The name of this society is UNIMAS Medical Society.

1.2 PLACE OF REGISTRATION AND ADDRESS

The official registered address of the society is Pusat Pemajuan Pelajar, Universiti Malaysia Sarawak, 94300 Kota Samarahan, Sarawak, Malaysia.

(a) To unite the students, academic staffand non-academic staff in activities that are associated with improving health and academics.

(b) To instill awareness of the importance of health education as well as establish relationships with other medical institutions. By doing so, students will be more aware and assertive when dealing with different problems.

(c) To do research and development in improving the quality of health for the benefit of the students.

3.1 MEMBER

3.1.1 All UNIMAS students qualify to become members of the UNIMAS Medical Society if they fulfill these requirements:

(a) A Malaysian citizen

(b) A registered UNIMAS student

(c) Paid a total of RM 10 in fees every semester

3.1.2 The election of the Board members are based on their basic knowledge in the field of health.

3.1.3 Acceptance of membership is subject to approval of the Board and the Senate of the University.

3.2 FEES

3.2.1 All students that are interested in becoming members of the UNIMAS Medical Society have to pay RM Ten (RM 10) each semester.

3.2.2 Any changes in the fees have to be done during the Annual General Meeting.

3.2.3 Fees are to be paid to the Society Treasurer earlier in the space of 14 days from the date of approval of membership or 14 days from the start of each new semester.

3.2.4 Members that do not pay the fees for more than a month will be issued a reminder letter that will be signed by the Society's Secretary or a representative, and will lose his/ her special privileges as a member until the fees are paid in full.

3.2.5 Members that do not pay the fees for more than three (3) months will automatically cease to be a member of the Society. The Board can order/ recommend that legal action be taken upon that member as long as that the member had already received a reminder letter regarding the unpaid fees earlier.

3.3 MEMBERS RIGHTS AND PRIVILEGES

Normal members of the Society have:

(a) The right to speak, suggest, support, vote and be nominated as a Board member.

(b) The right to use any of the privileges as well as facilities that are provided by the Society.

(c) The right to examine and scrutinize all reports and financial statements of the Society only if a written notice of his/ her intention to do so is handed in to the Secretary two (2) in advance.

3.4 END MEMBERSHIP

Members that wish to end their membership in the UNIMAS Medical Society have to hand i a written statement two (2) weeks in advance to the Society's Secretary and pay the remainder balance of fees.

3.5 DISBARMENT OF MEMBERSHIP

3.5.1 Any members that fail to adhere to the rules and regulations of the Society or act in any way that jeopardizes the good name of the Society, can have his or her membership disbarred or suspended for a period that is deemed appropriate by the Board. Before the Board bars or suspends any member/s, the member/s have to be told in written the reasons for their disbarment or suspension. The member/s also need to be given an opportunity to explain and defend theirselves. Disbarment or suspension of membership has to be done after the member/s plea, unless the Board decides to postpone or retract their decision.

3.5.2 Member/s will automatically disbarred if the member/s have finished their studies in UNIMAS.

3.5.3 Any member that has become mentally unsound or charged in any Court under the Crime Law will automatically lose their membership.

3.5.4 Membership will automatically be lost if member/s do not attend activities that are held three (3) times in a row in one semester without producing any substantial reason.

4.1 THE BOARD

4.1.1 One Board that is named. Board members or EXCO will consist of:

(a) A Chairperson

(b) A Vice Chairperson

(c) A Secretary

(d) An Assistant Secretary

(e) A Treasurer

(f) An Assistant Treasurer

(g) Four (4) Board members

(h) Sub-committees

4.1.2 All Board members or EXCO are to be elected every year during the Annual General Meeting or in a Extraordinary General Meeting.

4.1.3 The Board has the authority and power, and will carry out its' duties for the period of one year until the next Annual General Meeting or Extraordinary General Meeting.

4.1.4 If there is a vacancy in the Board, the Board or EXCO can elect one of themselves to temporarily fill the post during a Board meeting, until the next Annual General Meeting or Extraordinary General Meeting.

4.1.5 The Board has the authority and power to:

(a) To plan and have Society activities as well as decide on matters related to the running of the Society with the provision that it does not deviate from the public standards that were set during the Annual General Meeting.

(b) Are held down by the rules and regulations that the Society's money will be used only for activities and things that are beneficial to all members.

(c) To form a General Committee, an Ad-hoc Committee, a Sub-committee or whichever body that is deemed necessary, and allocate the power and authority as well as the duties for each committee, to achieve the intended results.

(d) To drop or bar any member based on the Constitution (Chapter 3, part 3.1.1, 3.1.2 and 3.1.3).

(e) To suspend or drop any member of the Board or Committees that were formed because of their carelessness, inefficiency, inability to carry out the Board's decision/s or other reasons that can smear the reputation of the Society.

(f) Besides matters that are against or not similar to the regulations that have been set in the General Meeting, the decision of the Board is final or until it is overturned by the Annual General Meeting.

5.1 CHAIRPERSON

5.1.1 The chairperson has to:

(a) Chair every Society meeting.

(b) Sign all cheques and vouchers with the Society's Treasurer.

(c) Sign all minits of meetings after they have been approved in the Society meeting.

(d) Vote if there is a tie in voting during any Society meetings.

5.1.2 The Chairperson has the power and authority to:

(a) Call for a Board meeting.

(b) Order the Sub-committee/s or any body of administration in the Society that has been appointed to conduct a meeting whenever deemed necessary.

(c) Release a statement/s to the public on behalf of the Society individually or together with the Society's Secretary.

5.2 VICE CHAIRPERSON

The Vice Chairperson has to fill the post of the Chairperson as well as do his/ her duties while the Chairperson is unavailable.

5.3 SECRETARY

The Secretary has to:

(a) Prepare the minits of all Board meetings and distribute the notice of meetings to members two (2) weeks before the meeting.

(b) Handle all letters and correspondence as well as keep all letters, minits of meetings, membership registration and relevant papers and documents except for the accounts and financial statements.

(c) Prepare and present the Annual Society Report during the Annual General Meeting.

5.4 ASSISTANT SECRETARY

The Assistant Secretary has to:

(a) Take over the duties of the Secretary when he/ she is unavailable.

(b) Become an ex-officio for every Project Committee that has previously been decided upon.

5.5 TREASURER

The Treasurer has the responsibility relating to all financial matters as well as the Society's assets and properties. He/ She has to:

(a) Receive payment of membership fees as well as all fees of Society members.

(b) Deposit all the collection of money into the bank account as soon as possible( less than 48 hours) and cannot be used immediately to pay any expenditure.

(c) Issue cheques for Society expenditure of more than RM 100.00. All small expenditure can be done using petty cash and will be replaced from time to time with the approval of the Board.

(d) Sign all cheques and vouchers with the Chairperson.

(e) Present the Expenditure and Profits statements as well as the balanced account to the Auditor two (2) months before the Annual General Meeting is held.

(f) Become an ex-officio for every Project Committee that has previously been decided upon.

5.6 ASSISTANT TREASURER

The Assistant Treasurer has to:

(a) Take over the duties of the Treasurer when he/ she is unavailable.

(b) Become an ex-officio for every Project Committee that has previously been decided upon.

5.7 SPECIAL COMMITTEES

5.7.1 Responsibilities of members of the committee

5.7.1.1 EXCO for Studies and Academics

(a) Plan and hold activities that are academically beneficial.

(b) Expose and increase the self-awareness of members as well as others of the importance of health.

5.7.1.2 EXCO for Social and Community Welfare

(a) To instill awareness among the community of health issues.

(b) Hold community services for the benefit of each and every individual.

(c) Identify institutions and welfare bodies that gives help and support.

5.7.1.3 EXCO for Student Development

(a) Obtain opportunities to interact and communicate with other higher institutions of learning all over the world to expand and broaden knowledge and horizon.

(b) Provide counselling services as well as academic advice and help to ensure student/ member welfare.

5.7.1.4 EXCO for Research and Development(R&D)

(a) Conduct research for short term and long term in cooperation with UNIMAS and relevant bodies.

(b) Identify aspects of health that have to be improved.

6.1 BOARD MEETINGS

6.1.1 Board meetings are to be held at the least once in two (2) months.

6.1.2 The meeting is valid only with the attendance of two thirds (2/3) of the Board members or more as the meeting's quorum. Any decisions will be made by the members that are present.

6.2 ANNUAL GENERAL MEETING

6.2.1 The Annual General Meeting will be held once a year.

6.2.2 The Annual General Meeting have to be held before the end of the month of August every year. The date, time and place of the meeting shall be decided by the Board members.

6.2.3 The notice of the Annual General Meeting that contains the date, time and place of the meeting including the final financial statement has to be sent by the Society's Secretary to all members not less than fourteen (14) days before the Annual General Meeting.

6.2.4 The quorum for the Annual General Meeting is half (1/2) of the normal members of the Society or twice the number of Board members (11 x 2= 22), depending on whichever number that is less.

6.2.5 If the quorum is not enough after half an hour from the time that was scheduled for the meeting, the meeting then has to be postponed to a date that is not more than 30 days from that date. If the quorum is not enough after half an hour of the postponed meeting, therefore, the members that attend that meeting will have the power to conduct the meeting but cannot change the Constitution or make decisions that involve all members.

6.2.6 The Annual General Meeting's agenda should include:

(a) Acceptance and approval of the previous Annual General Meeting.

(b) Acceptance and approval of the Yearly Report and Yearly Financial Statement that has been audited.

(c) Elect new Board members.

(d) Elect two (2) auditors that are not members of the Board.

(e) Evaluate and decide upon other matters or activities in the future or that will be held for the coming year.

6.2.7 Any enquiries that is brought up during the Annual General Meeting will be decided by votes of the members that are present. If there is a tie during voting, the Chairperson will have the final vote.

6.3 EXTRAORDINARY GENERAL MEETING

6.3.1 All Extraordinary General Meetings can be held:

(a) When deemed necessary.

(b) Based on written request by the minimum number of one fifth (1/5) of the total members that qualify to vote, with clear statement of their indications and reasons for having the meeting.

6.3.2 The Extraordinary General Meeting that is requested by members has to be held on a date that is thirty (30) days from the date of receival of the request letter.

6.3.3 The agenda and details of the meeting has to be distributed by the Society's Secretary to all members at least fourteen (14) days before the date set for the meeting.

6.3.4 The fact in 6.2.4 can be used for the quorum in the Extraordinary General Meeting with the condition that if the quorum is not enough after half an hour from the time scheduled for the meeting, then the Extraordinary General Meeting will be cancelled and Extraordinary General Meetings for the same reasons cannot be held in the future for less than six (6) months from the date of cancellation.

7.1 SOURCES OF FINANCE

7.1.1 Sources of finance for the Society must be from:

(a) membership fees

(b) donations/ prizes/ allocations

(c) returns from property as well as Society activities.

7.1.2 All the sources of finance have to be recorded in the Society's accounts through the Society's Treasurer.

7.2 WITHDRAWAL OF MONEY

7.2.1 All cheques or statements of cash withdrawal from the Society's account in the absence of the Chairperson will be done by electing from the Board another person to temporarily replace the Chairperson.

7.2.2 Cash withdrawal can be done with the Society's objectives in mind, but cannot be used to pay bail or fines for members that have been charged in Court.

7.2.3 Expenditure of RM 5000.00 or more at any one time cannot be paid if not approved by the Board. Any expenditure of RM 10000.00 or more in a month cannot be done without the approval of the General Assembly. Expenditure of less than RM 25.00 at a time can be approved by the Chairperson along with the Secretary and Treasurer.

8.1 Statement on Amendments made to the Constitution

(a) Any form of amendment to the Constitution can be done when necessary and must be endorsed by Board members as well as other members.

(b) A review of the Constitution will be done once in every three (3) years.