date for receiving abstracts 30th November (with the options of extending up to 31st of December )
  4. Final communication with details of scientific program 15th January.
     The registration fee, last date for registration etc. can be worked out in consultation with local organizing committee.

  The names of the entire executive committee are to be printed in all communications.

  To avoid confusion, a practiced at the national level, all scientific paper (both free papers and award papers) should be sent to the Secretary of the State Chapter. Once the last date is over at least 2 months in advance, the State Secretary, in consultation with the chairman of the local scientific committee finalizes the program including the chairpersons for the various sessions. The organizing secretary and the chairman of the scientific committee should be invited for the meeting of the executive committee for discussion. Once the program is finalized, it can be sent for printing and postage.

  As the basic outline of the program for the day is already fixed (see Annexure 1) it is only the question of selection of papers and chair persons.

  CONTINUING SURGICAL EDUCATION PROGRAM

  As per the present Bylaws and constitution, the CSE program held every time along with the State conference is named after Prof T.S Jairam and the first lecture delivered as T.S Jairam inaugural lecture. The selection of topics and speakers for CSE program is done by the local organizing committee keeping in mind the fact that this is basically aimed at post graduates and young practicing surgeons.

  The topics should be a mix of basic sciences, recent advances current controversies and some specialty oriented subjects. The choice of speakers is again left to the local committee, but due to representation is given to the member of the State Chapter of ASI and the faculty of various medical colleges all over Karnataka. If the president of ASI attends the conference, it is recommended that he inaugurates the CME and deliver the 1st lecture. In his absence, the Chairman of the State Chapter inaugurates the CME. The ceremony itself should be a simple affair lasting not more than half an hour.

  Selection of speakers and topics is done well in advance and a copy of the list sent to the State Secretary. It is preferable to obtain a copy of the topic (preferably the soft copy) along with the bio data of the speaker. It is also preferable to have a stand by speaker (who is ready to “fill in “) in case a speaker doesn’t turn up for some reason.

  CONDUCT OF SCIENTIFIC SESSIONS

  The main hall should have a seating capacity of around 800-1000. There should be at least 4 smaller halls with a capacity of around 150. A separate area preferably near the main hall should be reserved for poster presentation. Proper facilities for trade exhibition are to be provided

  The following points have to be considered for the infrastructure:

  Each hall must have the day’s program displayed at the main door of the hall.

  A senior member of the scientific committee must take the responsibility of announcing and conducting the day’s program in each hall.

  Each hall must have a junior assisting this senior member in organization and acting as a rappoteur, documenting the events taking place in each hall.

  In spite of the pressures involved, crowding of lectures is to be avoided. This only leads to chaos and resentment. An adequate buffer of free time is kept to accommodate unforeseen delays in program.

  Each session must have at least two chairpersons. It is recommended that only registered delegates are chosen as chairpersons.

  The committee must be firm in not changing the pre-determined schedule to accommodate speakers who want to ‘catch a train’. Delegates plan their attendance at halls according to their needs: to meet this, the published talk must take place at the given hall at the published time.

  To facilitate proper planning, the topics and speakers for CSE and symposia must be finalized 4 months before the conference.

  Parallel scientific sessions should be avoided at the time of orations, award papers and symposia.

  Free papers have to have a deadline of 2 months before the conference date. Any relaxation in these dates and accepting papers in the last minute will put the planning out of gear.

  ORATIONS:

  As per the existing bylaws, there is provision for 3 orations. H.S. Bhat Oration. A.J. Narendran Oration & M.P. Pai Oration. Guidelines for selection of speakers are incorporated in the Constitution. These should be followed strictly. The duration of each oration will be 40 minutes (5 minutes for introduction and 35 minutes for the oration)

  The Secretary shall arrange for the scroll and citation. The Organizing Committee shall provide the memento for the orators.

  The monetary emoluments, as fixed by the EC, from time to time, shall be paid in the form of cheque, draft or cash by the state chapter from the respective funds to meet the traveling and other expenses of the orators. The secretary shall invite the chairman to chair the session and request two members to escort the orator. The chairman shall present the cheque/draft, cash, citation scroll and memento at the end of the oration. The orators shall be treated as guests of the conference. No questions are allowed on the subject.

  SYMPOSIA

  The topics for symposia are fixed one year in advance. Any member can propose the topic and name the convener but this should reach the secretary well in advance. There are no strict guidelines for the selection of topic, but generally one oncology and one non-oncology topics is selected. Preferably these topics should not have been discussed at least 5 years before the conference. The Executive Committee after going through all the proposals selects 2 topics and the conveners. The same will be presented to general body for approval.

  Each symposium last for 90 minutes. It is advisable to restrict the number of participants to not more than 6 (including the convener). This will give ample time for discussion. The convener should select the team early and discuss the presentation.

  There should not be any repetition or overlap. It is the responsibility of the convener to collect the material from all the participants and go through the same. The list of participants and their bio-data should be sent tot the State Secretary at least 3 months in advance. The topics discussed in the symposium can be brought in a separate book or in the form of CD. The convener must ensure that the participants strict to the time. The Chairman of the Scientific Committee or the State Secretary can intervene in case there is undue delay. All the participants are preferably a member of ASI and must register for the conference.

  AWARD PAPERS

  1. Mahadevan’s Award
  2. Surgical Society of Mysore Post Graduate Award
  3. Surgical Society of Mysore Poster Award
  4. Gulbarga Sharanabasaweshwar Award and Rural Surgeon’s Award

  The requirement for submitting a paper into the award section is already outlined. The committee must scrutinize and ensure that these conditions are met before the award paper is accepted.

  Deadlines for submission of the paper have to be strictly enforced.

  Each presenter has to be informed about his/her paper being accepted in the award section including the date, time and venue at least 2 weeks before the conference. As far as possible, not changes should be made once the list is prepared and printed in the booklet.

  Award paper session has to be given importance and accommodated in ‘primetime’

  A minimum of 3 papers is required for any award session.

  The surgical department of each medical college should decide which paper should go for the award session. A final list of papers is prepared by the Secretary. Those papers, which are not accepted for award, may be accommodated in the free paper or poster presentation.

  All participants (those who present papers, take part in the symposia etc) should register for the conference.

  There is no chairperson for the award sessions. A person nominated by the Secretary will moderate and the judges will give the marks.

  It is recommended that not more than fifteen papers for PG award and 10 papers for Mahadevan’s award is selected. It is difficult for the organizer to accommodate papers in excess of this number. The quality of the presentation can be maintained if the number of entries is restricted.

  The judges for the award paper session are nominated by the state secretary. He will also intimate the chosen judges regarding the date and time of the award paper sessions and the method of scoring at least two weeks before the conference date.

  FREE PAPER & POSTER SESSION

  Free papers are the heart of the conference: it is an opportunity of the common delegate, a budding surgeon or a postgraduate to showcase hi/her work. Great significance is to be given to this activity and these sessions should be encouraged.

  Constraints of time and space are real; to overcome this parallel sessions can be held avoiding overlap during orations and symposia.

  Oral presentations are allotted for well-studied series of cases or original research; case reports are to be put as posters. Use of evidence based discussion, statistics and prospective studies are to be encouraged. If time is a constraint, even series of cases done as a retrospective study can be asked go as a poster.

  The chairperson of each session must be informed of the subject/content of free papers well in advance of the session.

  INAUGURAL FUNCTION

  At the inaugural function all the Executive Committee members including the Governing Council Members from the State, and President of ASI, if present may be accommodated on the dais.
  The seating arrangements shall be as shown below. Hon. Secretary as a protocol officer must strictly enforce the arrangements as outlined below.

  FRONT ROW

  1. The Chairman shall be in the Central Chair
  2. The Chief Guest No. 1 will be on the right side
  3. ASI President, if present shall be on the left side
  4. Chief Guest No. 2 shall be next to ASI President
  5. Chairman Elect to the right of Chief Guest 1
  6. Honorary Secretary to be on the right next to chairman elect
  7. Treasurer next to hon. secretary
  8. Organizing chairman to be on the left next to chief guest 2
  9. Organizing secretary to be on the left next to org chairman

  BACK ROW

  EC members and GC members

  All the seats must be labeled with respective names well in advance. Diagrammatic representation of seating arrangements is attached.

  VALIDECTORY FUNCTION

  The Chairman, Secretary, the Organizing Committee Chairman and the Organizing Secretary should be on the dais. The New Office Bearers and the other Executive Committee Members shall be installed at the end of the Valedictory Function by outgoing Chairman. New Chairman shall address the gathering and give an outline of the program for the year.

  MISCLELLANIUS

  1. The chairman of the state chapter is given due respect and regard during the conference. Under no circumstances his position should be undermined irrespective of the presence of other guests during the conference.
     
     
  2. The organizing committee will finalize the accounts and submit a full audited account of the conference to the state EC, within six months of the completion of the conference.
     
     
  3. The organizing committee will also finalize the list of surgeons receiving felicitations during the conference and submit it to the state EC three months before the conference.
     
     
  4. Posters gently reminding the delegates about proper conduct during the conference to be put up in strategic places at the venue.
     
     
  5. Speakers have to inform about sessions starting on time and must be requested to strictly adhere to the allotted time.
     
     
  6. Chairpersons of each session have to be requested to give their assessment of the discipline of the speakers in their session.
     
     
  7. Audience feedback forms are to be prepared for each session and put into the complimentary bags; the audience must be requested to fill these forms and sufficient arrangements made for collecting these filled forms at several parts of the venue.

  The State Committee will analyze this data and submit a report to the EC along with suggestions for the improvement, if any within 3 months of the conference.

  If the zonal meetings are conducted along with the State Conference, the Chairman of these states is invited to the dais. The names of the Chairman and Secretaries of all participating states should be printed in the scientific program. The local organizing committee has an option of excluding the duration of the conference by one day in order to accommodate the guest lectures and free papers if a zonal conference is held simultaneously.

  The local organizing committee should print the names of the full executive committee in all communication. The photos of the main office bearers (chairman, chairman elect, secretary and treasurer) are to be printed in the souvenir. They are the guests of the local committee and no registration fee is collected from them. Local hospitality should be extended to all EC members and the President Secretary and treasurer of ASI.

  Recommended schedule of Scientific Program

  Saturday

  8.30 am to 10.00 am P.G Award Session I (8 papers)

  10.00 am to 10.40am H.S. Bhat Oration

  10.40 am to 11.20 am A J Narendran Oration

  11.20 am to 11.45am Guest lecture

  11.45am to 1.15pm Free papers in 3-4 Halls

  1.15pm to 2pm – Lunch

  2 pm to 3.30 pm – Mahadevan & other award (10 papers)

  3.30 pm to 5.00 pm Symposium I

  6.00 pm – Annual General Body Meeting

  7.30pm – Entertainment and dinner

Sunday

8.30 am to 9.45 am P.G Award Session II (7 papers)

9.45 am to 10.30 am M P Pai Oration

10.30 am to 12.00 noon symposium II

12.00 pm to 1.30 pm Free Papers (including video session in 3-4 halls)

1.30 pm to 2.00 pm – Valedictory function

2.00 pm – Lunch

Post Lunch – Business meetings

1. Meetings of the new Executive Committee
2. Meeting of the Office Bearers of all the City Branches with the State Chairman and Secretary.

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