(To take effect from October, 1988)
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(Constitution Revised October 13, 2017, May 28, 2019, September 2022)
With the increasing applications of ultrasound techniques in biological and medical research and practice, National and International Ultrasound Societies have been organized in various parts of the world to promote cooperative effort in these areas. In order to integrate this effort further and expand the cooperation on an international basis, a world federation of Affiliated Organizations was indicated. In accordance with this principle and with the decision of the constituent assembly meeting in Vienna, Austria, in June 1969, there is hereby organized an international non‐profit scientific organization which shall be a federation under the following Constitution.
The name of this organization shall be the World Federation for Ultrasound in Medicine and Biology, Inc. (WFUMB).
The headquarters of WFUMB shall be as designated by the Administrative Council.
The objectives of WFUMB shall be scientific, literary, and educational. Its aims shall be to encourage research in the field; to promote international cooperation in the field; and to disseminate scientific information. In pursuit of these aims, WFUMB may, in relation to its specific field of interest, engage in the following activities: sponsorship of meetings; publication of an official journal and other official documents including guidelines and position papers; cooperation with other societies and organizations in training and research projects; appointment of committees and commissions on special problems; and awarding of prizes and distinctions. It may promote the formation of national or regional societies or groups, the coordination of bibliographic and informational services and the improvement of standards in terminology, equipment, methods, training, clinical applications including quality of care and safety practices, and generally shall promote improved communication and understanding in the world community using ultrasound in medicine and biology.
WFUMB is an independent, voluntary, not for profit, medical federation of societies committed to the highest standards of governance, accountability, and responsibility. WFUMB implements fair and transparent decision-making, nomination, and election processes and commits itself to disclose and consider possible conflicts of interest in nominations, elections, and decisions. In the practical implementation of its objectives, WFUMB respects the diversity of its members including professional, national, ethnic, cultural and gender backgrounds.
4.1. WFUMB membership shall be composed of primarily Affiliated Organizations that have a major interest in the field of medical and biological ultrasound and whose objectives, ethical policy and scientific stature are in keeping with the aims of WFUMB. These organizations may be scientific societies or subgroups thereof or other regional or national bodies as specified in 4.2, 4.3.1 and 4.3.2 below. Individuals who are members of such Affiliated Organizations shall be known as Affiliates of WFUMB.
4.2. Organizations desiring affiliation must present evidence that they are carrying on one or more of the following activities in an area relevant to the use of ultrasound in medicine and biology: holding regular meetings; publishing a journal of good scientific standard; publishing guidelines; promoting education in ultrasound; maintaining study groups on particular topics. Such an organization must be on a non‐profit basis and maintain high ethical standards; and must have a constitution or other formal documentation of its organization and operation.
4.3.1. Wherever such an arrangement is practical, several such national groups shall jointly apply for affiliation as a federation based on geographical, linguistic or other common factors. In addition, individual societies that are now members will be encouraged to form regional federations. Normally, and except by a resolution of the General Assembly with respect to a particular situation, not more than one national or regional organization covering the same geographical area may become affiliated.
4.3.2. Not more than one international specialty organization may become affiliated for any specialty. Such a specialty organization must demonstrate broad representation within such a specialty.
4.4. Applications for affiliation to WFUMB must be made to WFUMB using procedures specified in the bylaws. If an application is approved by the Administrative Council, it shall then be presented to the General Assembly for approval.
4.4.1. Membership of organizations approved for affiliation by the General Assembly shall be regarded as provisional for two years and confirmed in the absence of a claim for recognition by other societies seeking to represent the same country or region during this period. During this provisional period, the Affiliated Organization will have all the privileges and responsibilities of membership, subject to the payment of the membership fees. If a rival claim is made, this will be reported on by the Administrative Council, and affiliation shall then be decided by vote of the General Assembly.
4.5 Individual membership in WFUMB shall be through one class of membership: Honorary Life Members.
4.5.1 Individuals who have rendered uniquely valuable service to WFUMB may have bestowed upon them the title of Honorary Life Member. Affiliated Organizations may propose individuals with a current CV and supporting citation letter of recommendation to the Executive Board for consideration.
4.5.2 Subject to endorsement by the Administrative Council, nominations for Honorary Life Membership shall be presented to the General Assembly for ratification.
5.1. A register of Affiliated Organizations shall be kept by WFUMB. It shall include a listing of current executive officers. Affiliated Organizations are required to forward WFUMB official communications to their members by email and to post relevant information on their websites, unless a current census of membership is provided to WFUMB.
5.2. A register of Honorary Life Members shall be kept by WFUMB.
As a condition of membership, Affiliated Organizations shall agree to:
6.1. Publish or otherwise disseminate to all their members WFUMB calls for papers, news releases, conference notices and announcements.
6.2. Supply WFUMB and the editor-in-chief of WFUMB’s official journals with advance information on their own meetings and activities.
6.3. Notify WFUMB of changes in leadership, changes in membership numbers, and any substantive changes to their constitution and bylaws.
6.4 Affiliated Organizations shall select one General Assembly delegate to WFUMB.
6.5 Assign the Administrative Councillor with the task of liaison between WFUMB and affiliate organisation and to support him with all necessary information.
6.6 Pay annual per capita membership dues.
(a) The per capita membership dues will be determined by the Administrative Council.
(b) Annual dues from Affiliated Organizations are based upon 100% of the number of members in all the categories of membership of the organization, except the student category, for affiliation.
(c) Membership fees are invoiced in January by WFUMB and are payable for membership of the year in which they are invoiced.
(d) Not later than 1 March of each calendar year, each Affiliated Organization shall send to WFUMB an annual dues payment based on the fee designated in 6.5.(a) and the number of members as designated in 6.5.(b), calculated on the basis of the members at 31 December of the prior year.
The following privileges and rights are granted to Affiliated Organizations by virtue of their affiliation:
7.1. Access to WFUMB resources.
7.2. Permission to indicate the affiliation on their stationery or elsewhere, consistent with the objectives of WFUMB.
7.3. Promotion of their activities on the WFUMB website and with links to the Affiliated Organizations’ websites
7.4. Representation on the General Assembly of WFUMB as provided by the Constitution.
7.5. Representation in WFUMB as provided by the Constitution.
7.6. Ability to offer their members reduced subscription rates to WFUMB’s journal.
7.7. Access to reduced rates for WFUMB publications and reduced registration fees at WFUMB congresses, where available.
7.8. Right to twice yearly online meetings with WFUMB officers to raise issues of concern and to attend a meeting with other Affiliated Organisations and their secretariats at a congress or online meeting.
7.9. Right to receive regular emailed updates on WFUMB activities.
7.10 Right to contribute to the ECHOES eNewsletter and WFUMB website with Federation activities.
Affiliation may be terminated in any of the following ways:
8.1. Should an Affiliated Organization wish to resign, it must give six months’ notice to WFUMB in writing. It shall be responsible for the annual membership dues for the effective year of resignation.
8.2. If the annual membership dues of an Affiliated Organization have not been paid on or before 1 March of that year, the Affiliated Organization will be suspended until dues payment has been received by WFUMB. If the membership dues in arrears have not been paid by 31 December of that year, the organization shall cease to be an Affiliated Organization as of that date, unless otherwise decided by resolution of the Administrative Council.
8.3. Before any action the Affiliated Organization has the right to make representations to the Administrative Council. Affiliated Organization may be suspended by the Administrative Council or expelled by the General Assembly, on the grounds that its conduct is detrimental to the honor or ethical principles and interests of WFUMB as set out in this Constitution and the Bylaws. It shall be responsible for the annual membership dues for the effective year of termination.
8.4. Officers and Committee members of the suspended or former Affiliated Organization shall no longer be eligible to participate in any official capacity and shall be required to demit their position(s). In the event of a situation where an Affiliated Organization is no longer a member only a unanimous vote by the Administrative Council and General Assembly shall confirm the legitimacy of an officer to continue without representing their Affiliated Organisation.
RESPONSIBILITIES OF THE GENERAL ASSEMBLY
9.1 The General Assembly is open to all Affiliates and composed of the voting delegates of the Affiliated Organizations. If the voting delegate is not the Administrative Councilor then the Affiliated Organization shall propose a nominee. If the Affiliated Organization has not indicated a nominee then the Administrative Councilor is deemed to be the voting delegate.
9.2 The principal functions of the General Assembly shall be to ratify:
9.2.1 WFUMB policy.
9.2.2 Election of the members of the Administrative Council.
9.2.3 Election of the officers of WFUMB and members of standing WFUMB Committees.
9.2.4 Receive and approve reports of the Administrative Council and make recommendations thereto.
9.2.5 Amendments of the Constitution of WFUMB.
9.3 Business of the General Assembly shall be carried out as specified in Articles 11 and 12.
SELECTION AND TENURE OF GENERAL ASSEMBLY DELEGATES
9.4 The certified number of votes of each Affiliated Organization shall be equal to its paid-up membership as certified by WFUMB.
9.4.1 In any membership year, which runs from 1 January to 31 December, paid-up membership of an Affiliated Organization shall be as specified in Article 6.5.
9.4.2 Each Affiliated Organization shall be represented in the General Assembly by one, or under the conditions of Article 10.5, more than one delegate, who shall have authority to cast votes amounting to the certified number of votes for the Affiliated Organization.
9.4.3 The name of its delegate(s), and that of not more than one alternative for each delegate, shall be communicated by electronic means to WFUMB immediately on appointment by the Affiliated Organization but at least 10 days in advance of the General Assembly meeting.
9.4.4 An Affiliated Organization may be represented by more than one delegate. In such a case, the split of votes available to each delegate shall be specified in advance by the Affiliated Organization to WFUMB.
9.4.5 Delegates shall be chosen only from those categories of membership in the Affiliated Organization which have been chosen for affiliation with WFUMB.
9.4.6 The WFUMB President may invite the Complaints Committee to examine and approve the credentials of delegates to the General Assembly.
10.1 The General Assembly shall meet at the time of the scientific congress of WFUMB. If deemed necessary by the Executive Board, the General Assembly shall meet virtually, having been advertised as an open meeting on the website and notified to the Affiliated Organisations.
10.2 Affiliates may attend a General Assembly meeting and participate in the discussion. Only voting delegates may vote. Vote may be by show of hands indicative of voting rights except on questions of constitutional amendments (two-thirds majority required under Article 15) or selection of officers where a written ballot is required (simple majority under Article 13.3.6). Certified election platforms may be used for meetings.
10.3 An extraordinary General Assembly meeting shall be called by the Executive Board at other times either on petition of two or more Affiliated Organizations which hold among them at least 10% of the voting rights of WFUMB, or, if the Executive Board believes it necessary for consideration of important issues.
10.4 The agenda of the General Assembly meeting shall be circulated to Affiliated Organizations at least 10 days and not more than 30 days in advance of the Assembly Meeting. It shall include at least:
10.4.1 Reports from President, Secretary and Treasurer
10.4.2 Counting of election ballots for officers
10.4.3 Election of the Administrative Councilors
10.4.4 Approval of the co-opted Administrative Councilors
10.4.5 Presentation of annual independently audited accounts for approval
10.4.6 Any old or new business presented by the Administrative Council
10.4.7 Any proposed amendments to the Constitution
10.4.8 Discussion of matters of general interest presented by any delegate.
10.4.9 New business
10.5 The President of WFUMB shall preside over the General Assembly meeting. In the absence of the President, the meeting shall be presided over by the Vice‐President 1.
10.6 The next President shall be installed at the end of the regular General Assembly meeting at which he/she was President‐Elect.
10.7 The Secretary, or their designee, shall keep minutes of each meeting of the General Assembly, which shall, after confirmation by the presiding officer, be kept by WFUMB. Copies of the minutes shall be sent to all Affiliated Organizations and available on the WFUMB website.
10.8 A quorum shall consist of voting delegates who, among them, represent the voting rights of at least 50% of the full Affiliated Organizations membership. A simple majority shall be sufficient to carry a decision except as defined in Article 15.3.
10.9 Lacking a quorum, all business transacted must be ratified as specified in Article 12.
In the intervals between meetings of the General Assembly and subject to resolutions of the Administrative Council, items of WFUMB business may be submitted to the General Assembly for voting. This procedure shall be as follows:
11.1 WFUMB shall prepare an appropriate ballot form and send, by electronic means, a copy to each Affiliated Organization.
11.2 Replies should be communicated in writing, by electronic means to WFUMB within 30 full days from the date of communication.
12.1 The day-to-day affairs of WFUMB shall be administered by the Executive Board and the Administrative Council shall determine WFUMB policy matters to ratified by the General Assembly.
The Administrative Council shall consist of the following voting members:
Officers of the Executive Board:
- Vice‐President 1
- Vice‐President 2
- Immediate Past President
Representatives of Affiliated Organizations as described in Article 13.
The following are non-voting members:
- Editor in Chief, WFUMB journal
- Editor in Chief, WFUMB Open Access Journal
- Up to 3 Co‐opted Councilors
12.2 Each Affiliated Organization shall be entitled to nominate a Councilor to serve on the Administrative Council. It is recommended that the Federation Administrative Councilor nominee should have held some administrative position within their Society. Nominations should include a brief curriculum vitae of the candidate, a declaration of possible conflicts of interests, and a letter of support of the Affiliate Organization.
12.3 In the year prior to elections the Affiliated Organizations shall be invited to propose the incoming nominee, if appropriate, to shadow the current Councilor. The nominee shall have no vote.
12.4 The election of officers and committee members shall be carried out as follows:
12.5 Affiliated Organizations shall be invited by the Executive Board to submit candidates for positions on the Executive Board and Committees. Self-referral is not permitted. Nominations should include a brief curriculum vitae of the candidate, a declaration of possible conflicts of interests, a statement of purpose of the candidate indicating substantive objectives and programmes for the desired position, and a letter of support of the Affiliate Organization describing the candidates’ qualifications for an executive or committee position.
12.5.1 Candidates shall be only from those categories of membership in the Affiliated Organization which have chosen affiliation with WFUMB.
12.5.2 Nominations for the officers and committee chairs and members of WFUMB shall be presented to the Administrative Council at the time of an Administrative Council meeting prior to the WFUMB congress. The Administrative Council may select no more than 2 Executive Board officer nominations from one Affiliated Organization. Whenever possible more than one candidate should be proposed for an officer position. All Affiliated organizations shall be represented in the Executive Board. Nominations for committees shall ensure fair representation of all affiliated organizations and consider membership diversity and gender equity.
12.5.3 The Administrative Council, after examination of nominations may disqualify any nominee if there are substantial reasons to do so (e.g. if the nominee is not a fit and proper person for the role or if there is a potential conflict of interests). The rejection of a candidate must be substantiated to the affiliate Organization, and the Affiliate Organization must be requested to nominate an alternative candidate. The nominations must be communicated to all Affiliated Organizations at least 60 days before a meeting of the General Assembly.
12.5.4 WFUMB shall prepare a ballot, including a write-in option, of all nominees for each office. The ballot shall be presented by the Administrative Council by electronic means to all Affiliated Organizations at least 30 days before a meeting of the General Assembly.
12.5.6 Ballots from voting delegates should be returned to WFUMB at least 7 days before the meeting of the General Assembly unless an electronic ballot is held.
12.5.7 Election to each office shall be decided by a simple majority of the voting rights of all such ballots received.
12.6 Each officer and elected member of the Administrative Council shall hold office as follows:
12.6.1 A term of office shall be from the end of the session of the General Assembly which elected him or her until the end of the subsequent session of the General Assembly or until his or her successor takes office except as specified in Article 13.4.4.
12.6.2 Councilors shall be eligible for two successive terms renewable for one further two-year term if the individual Affiliated Organisation deems it appropriate. Councilors appointed to fulfil an unexpired term as specified in Article 13.5 are eligible for two full terms of office following their interim appointment.
12.6.3 The maximum number of consecutive terms for office bearers shall be as follows:
188.8.131.52 The President-Elect shall be elected to serve a two-year term only. At the end of this period the President-Elect shall be appointed President for a subsequent two-year term and then serve as Past President for a further two-year term. The President-Elect may not be re-elected to this or any other office.
184.108.40.206 The Vice President 1 and Vice President 2 are each eligible to serve one two-year term only, after which they are only eligible for one other officer nomination.
220.127.116.11 The Treasurer and Secretary are each eligible to serve one two-year term after which they are eligible for one other officer nomination.
18.104.22.168 Chairs and members of WFUMB committees shall be eligible for a maximum of two successive two-year terms, after which they are eligible for nomination to another position.
22.214.171.124 Co-opted Administrative Councilors shall stand for a maximum of two terms only and who shall stand down if a simple majority of the Executive Board should so request. The President shall consider co-opting councillors to provide expertise or specialties not covered by the elected Councilors.
126.96.36.199 In the event no meeting of the General Assembly is held within two calendar years, the President shall proceed with an election under Article 13.3 of the Constitution.
12.7 In the event of the death or resignation of an Executive Board Officer during their term of office, their Affiliated Organisation shall nominate an interim replacement until the next session of the General Assembly.
12.8 In the event of the death or resignation of an Administrative Councilor during their term of office, their Affiliated Organization shall appoint a replacement until the next session of the General Assembly.
12.9 The Constitution Committee shall prepare a set of bylaws specifying the principal administrative procedures of WFUMB, including the formation of ad hoc committees and working groups. WFUMB shall ensure that copies of such bylaws and of any updates or amendments are available on the website and on request electronically to Affiliated Organizations
12.10 The operation of the Administrative Council is under the provisions of this Constitution and of the Bylaws.
12.11 The Administrative Council shall perform the functions of a Board of Directors according to applicable
13.1. In order to achieve the objectives of WFUMB according to this constitution, standing committees are established in support of the Executive Board. In addition, ad hoc committees and working groups may be appointed for specific tasks and to prepare decisions on current issues.
13.2. Obligatory standing committees of WFUMB shall be:
– Congress Committee
– Education Committee
– Constitution Committee
– Collaboration Committee
– Publications Committee
– Safety Committee
– Complaints Committee
– Investment Advisory Committee
– Nominations Committee
13.3 The duties and functioning of standing committees are governed by bylaws. All chairs and members of standing committees with the exception of the ex-officio members have a two-year term and may be eligible for a further two-years terms in this particular position. Each committee may co-opt a maximum of two individuals, subject to the approval of the Executive Board. The criteria should be that specific expertise is required for the effective running of the committee. The co-opted members shall have equal rights as the elected members of the committee. Their term will end at the time of re-election of the committee and they shall not be re-eligible for co-option but may join as an elected member if nominated by their Affiliated Organization.
13.4 The Complaints Committee shall be composed of four recent Past Presidents and the President-elect as chair.
13.5. The members of the standing Committees except for the chair of the Complaints Committee are elected by the General Assembly on the proposal of the Administrative Council.
13.6. The establishment of ad hoc committees and working groups, the assignment of tasks and the appointment of chairs and members is done by the Executive Board, but requires confirmation by the AC.
14.1 Amendments to this Constitution may be initiated by:
(a) Recommendation of the Administrative Council, or
(b) Petition of any Affiliated Organization to the Administrative Council.
14.2 Proposed amendments to the Constitution shall be delivered to Affiliated Organizations at least 30 days before an officially
convened session of a General Assembly at which voting is to take place, and acceptance shall require a two‐thirds majority of the certified voting rights cast. If, however, less than two‐thirds of the total certified voting rights of WFUMB is represented at the meeting, the matter shall be put to an electronic ballot of the entire General Assembly as described in Article 12.
14.3 Proposed amendments to the bylaws shall require a two‐thirds majority of the Administrative Council, at a scheduled meeting or as described in Article 12 for their adoption.
The Executive Board. shall be the representative of WFUMB in dealings with other international organizations. WFUMB shall present for Administrative Council approval arrangements for cooperation with other organizations having mutual or parallel interests.
Members of the Administrative Council and affiliates of WFUMB shall incur no personal liability in respect to commitments of WFUMB. Membership of any category in WFUMB shall commit individuals to no more than payment of their annual subscription.
17.1. A decision to dissolve WFUMB shall be taken at a meeting of the General Assembly and shall require a two‐thirds majority of the certified votes cast. A Liquidator shall be appointed by the General Assembly.
17.2. Failing the appointment of a Liquidator, liquidation shall be carried out by the Administrative Council then in office acting as a Panel of Liquidators. Any assets from the liquidation shall be distributed to such non‐profit organizations of like aims as the Liquidators shall decide, consistent with the certificate of incorporation of WFUMB.
WFUMB shall be empowered to accept gifts, donations, grants and other funds within applicable laws.
WFUMB shall be empowered to publish or to enter into agreement with others to publish such journals and other publications as may be authorized by the General Assembly.
The working language of WFUMB shall be English: however, a wider selection of official languages shall be encouraged for international scientific meetings wherever this is economically feasible.
The expenses of the delegates attending meetings of the General Assembly shall not be a charge on the funds of WFUMB.
As WFUMB is incorporated in the State of New York, USA, it is not intended that this Constitution supersede the laws of that State, and wherever inconsistent, New York State law shall govern.
( Revised and Reissued January 19 2017 )
Application must be made to the Federation through its Secretary by an authorized officer representing the organization. The form of application shall include the following information:
(a) adequate identifying information, (b) copies of constitution and By-Laws (up-to-date) or satisfactory official documentation in lieu of these, (c) names of current executive officers and the address of the Secretary, and (d) census of membership, with or without individual names.
The Secretary shall bill Affiliated Organizations for their subscription where the billing will be to the designated representative.
On receipt of complaint concerning the conduct of an Affiliated Organization, the Secretary shall submit it to the Affiliated Organization concerned for explanation. The complaint and the explanation shall be considered by the Administrative Council. If further action is required, the report shall be submitted to the General Assembly.
4.1. President. The President shall be the chief executive officer of the Federation; he or she shall preside at all meetings of the members and of the Administrative Council; he or she shall have the general management of the affairs of the Federation and shall see that all orders and resolutions of the Administrative Council are carried into effect.
4.2.1. Vice-President 1. During the absence or disability of the President, the Vice-President 1 shall have all the powers and functions of the President. The Vice-President 1 shall perform such other duties as the Administrative Council shall prescribe.
4.2.2. Vice-President 2. During the absence or disability of the Secretary or Treasurer, the Vice-President 2 shall replace the Secretary or Treasurer if there is a need to do so. 4.3. Treasurer.
4.3.1. The Treasurer shall have the care and custody of all the funds and securities of the Federation, and shall deposit said funds in the name of the Federation.
4.3.2. The funds of the Federation shall be deposited in bank accounts, or investments which guarantee preservation of the principal, including certificates of deposit, mortgage pool certificates and US Treasury bills with principal guaranteed.
4.3.3. The Treasurer shall, when duly authorized by the Administrative Council, sign and execute all contracts in the name of the Federation, when countersigned by the President.
4.3.4. The Treasurer shall sign all checks, drafts, notes, and orders for the payment of money, which have been authorized by the Administrative Council and included in the agreed budget. Specific authorization by the President or Secretary is required for any payment exceeding $5,000.
4.3.5. The Treasurer shall at all reasonable times exhibit the books and accounts to any Councilor or member of the Federation upon application at the office of the Federation during ordinary business hours.
4.3.6. The Treasurer shall maintain a Reserve Fund, containing a sum equal to the estimated cost of running the Federation for three years, and initially containing the sum of $270,000. These funds are not to be used for current expenditure without specific resolution of the Administrative Council.
4.3.7. The Treasurer shall, approximately 3 months before each General Assembly, have an audit of the accounts of the Federation made by a suitably qualified auditor appointed by the Administrative Council, and the auditor’s report examined by the Finance Committee, and shall present such auditor’s report and the Finance Committee report (in writing) to the General Assembly.
4.3.8. The Treasurer shall present to each Administrative Council meeting and each General Assembly a report setting forth in full the financial condition of the Federation.
4.4. Secretary. The Secretary shall keep the minutes of meetings of the Administrative Council and also the minutes of the General Assembly Meetings. He or she shall have the custody of the seal of the Federation and shall affix and attest the same to documents when duly authorized by the Administrative Council. He or she shall attend to the giving and serving of all notices of the Federation, and shall have charge of such books and papers as the Federation may direct; he or she shall attend to such correspondence as may be assigned to him or her, and perform all the duties incidental to his or her office. He or she shall keep a membership roll containing the names, alphabetically arranged, of all persons who are members of the Federation, showing their places of residence and the time when they became members.
4.5. Securities and Bonds. In case the Administrative Council shall so require, any officer or agent of the Federation shall execute to the Federation a bond in such sum and with such surety or sureties as the Administrative Council may direct, conditioned upon the faithful performances of his or her duties to the Federation and including responsibility for negligence and for the accounting for all property, funds or securities of the Federation which may come into his or her hands.
5.1. The Administrative Council shall be convened at intervals not greater than two years. The Secretary shall draw up the agenda.
5.2. A majority of members of the Administrative Council shall constitute a quorum.
5.3. Voting at Council Meetings shall be by show of hands, unless a secret ballot is requested, and a simple majority shall be sufficient to carry a decision.
5.4. The Secretary, or his or her designate, shall keep minutes of the proceedings of each Meeting of the Council. Copies shall be sent to all Members of the Council. The Secretary shall keep details of Membership.
5.5. The Treasurer shall keep financial accounts for each calendar year and produce accounts to be available, by 30 April in the following year, for review by the President or his or her designate. The Treasurer shall also prepare an annual budget and present this to the Administrative Council.
5.6. Immediately following each Meeting of the Administrative Council, or otherwise not later than 1 July in any calendar year when an Administrative Council Meeting is not to be held, the following material shall be circulated to all Affiliated Organizations and published in the Newsletter:
(a) a copy of the audited accounts of the Federation for the previous years;
(b) financial budgets, prepared by the Federation’s Treasurer, for the current and following calendar years; and
(c) a summary of the principal Resolutions and decisions made, and actions taken, by the Administrative Council and its officers during the period since the previous report.
5.7. Between scheduled meetings, Administrative Council business may be conducted by mail. A unanimous vote of the entire Council shall be required for passage. This is a requirement of New York State Law.
5.8. The Administrative Council shall invite a representative of each Affiliated Organization to attend its meetings as a non-voting observer and without cost to the Federation. It may also invite the officers of a future congress or representatives of the various committees which have been set up to attend its Meetings without the right to vote.
6.1. There shall be an Executive Bureau which shall consist of the following officers of the Federation: viz. President, Vice-President 1 & 2, President-Elect, Secretary and Treasurer.
6.2. The Executive Bureau is empowered to act on behalf of the Council on urgent non-policy matters and to disburse funds.
6.3. Under New York State Law the Executive Bureau is not empowered to do the following:
(a) The submission to members of any action requiring members’ approval.
(b) The filling of vacancies in the Administrative Council or in any committee.
(c) The fixing of compensation of the Councilors for serving on the Administrative Council or on any committee.
(d) The amendment or repeal of the By-Laws or the adoption of new By-Laws.
(e) The amendment or repeal of any resolution of the Administrative Council which by its terms shall not be so amendable or repealable.
Committee Chairpersons and Vice-Chairpersons of Committees are nominated by the President based on recommendations invited from the Federations and approved by the Administrative Council at the first meeting after each General Assembly. Members of Committees are nominated by their Chairpersons, and approved by the Executive Bureau for the two-year term renewable for a further two terms. The expenditure of Committees is the responsibility of the Chairperson, within a budget allocated by the Administrative Council. Virtual meetings should be incorporated as an alternative to physical meetings where-ever possible.
7.1. Committee on Education for Medical Ultrasound
7.1.1. To collect and record information on matters related to education in medical ultrasonics in countries of Affiliated Organizations.
7.1.2. To promote and facilitate collaboration on education between Affiliated Organizations.
7.1.3. To represent the Federation in liaison with relevant international organizations.
7.1.4. To advise the Administrative Council on further specific action which it may deem desirable at any time for the Federation to undertake.
7.2. Publications Committee
7.2.1. To review the requirement for the Federation to publish reports, books, specifications, standards, and the like, and to make appropriate arrangements for such publications.
7.2.2. In consultation with members of the Editorial Board of the official journal, to advise the Administrative Council on matters concerned with the publication of the official journal of the Federation, including the appointment, reappointment and replacement of the Editor.
7.2.3 The WFUMB appointed Newsletter and Website Editor shall be an ex-officio member of the committee for the term of two years, renewable for a further two-year terms.
7.2.4 The WFUMB appointed Archivist shall be an ex-officio member of the committee for the term of two years, renewable for a further two-year terms.
7.3. Committee on Ultrasound Safety
7.3.1. To collect and record information on safety activities being undertaken by Affiliated Organizations and by other international bodies. To report on this to the Administrative Council periodically and, where appropriate, to promote the dissemination of such information to the general membership.
7.3.2. To promote and facilitate collaboration of safety matters between Affiliated Organizations.
7.3.3. To represent the Federation in liaison with relevant international organizations.
7.3.4. To advise the Administrative Council on further specific action which it may deem desirable at any time for the Federation to undertake.
7 4. Deleted March 2021
7.5. Collaboration Committee
7.5.1. To draft in conjunction with the education committee, guidelines for WFUMB co-sponsorship of scientific meetings and education programs for Council approval.
7.5.2. To examine applications for co-sponsorship and make recommendations to Council on applicant programs.
7.5.3. To stimulate and initiate collaboration with commercial and non-commercial organizations on mutual ultrasound educational projects to promote the use of ultrasound worldwide.
7.5.4 Endorsement statement should be used by the COEs and change the word “agrees” to “endorse” or “does not reflect the view of the organization.
7.6. Deleted March 2021
7.7. Deleted March 2021
7.8. Congress Committee
7.8.1 To review the previous Congress, including participation levels and scientific content (abstracts, sessions, etc)
7.8.2 To make an analysis of the next proposed venue for future meeting
7.8.3 To make an evaluation of the location of the future meeting
7.8.4 To work with the local organisation Committee to enhance the quality of the future meeting
7.8.5 To report the findings to the Executive Bureau at the earliest opportunity.
7.9 Constitution Committee
7.9.1 To review the Constitution and bylaws by specific request of the Executive Bureau and/or Administrative Council or any affiliated organisation to the AC
7.9.2 To continually review the Constitution with respect to developments regarding the Federation and scientific congresses
7.9.3 To propose recommended changes for approval of the Administrative Council giving the appropriate notice to Affiliated Organizations of at least 60 days before an officially convened session of a General Assembly (as required in the Constitution in article 15.2)
7.9.4 To continually review all committees’ composition and terms of reference and update as necessary
7.10 Complaints Committee
The Complaints Committee shall be composed of a Past President from each of the member Federations and the President Elect for a two-year term. If there is not equal representation from each Federation the Administrative Councilor of the unrepresented Federation shall fulfil this role. Re-nomination for a further two-year term is possible. The selection of the past Presidents will be the task of the Nominations Committee.
They shall be responsible to ensure that complaints are dealt with effectively in accordance with the procedures set out for the implementation of this policy.
In doing so, the Committee shall adhere to the following principles:
- Any Affiliated Organization may raise a current complaint on behalf of their organization or affiliate members via email to the Administrative Office for consideration by the Committee
- Take complaints seriously considering the reasons the complainant feels aggrieved, unhappy or dissatisfied
- All complaints shall be treated with complete confidentiality
- Consider any reported perceived or actual conflicts of interest of any officer in WFUMB within six weeks of it being reported to the Committee
- Investigate the facts and surrounding circumstances, and demonstrate that this been done thoroughly and sensitively
- Actively look for a solution that will satisfy the complainant, where practical, without causing disproportionate difficulty for the organization or the complainant’s colleagues
- Provide feedback to WFUMB Executive Board about what can, and cannot be done to resolve the problem
- If the subject of a complaint involves a member of the Complaints Committee they shall recuse themselves. In extreme cases an external review may be undertaken
- Take necessary follow-up action to ensure, wherever possible, that the complaint is resolved to the satisfaction of all parties.
7.11 Nominations Committee
7.11.1 The Nominations Committee shall be formed of the President elect, the President, the Secretary and the Affiliated Organizations’ elected representatives, the Administrative Councilors.
7.11.2 The Chair of the Committee shall be the President Elect.
7.11.3 The Committee shall consider nominees for executive positions and standing committee members from the Affiliated Organizations Consideration of nominations shall include qualification and experience of nominees and possible conflicts of interest, fair representation of Affiliated Organizations, diversity and gender equity. Whenever possible Affiliated Organizations may propose more than one candidate for a position, and all Affiliated Organizations shall be represented in the Executive Board. No more than 2 officer nominations shall be accepted from one Affiliated Organization for positions within the Executive Board. Self referral is not permitted. The Nominations committee is required to monitor recruitment closely in order to maintain continuity but also to provide opportunities presented by new members.
7.11.4. An election proposal shall be presented and substantiated to the Administrative Council at a meeting of the AC prior to the WFUMB Congress to assist in decision-making.
7.11.5 The Committee after completing the recruitment process, is responsible for the induction of the new members, informing them about WFUMB’s strategy, goals, culture, and management. This is necessary for ensuring that the members are properly equipped for their roles within the organisation.
7.11.6 The Nominations Committee shall be responsible for an annual assessment of the board’s competence in achieving its objectives and alignment with the overall strategy.
7.12 Investment Advisory Committee
Purpose and objectives:
This purpose of this document is to set out the responsibilities and functions of the Investment Advisory Committee. The object of the Terms of Reference is to ensure the efficient operations of the Investment Advisory Committee.
The Committee has no executive powers but makes considered recommendations to WFUMB. In carrying out its responsibilities, the Committee must at all times recognise that primary responsibility for management of WFUMB rests with the Executive Board and the Administrative Council.
The Committee shall review the Terms of Reference annually at its first meeting of the year and will report any recommended changes to the next scheduled meeting of the Administrative Council.
The Investment Advisory Committee shall be composed of the President Elect, the Treasurer, the Secretary and up to two Administrative Councilors with experience and knowledge in investment sectors, each for a two-year term. Re-nomination is limited to a further two-year term The selection of the Administrative Councilors will be the task of the Nominations Committee. The WFUMB accountant will be invited to attend the Committee meetings.
The Committee shall meet as a minimum, once per year, or more regularly by agreement of a quorum of Committee members. A quorum for the Committee requires as a minimum the attendance of three members.
Notice of meetings shall be given to all committee members, and papers circulated in advance. Meetings may be held in person, by telephone or virtually.
The investment committee will table minutes of its proceedings and recommendations to the Executive Board on a routine basis.
Roles and responsibilities:
The Committee shall:
- Provide advice and/or make recommendations to the Administrative Council on:
- The structure and strategy of WFUMB’s investment portfolio in compliance with all regulatory provisions and investment governance issues
- The structure and strategy in compliance with all regulatory provisions
- Potential amendments in relation to the annual review of WFUMB’s Investment Policy and acceptable risk and responsible investment principles and practices
- Rates applied for investment returns and fees and charges (full or partial cost recovery) for the annual budget process
- Review of the financial performance of WFUMB’s investments including maximising earnings from authorised investments and ensure the security of WFUMB’s funds
- Review the appropriateness of investment strategies used to support the Fund’s investments
- Review whether investment performance and investment risk levels appropriately reflect the chosen investment strategies
- Make recommendations to the Executive Board and Administrative Council if a review of an investment manager is required.
- Monitor the long-term performance of the investment portfolio against the investment objective, ensuring compliance with the written investment policy. Establish appropriate performance benchmarks for the investment managers and monitor and evaluate performance over relevant time horizons.
- Recommend to the Board the appointment or termination of investment consultants where appropriate. Agree the terms of the appointment of investment consultants or managers; including level of portfolio management discretion, custody and dealing arrangements, and fees.
The committee will evaluate its own performance, collectively and individually, on a regular basis. Key objectives for the committee will be agreed and if necessary, the terms of reference will be updated, with approval from the Administrative Council.
7.13 WFUMB Centres of Education Bylaw
Purpose and objectives:
The World Federation for Ultrasound in Medicine and Biology (WFUMB) aims to establish WFUMB Centers of Education (CoE) in countries worldwide where there is a need to meet the increasing demand for education and training in ultrasound and to assist with improving patient care.
The Center of Education Task Force Group (TFG) of the Education Committee has a remit to consider representations from Affiliated Federations for Centres but with only one center in any one country unless the country size and population indicates otherwise. There is a limited budget for a maximum of two site visits per year. The TFG has no executive powers but makes considered recommendations. In carrying out its responsibilities, the Committee must at all times recognise that primary responsibility for management of WFUMB rests with the Executive Board (ExB) and the Administrative Council (AC).
The CoE TFG of shall be composed of representatives from each Federation, one of whom is the nominated Chair, all with an interest in education, each for a two-year term. Re-nomination is limited to a further two-year term. Up to two members may be co-opted, if the TFG agrees this is necessary and subject to the approval by the ExB, for a two-year term but with no more than two representatives from one Federation.
The CoE TFG shall meet as a minimum, once per year, or more regularly by agreement of a quorum of TFG members. A quorum for the TFG requires as a minimum the attendance of three members. Any major decisions shall be put before the whole committee for a recommendation to the ExB.
Notice of meetings shall be given to all committee members, and papers circulated in advance. Meetings may be held in person or electronically. The TFG will table minutes of its proceedings and recommendations to the ExB after each meeting.
Roles and responsibilities of the CoE TFG:
- Provide advice and/or make recommendations to the ExB and AC on:
- The proposed sites prioritised and under investigation for a Centre
- Annual priority setting in terms of readiness and need for development of Centres
- Review of catchment population and number of clinicians wanting training in ultrasound
- The TFG recommendation of a regional director to undertake the site visit
- The local contact under consideration as a centre director and co-director
- Advise if WFUMB partners are also operating in the locality under consideration
- To determine the status of the national ultrasound society
- To ensure there is paid membership of the Affiliated Federation
- Criteria for establishment of a Center of Education:
- Gap in clinical provision and gap in clinician’s expertise and sufficient number of potential clinicians (e.g. radiologists, internal medicine and sonographers) in the catchment area willing to attend courses and expanding their role in delivery of ultrasound services
- Presence of suitable centre director and co-director
- A sufficient number of trainers from within the region to enable 2 – 3 courses per year to be run with and without WFUMB lecturer support
- Access to sufficient ultrasound machines and space to enable hands-on training
- If necessary contacts with local ultrasound industry representatives to loan machines for larger courses
- Agreement to report on activities on an annual basis
- Presence of a national ultrasound society or ultrasound division of a radiological society
In addition to the annual report submitted by the Course Director, details of the number of courses, participants, faculty and topics covered plus a brief financial report showing income and expenditure shall be provided.
The WFUMB visiting lecturers shall provide feedback on the courses attended using the evaluation form.
Each course is obliged to obtain participant feed-back summarised for WFUMB. If pre and post course tests are undertaken these shall be summarised and reported to the CoE TFG.
All reports will be examined by the CoE TFG to determine whether the quality of education and value for money is met. Their conclusions will be referred to the ExB whether to continue funding and CoE status.
Failure to provide the annual report by the end of January may lead to suspension, with a final decision taken after consideration of the facts by the ExB whether to disband the CoE.
All dependent CoEs (those less than 7 years from the date of inauguration, unless extended by the Administrative Council in exceptional circumstances) are entitled to submit an application form for reimbursement detailing the expenses incurred in connection with courses and supported by receipts. The annual amount available is determined from time to time by the Administrative Council. Please note that WFUMB does not reimburse honorarium. Any reimbursement forms must be submitted in the year the expense is incurred.
8.1. Six years before a particular congress, the Administrative Council shall invite one or more potential host organizations to submit proposals for the organization of that congress. The Administrative Council may suggest certain special conditions at the time of signing the contract. All submitted applications to host the World Congress must be endorsed by the Affiliate Organization for the region.
8.2. Not more than 12 months later the relevant potential host organization(s) shall submit to the Administrative Council proposals giving information as far as it is practicable on the following:
8.2.1. whether the organization is registered as a “not-for-profit” organization,
8.2.2. the choice of congress sites under consideration, together with date(s),
8.2.3. the state of government regulations that might prevent or impose special conditions on attendance by any Federation Affiliate member,
8.2.4. the state of government regulations that might discriminate against any manufacturer in participating in an associated commercial exhibition,
8.2.5. the estimated requirements for financing the congress and exhibition, including an indication of the amount and scheduling of funds or guarantees that would be sought from the Federation (including non-host organization Affiliated Organizations),
8.2.6. proposals for allocation of any surplus from the congress and exhibition, including a statement of the impact on this of local tax and currency exchange laws (such a statement to be based on expert professional advice),
8.2.7. details on related meetings held within six months of proposed dates, e.g. ICR, RSNA, AIUM, European Federation. Details of meetings being held by the host organization as proposed, for the following and previous years.
8.2.8. a statement of support from the relevant Regional Organization member of WFUMB (preference will be given to bids with such support),
8.2.9. a statement concerning the intentions for publication of the Congress Abstracts Book (it is a WFUMB policy that the abstracts book be published as a Supplement to its Journal, Ultrasound in Medicine and Biology, where practicable).
8.3. Four years before the congress the Administrative Council shall formally select a host organization, on the basis of the above proposals and any supplementary information, which will then be authorized to commit major funds (e.g. in site booking) and to take up advances from the Federation for this purpose. At this time the Administrative Council may indicate preference for particular sites (particularly as it may affect style of the congress and overall cost of attendance) but the host organization may need to be given ultimate discretion to choose in the light of local circumstances. At this time also a congress organizing committee shall be formally established with agreed arrangements for representation by and communication with the Administrative Council.
8.4. Two years before the congress, the following actions shall be taken:
8.4.1. The host organization shall report to the Administrative Council on its choice of site and provide an organization timetable, including firm reservation dates, budget outline including details of front money and cash flow plan (at current costs), anticipated revenue and surplus (if any). This shall include estimated attendance, proposed registration fee and exhibition charges, and shall also indicate currently available scales of hotel charges. The number of hotel rooms reserved, space estimated and facilities for the Meeting shall also be reported.
8.4.2. At the same time the Administrative Council and host organization together shall formulate a scientific program policy. This shall cover: choice of particular topics to be emphasized, balance of contributed papers, invited reviews, posters, scientific exhibits, and arrangements for selecting/rejecting contributions.
8.4.3. The Administrative Council and the host organization shall also then initiate joint plans for any publications (including abstract booklet) to result from the congress. At least to the extent that they may provide continuity between congresses, the Federation requirements here must be accepted. Expenses/surplus of publications and proceedings is considered a part of the congress. The form of publications and proceedings shall require the approval of the WFUMB administrative council.
8.5. A joint Meeting of the Administrative Council and host organization shall, if possible, be held at a time between one and two years before the congress, in order to agree to the detailed plans and figures resulting from Item 8.4.1. Preparatory to the Meeting, the host organization shall have submitted to the Administrative Council drafts of the registration, “Call for Abstracts” and exhibition space requisition documents which it intends to distribute. In support of this, a revised budget and cash flow plan shall be submitted to the Administrative Council by the host organization.
8.6. Publicity for the congress shall be coordinated with the host organization (including announcements and letterheads) and shall clearly indicate that it is under the auspices of the Federation. The host organization shall make use of the title “WFUMB ’82,” “WFUMB 2000,” and the like, as well as the WFUMB logo.
8.7. Timely reports at regular intervals (and/or at the request for Administrative Council) shall be provided by the host organization to the Administrative Council on the progress of preparations for the meeting including financial status and problems encountered.
8.8. Policy of the Federation on features at commercial exhibits shall be adhered to.
8.9. The President of the Federation in the period immediately prior to the congress shall be “President of the Congress.”
8.10. Attendance at the congress and active participation in its scientific sessions shall be open to anyone with a bona fide interest in the subject. A commercial exhibition is to be open to all attendees and any information displayed may be viewed freely. Photography of exhibits is to be at the discretion of the exhibitors.
8.11. Division of Meeting Surplus Revenue: Due to specific organizational variances, the WFUMB may negotiate an alternate agreement with the host society. This activity will take place by the time the contract is awarded.
8.12. If the Federation Congress is held at the same time as the normally scheduled meeting of the host organization, there shall be established a minimum level of surplus to be guaranteed to the host organization.
8.12.1. The guaranteed minimum surplus shall be determined in the following manner:
(a) Averaging the surplus of the host organization’s annual meeting over the four year period prior to the joint conference, (b) Averaging the paid attendance (includes member/non-member, resident/non-resident of host organization/ country) at the host organization’s annual meeting over the four year period prior to the joint conference, (c) Averaging the number of commercial exhibit booth spaces at the host organization’s annual meeting over the four year period prior to the joint conference.
8.12.2. This information is to be used in the following way to determine the minimum guaranteed surplus to the host organization:
(a) If paid attendance and the number of commercial booth spaces at the joint conference are the same or more than the attendance and booth space average of the host organization’s annual meeting for the four year period prior to the joint conference, the minimum guaranteed surplus for the host organization will be as described in 8.12.la above. (b) If paid attendance and the number of commercial booth spaces at the joint conference are less than the attendance and booth space average of the host organization’s annual meeting for the four year period prior to the joint conference, there shall be a decrease in the level of the guaranteed surplus to the host organization to be determined in the following way:
A ratio of income derived from paid attendees and booth spaces attributed to the host organization at the joint conference income derived from average paid attendees and the average number of booth spaces for the host organization’s annual meetings for the five year period prior to the joint conference
8.13. Should the Congress suffer a loss, the distribution of this loss will be in proportion to the advance funds contributed, and the Federation’s maximum liability will be limited to its advance funds contribution.
9.1 The WFUMB Young Investigator’s Award is considered for work in the field of clinical and/or basic research. The award is available for an original paper (not published at the time of the Congress), presented at a WFUMB Congress or an online equivalent.
One or two prizes totalling 2,000 USD shall be awarded. The granting of any award(s) is at the absolute discretion of WFUMB. The judges may offer a prize to the best clinical and to the best technical presentation, where appropriate, and divide the prize money.
9.3.1 At least 6 months prior to each WFUMB Congress the Administrative Manager of WFUMB shall send a written invitation to the President of each Federation to nominate a member of their Federation to present a paper in the Young Investigator’s Award session of the Congress.
9.3.2 WFUMB shall make available up to 2,000 USD to support the candidates cost of economy travel and reasonable accommodation expenses, supported by receipts.
9.3.3 The selected candidates shall be offered free registration by the congress organisers.
9.3.4 Applicants must be under 40 years of age (at the opening date of the Congress) or no more than 5 years post residency. The applicants must be paid up members of their Federation and shall not have previously won the Young Investigator’s Award.
9.3.5 A copy of the abstract selected by the Federation shall be submitted to WFUMB which will be forwarded to the Congress organisers to be included committee within the Abstract Book.
9.3.6 All applications shall meet the deadline for the submission of abstracts for the Congress. This will give enough time for the abstracts to be circulated to the selected judges, established in advance of the Congress.
9.4.1 Judges shall be invited from among the WFUMB Committees to ensure a diverse range of specialties but with only one judge from any one country. No judge shall be appointed from the same institution as a presenter.
9.4.2 The papers will be presented during the special Young Investigator’s Session in accordance with the Bylaw.
9.4.3 The presentations shall be assessed by the judges in terms of clinical and scientific relevance, methodology, results, interpretation and presentation.
9.4.4 The judges shall mark each Young Investigator according to the provided score sheet and the prize shall be awarded to the abstract with the highest total. In the event of a tie, the judges shall reach a consensus by internal discussion in consultation with the chairs of the session.
9.5 AWARD PRESENTATION
9.5.1 The President of WFUMB (or his nominee) shall present the award(s) and certificate(s) at the Congress. The prize money shall be reviewed from time to time and submitted to the Administrative Council for approval.
9.5.2 The winning abstract will be published in the ECHOES newsletter, and all entrants will be encouraged to submit a full paper to Ultrasound in Medicine and Biology.