This is a triennial event that provides a special forum for the presentation and deliberation of scientific papers under a major theme that is both topical and significant for the countries of the region. Apart from this scholarly conference, the Congress also has a business meeting in which OSSREA’s general membership, under a scheme of proportional representation, deliberate and decide on various issues concerning OSSREA, its activities and future direction, as well as elect members of the Executive Secretary.
Below are points that govern the congress:
- The Congress shall be the highest decision making organ in all matters pertaining to the Organisation.
- The Congress shall meet every three years or at such other shorter or longer intervals as the Executive Committee may determine or as justifiably requested by at least two-thirds of national committees in the Organization’s Chapters. In all cases however, consideration shall be given to funding situation of the organization while planning for congress meetings.
The Congress shall perform its functions through the conduct of two separate proceedings, namely, the Conference and the Business Meeting.
The Conference shall be a forum for the exchange of ideas on a theme determined by the Executive Committee.
Policy decisions of the Organisation shall be made at the Business Meetings of the Congress.
The Business Meeting may be attended or observed by members who have received notice of the meeting, staff of OSSREA and other guests invited by the Executive Committee. Such participants or observers shall not have voting rights.
The record-keeping activity of the Congress shall be the responsibility of the Organisation’s Executive Director.
Each Chapter shall be represented in the Business Meeting by maximum of three (3) members consisting of the Liaison Officer plus two other members elected for the purpose by the general meeting of the National Chapter and representatives of institutional members elected for the purpose by their general meeting. The representatives of the Chapters and institutional members shall be the delegates of the Congress. Each Chapter shall have only one vote and the representative of institutional members shall also have only one vote. Associate members will attend by invitation in their individual capacity but shall not be treated as delegates and shall have no voting rights.
The quorum of such a Business Meeting shall be two-thirds of the registered delegates of the Congress. In case the organization is experiencing budget constraints a mini-congress shall be recommended by the Executive Committee at which each chapter shall be represented by only one person.
Each Chapter shall have one (1) vote irrespective of the number of the participants representing each Chapter in the Business Meeting of the Congress.
If a Liaison Officer is unable to attend the Congress he/she shall be represented by another national executive committee member. Information about representation shall be communicated to the Secretariat at least two weeks before the scheduled meeting of the Congress.
All decisions of the Business Meeting shall be passed by a simple majority vote.
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