{"id":609,"date":"2026-04-13T09:50:23","date_gmt":"2026-04-12T21:50:23","guid":{"rendered":"https:\/\/blogs.otago.ac.nz\/omsrs\/?page_id=609"},"modified":"2026-04-13T12:46:07","modified_gmt":"2026-04-13T00:46:07","slug":"omsrs-constitution","status":"publish","type":"page","link":"https:\/\/blogs.otago.ac.nz\/omsrs\/omsrs-constitution\/","title":{"rendered":"OMSRS Constitution"},"content":{"rendered":"

1. Definitions<\/h2>\n

 <\/p>\n

Act\u00a0<\/span><\/b>means the\u00a0Charities Act\u00a02005, and the Charities Amendment Act 2023.\u00a0<\/span>\u00a0<\/span><\/p>\n

Annual General Meeting\u00a0<\/span><\/b>means an annual meeting of Members of the\u00a0Society\u00a0convened\u00a0in accordance with\u00a0this Constitution.\u00a0<\/span>\u00a0<\/span><\/p>\n

Constitution\u00a0<\/span><\/b>means\u00a0the rules in this document.\u00a0<\/span>\u00a0<\/span><\/p>\n

Executive\u00a0Committee<\/span><\/b>\u00a0means the\u00a0Society\u2019s\u00a0governing body.\u00a0<\/span>\u00a0<\/span><\/p>\n

Executive Committee\u00a0Meeting<\/span><\/b>\u00a0means a meeting of\u00a0the Society\u2019s governing body.\u00a0<\/span>\u00a0<\/span><\/p>\n

Meeting Secretary\u00a0<\/span><\/b>means the Officer that oversees the administrative duties such as correspondence with presenters and running of Scientific Meetings<\/span>\u00a0<\/span><\/b>\u00a0<\/span><\/p>\n

Member\u00a0<\/span><\/b>means a person who is a member of the Society.\u00a0<\/span>\u00a0<\/span><\/p>\n

Officer\u00a0<\/span><\/b>means an office bearing\u00a0member of the Executive Committee, either President, Vice President, Secretary, Treasurer, Convenor of the Editorial Panel, and Meeting Secretary.\u00a0<\/span>\u00a0<\/span><\/p>\n

Secretary\u00a0<\/span><\/b>means the Officer that oversees administrative duties such as agendas,\u00a0minutes\u00a0and correspondence of the Executive Committee functions<\/span>\u00a0<\/span><\/b>\u00a0<\/span><\/p>\n

Special Resolution\u00a0<\/span><\/b>means\u00a0a resolution approved by a\u00a0majority\u00a0vote of 75% of the Executive Committee.<\/span>\u00a0<\/span><\/p>\n

Society\u00a0<\/span><\/b>means the Otago Medical\u00a0School Research Society.\u00a0<\/span>\u00a0<\/span><\/p>\n

\u00a0<\/span><\/p>\n

2. Te ingoa\/Name<\/h2>\n

 <\/p>\n

The\u00a0Name\u00a0of\u00a0the\u00a0Society\u00a0shall\u00a0be\u00a0\u2013<\/span>\u00a0<\/span><\/p>\n

The\u00a0Otago\u00a0Medical\u00a0School\u00a0Research\u00a0Society<\/span>\u00a0<\/span><\/p>\n

\u00a0<\/span><\/p>\n

3. Wh\u0101inga\/Purpose<\/h2>\n

 <\/p>\n

The\u00a0purposes\u00a0of\u00a0the\u00a0Society\u00a0shall\u00a0be\u00a0\u2013<\/span>\u00a0<\/span><\/p>\n

    \n
  • To support\u00a0\u014ct\u0101kou\u00a0Whakaihu\u00a0Waka\/University of Otago\u2019s aspirations to\u00a0advance education and\u00a0deliver research that is globally significant and nationally transformative by providing a forum for the\u00a0presenting\u00a0and discussing\u00a0medical\u00a0and health-related research and scholarship;<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
      \n
    • To provide opportunity for\u00a0Dunedin-based\u00a0researchers from\u00a0\u014ct\u0101kou\u00a0Whakaihu\u00a0Waka\/University of Otago to\u00a0showcase\u00a0their research by publishing an account of these meetings under the title: Proceedings of the University of Otago Medical School Research Society;<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
        \n
      • To\u00a0identify, engage, and\u00a0collaborate\u00a0with organisations\u00a0and committees with\u00a0similar\u00a0objectives;<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
          \n
        • To\u00a0provide an opportunity for\u00a0Dunedin-based\u00a0early-career research staff and research students\u00a0to develop the skills of presentation and discussion of their work.<\/span>\u00a0<\/span><\/li>\n<\/ul>\n

          \u00a0<\/span><\/p>\n

          4. Membership<\/h2>\n

           <\/p>\n

          Membership of the Society shall consist of the Executive Committee\u00a0(Item 6),\u00a0Ordinary\u00a0Members and\u00a0Honorary\u00a0Members.<\/span>\u00a0<\/span><\/p>\n

          4.1\u00a0Ordinary Members:<\/span>\u00a0<\/span><\/p>\n

          Ordinary Membership shall be awarded to any person\u00a0currently\u00a0engaged in medical,\u00a0biomedical\u00a0or\u00a0health-related\u00a0research, practice, teaching, or scholarship in connection with the University of Otago, Dunedin,\u00a0and associated hospitals; or any person having a bona fide interest in furthering the\u00a0objectives\u00a0of the Society.<\/span>\u00a0<\/span><\/p>\n

          4.2\u00a0Honorary Members:<\/span>\u00a0<\/span><\/p>\n

          Past Presidents of the Society, the Vice Chancellor, Emeritus Professors\u00a0who engaged in medical or health-related research,\u00a0and other current and former members of the staff of the University of Otago as may be elected from time to time in\u00a0Annual\u00a0General Meetings.\u00a0<\/span>\u00a0<\/span><\/p>\n

          \u00a0<\/span><\/p>\n

          5. P\u016btea\/Financial arrangements<\/span>\u00a0<\/span><\/h2>\n

           <\/p>\n

          The\u00a0financial year\u00a0shall\u00a0commence\u00a0on 1 January and end on 31 December.<\/span>\u00a0<\/span><\/p>\n

          5.1 Indemnity:<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n

          The\u00a0President,\u00a0Vice President, Secretary,\u00a0Treasurer,\u00a0Convenor of the Editorial Panel, Meeting Secretary,\u00a0and\u00a0other members of the Executive Committee\u00a0shall be indemnified by\u00a0the\u00a0Society\u00a0against any losses and expenses incurred by them in the discharge of\u00a0their respective duties, except such as may result from their own wilful default or\u00a0negligence.<\/span>\u00a0<\/span><\/p>\n

          5.2\u00a0Private\u00a0pecuniary\u00a0profit<\/span>\u00a0<\/span><\/p>\n

          No part of the income or other funds of the Society may be used for the private pecuniary profit of any member, trustee, person,\u00a0persons\u00a0or organisation associated with the Society, apart from usual professional, business, or trade charges in connection with services provided to the Society.<\/span>\u00a0<\/span><\/p>\n

          Notwithstanding\u00a0Item\u00a010\u00a0hereafter, this\u00a0Item\u00a0may not be altered or amended in any way or rescinded other than with the approval of the Commissioner of Inland Revenue.<\/span>\u00a0<\/span><\/p>\n

          \u00a0<\/span><\/p>\n

          6. Terunanga whakahaere\/ Management of the Society<\/span>\u00a0<\/span><\/h2>\n

           <\/p>\n

          The Society is governed by the Executive Committee.\u00a0<\/span>\u00a0<\/span><\/p>\n

          The Executive Committee shall\u00a0comprise\u00a0the Officers\u00a0(Item 6.1), the Immediate Past President, and six (6) general committee members including a post-graduate student representative.\u00a0<\/span>\u00a0<\/span><\/p>\n

          General committee members will be nominated by the Executive Committee for election in the Annual General Meeting.\u00a0Retiring Executive Committee members shall be eligible for re-election. The Executive Committee shall have the power to co-opt\u00a0additional\u00a0committee\u00a0members\u00a0as necessary.<\/span>\u00a0<\/span><\/p>\n

          6.1\u00a0Officers<\/span>\u00a0<\/span><\/p>\n

          Every Officer must be a natural person who:<\/span>\u00a0<\/span><\/p>\n

            \n
          • Is a current member of the Society<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
              \n
            • Has consented in writing to be an\u00a0Officer of the Society<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
                \n
              • Certifies that they are not disqualified from being elected or appointed or otherwise holding office as an Officer of the Society, and<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
                  \n
                • A person who is not disqualified by section 36C of the\u00a0Act.\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ul>\n

                  The Officers of the Society shall be members nominated by the Executive Committee for election in the Annual General Meeting to the following offices for a two-year term but may be eligible for re-election: President, Vice-President, Secretary, Treasurer, Convenor of the Editorial Panel, and Meeting Secretary.\u00a0<\/span>\u00a0<\/span><\/p>\n

                  The President will normally retire from the position after completion of a two-year term and\u00a0fulfil\u00a0a further one or two-year term as Immediate Past President before stepping down from the Executive Committee.<\/span>\u00a0<\/span><\/p>\n

                  6.2\u00a0Decisions of the Executive Committee:<\/span>\u00a0<\/span><\/p>\n

                  Decisions of the Executive Committee shall, wherever possible, be made by consensus following open and respectful discussion. Where consensus cannot be reached, a decision shall be\u00a0determined\u00a0by a majority vote of members present at a duly convened meeting, with the President holding a casting vote if\u00a0required.<\/span>\u00a0<\/span><\/p>\n

                  6.3\u00a0Removal of\u00a0Executive Committee\u00a0Members<\/span>\u00a0<\/span><\/p>\n

                  The\u00a0Executive Committee\u00a0may, by Special Resolution, remove any Member from the\u00a0Executive Committee\u00a0before the expiry of their term of office if the\u00a0Executive Committee\u00a0considers that Member has seriously breached duties under this Constitution or the Act, acted inconsistently with the values of the\u00a0Society\u00a0or is no longer suitable to be an Executive Committee\u00a0Member. The\u00a0Executive Committee\u00a0Member who is the subject of the motion will not be counted for the purpose of reaching a quorum and will not\u00a0participate\u00a0in the vote on the motion.\u00a0<\/span>\u00a0<\/span><\/p>\n

                  Before considering a motion for removal, the\u00a0Executive Committee\u00a0Member affected by the motion must be given:\u00a0<\/span>\u00a0<\/span><\/p>\n

                    \n
                  1. \u00a0notice that an\u00a0Executive Committee\u00a0meeting is to be held to discuss the motion to remove them and the basis for the motion<\/span>\u00a0<\/span><\/li>\n<\/ol>\n
                      \n
                    1. adequate time to prepare a response<\/span>\u00a0<\/span><\/li>\n<\/ol>\n
                        \n
                      1. the opportunity prior to the\u00a0Executive Committee\u00a0meeting to make written submissions; and\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ol>\n
                          \n
                        1. the opportunity to be heard at the\u00a0Executive Committee\u00a0meeting.\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ol>\n

                          A person ceases to be an Executive Committee\u00a0Member if:\u00a0<\/span>\u00a0<\/span><\/p>\n

                            \n
                          1. the person resigns by delivering a Notice of resignation to the Secretary<\/span>\u00a0<\/span><\/li>\n<\/ol>\n
                              \n
                            1. the person is removed from office under this Constitution<\/span>\u00a0<\/span><\/li>\n<\/ol>\n
                                \n
                              1. the person becomes disqualified from being an\u00a0Executive Committee\u00a0Member\u00a0under section\u00a0<\/span>section 36C of the\u00a0<\/span>Act; or\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ol>\n
                                  \n
                                1. the person dies.<\/span>\u00a0<\/span><\/li>\n<\/ol>\n

                                  6.4\u00a0<\/span>Conflicts of interests for\u00a0Executive\u00a0Committee:\u00a0<\/span>\u00a0<\/span><\/p>\n

                                  A conflict of interest exists for an\u00a0Executive Committee member\u00a0if their\u00a0interests or duty in a particular matter\u00a0conflict, or might conflict, with his or her duty to the\u00a0society.<\/span>\u00a0<\/span><\/p>\n

                                  When a conflict of interest exists for an Executive Committee member, that member must declare the nature of the conflict or the potential conflict. The member must not take part in deliberations or proceedings including decision-making in relation to the conflict of interest. The member must not be counted in the quorum\u00a0required\u00a0for decision-making on the matter\u00a0for which they have\u00a0declared\u00a0the conflict of interest.<\/span>\u00a0<\/span><\/p>\n

                                  \u00a0<\/span><\/p>\n

                                  7. Meetings<\/span><\/h2>\n

                                   <\/p>\n

                                  7.1 Scientific meetings:<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n

                                  The primary role of the Executive Committee is to organise up to five\u00a0(5)\u00a0scientific meetings\u00a0per year for research students and staff to present their work.\u00a0The number of scientific meetings held each year will be at the discretion of the Executive Committee.<\/span>\u00a0<\/span><\/p>\n

                                  7.2 Executive\u00a0Committee meetings:\u00a0<\/span>\u00a0<\/span><\/p>\n

                                  The Executive Committee shall meet as\u00a0frequently\u00a0as the President shall decide or on the requisition of five (5) members of the Executive Committee. A quorum shall be 50% of\u00a0the\u00a0Executive\u00a0Committee members.<\/span>\u00a0<\/span><\/p>\n

                                  7.3\u00a0Annual General Meetings:<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n

                                  The\u00a0Annual\u00a0General\u00a0Meeting\u00a0shall be held before the last day of November in each year.<\/span>\u00a0<\/span><\/p>\n

                                  The Annual\u00a0General\u00a0Meeting\u00a0shall be held for the following purposes:<\/span>\u00a0<\/span><\/p>\n

                                    \n
                                  • To receive from the Executive Committee a report and\u00a0financial statements for the preceding\u00a0financial year<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
                                      \n
                                    • To elect Officers of the Executive Committee\u00a0in accordance with\u00a0Item 6.\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
                                        \n
                                      • To review the Constitution of the Society to ensure that the Society is meeting the requirements of a charity, as outlined in the Act.<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
                                          \n
                                        • To transact such further business for which notice shall have been given in writing to the Secretary not less than\u00a0seven (7)\u00a0days before the date of the meeting, and any other matters which may be brought forward by the Executive Committee<\/span>\u00a0<\/span><\/li>\n<\/ul>\n

                                          7.4\u00a0Special General Meetings:<\/span>\u00a0<\/span><\/p>\n

                                          Special General Meetings\u00a0may be called at the direction of the Executive Committee or by the requisition in writing of\u00a0a quorum\u00a0(50%)\u00a0of the Executive Committee. Such request should clearly\u00a0state\u00a0the reasons for calling such a meeting. Due notice of such meeting must be sent to\u00a0all members\u00a014\u00a0days before the date of the meeting. No business shall be transacted at any\u00a0Special General Meeting\u00a0except that which shall be specified in the notice calling the meeting.\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          7.5 Voting and quorum\u00a0at Meetings:<\/span>\u00a0<\/span><\/p>\n

                                          At every Annual\u00a0General\u00a0Meeting, or\u00a0Special\u00a0General\u00a0Meeting, every member present shall be entitled to one vote.\u00a0The President shall first decide upon a show of hands, but a ballot may be\u00a0required\u00a0if such is demanded by any five\u00a0(5) members present. In the case of equality of votes the President shall have a deliberative as well as a casting vote.<\/span>\u00a0<\/span><\/p>\n

                                          A quorum at an Annual\u00a0General\u00a0Meeting\u00a0or Special\u00a0General\u00a0Meeting\u00a0shall consist of\u00a0ten (10)\u00a0members\u00a0or 50% of the Executive Committee.\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          \u00a0<\/span><\/p>\n

                                          8. Editorial Panel<\/span><\/h2>\n

                                           <\/p>\n

                                          An Editorial Panel shall be appointed by the\u00a0Convenor of the Editorial\u00a0Panel, and\u00a0approved by the Executive Committee. The Editorial Panel will work\u00a0to select papers for presentation at\u00a0Scientific\u00a0Meetings of the Society and to edit the Proceedings.\u00a0The Editorial Panel shall consist of at least\u00a0eight (8)\u00a0members of the Society,\u00a0representing\u00a0a range of Health Science and Science\u00a0Division\u00a0Departments\u00a0and research\u00a0expertise.<\/span>\u00a0<\/span><\/p>\n

                                          8.1 Conflicts of interest for the editorial panel:\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          If\u00a0an editorial panel member has a research student under their supervision (including co-supervision)\u00a0that has\u00a0submitted\u00a0an abstract,\u00a0they will\u00a0be required\u00a0to declare their conflict of interest and\u00a0not\u00a0participate\u00a0in the assessment or selection of abstracts.<\/span>\u00a0<\/span><\/p>\n

                                          If an editorial panel member has\u00a0submitted\u00a0an abstract as an intended speaker for an upcoming meeting, the panel member will declare their conflict of interest to the Convenor and will not attend the selection meeting.<\/span>\u00a0<\/span><\/p>\n

                                          \u00a0<\/span><\/p>\n

                                          9. Takawaenga\/ Mediation and arbitration\u00a0<\/span><\/h2>\n

                                           <\/p>\n

                                          Disputes under this section relate to those defined under Section 38 of the Act, and in general refer to disagreements or conflicts between 2 or more internal parties of the Society.<\/span>\u00a0<\/span><\/p>\n

                                          9.1 Submitting a\u00a0complaint:\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          A Member may\u00a0submit\u00a0a formal complaint by providing written notice to the Executive Committee,\u00a0stating\u00a0the initiation of a dispute resolution process, detailing the allegations, and\u00a0identifying\u00a0the involved parties.\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          9.2 Addressing the\u00a0complaint:\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          Upon receipt, the complaint will be reviewed to\u00a0determine\u00a0its validity. The Executive Committee may refer it to a subcommittee or an external party for investigation and decision-making. This process must ensure impartiality and fairness.\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          9.3 Timelines for\u00a0resolution:\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          The Society must investigate and resolve the dispute as soon as reasonably\u00a0practicable, ensuring that processes are fair, efficient, and effective.<\/span>\u00a0<\/span><\/p>\n

                                          \u00a0<\/span><\/p>\n

                                          10. Constitutional amendments<\/span><\/h2>\n

                                           <\/p>\n

                                          Alterations in the\u00a0Constitution of the Society which have been notified to the members in writing may be made by the Society in\u00a0the\u00a0Annual\u00a0General\u00a0Meeting\u00a0with a two thirds majority of those present and entitled to vote provided that any such alternatives are in accordance with the\u00a0purposes\u00a0of the Society as stated in\u00a0Item 3. Furthermore,\u00a0no addition to or alteration or revision of the Rules shall be approved if it affects\u00a0Item\u00a011\u00a0hereafter.\u00a0<\/span>\u00a0<\/span><\/p>\n

                                          The Society will review its governance procedures\u00a0every year,\u00a0as per\u00a0required by\u00a0the Act.<\/span>\u00a0<\/span><\/p>\n

                                          \u00a0<\/span><\/p>\n

                                          11. Winding Up<\/span><\/h2>\n

                                           <\/p>\n

                                          In the event of\u00a0winding up or dissolution of the Society all funds,\u00a0assets and property of the Society shall be handed over to the University of Otago for the purpose of funding undergraduate\u00a0medical and health-related\u00a0student summer research scholarships at the\u00a0University of Otago, Dunedin.<\/span>\u00a0<\/span><\/p>\n

                                          \u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

                                          1. Definitions   Act\u00a0means the\u00a0Charities Act\u00a02005, and the Charities Amendment Act 2023.\u00a0\u00a0 Annual General Meeting\u00a0means an annual meeting of Members of the\u00a0Society\u00a0convened\u00a0in accordance with\u00a0this Constitution.\u00a0\u00a0 Constitution\u00a0means\u00a0the rules in this document.\u00a0\u00a0 Executive\u00a0Committee\u00a0means the\u00a0Society\u2019s\u00a0governing body.\u00a0\u00a0 Executive Committee\u00a0Meeting\u00a0means a meeting of\u00a0the Society\u2019s governing body.\u00a0\u00a0 Meeting Secretary\u00a0means the Officer that oversees the administrative duties such as correspondence with presenters […]<\/p>\n","protected":false},"author":45025,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-609","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/blogs.otago.ac.nz\/omsrs\/wp-json\/wp\/v2\/pages\/609","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.otago.ac.nz\/omsrs\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/blogs.otago.ac.nz\/omsrs\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.otago.ac.nz\/omsrs\/wp-json\/wp\/v2\/users\/45025"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.otago.ac.nz\/omsrs\/wp-json\/wp\/v2\/comments?post=609"}],"version-history":[{"count":0,"href":"https:\/\/blogs.otago.ac.nz\/omsrs\/wp-json\/wp\/v2\/pages\/609\/revisions"}],"wp:attachment":[{"href":"https:\/\/blogs.otago.ac.nz\/omsrs\/wp-json\/wp\/v2\/media?parent=609"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}