ESNR / About ESNR / Statutes and Organizational Rules / Organisational Rules
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I General Provisions

Art. 1 Delegation and Organisational Provisions

1 Authorised by the Statutes of ESNR, the Executive Committee may within these Organisational Rules:

a. delegate tasks to Committees; and

b. specify the organisation of the ESNR, and its committees.

Art. 2 Organisational Rules

1 The Organisational Rules shall be subject to the provisions of the Statutes.

2 The Executive Committee shall issue and approve the provisions of the Organisational Rules, including modifications thereof.

3 Modifications of the Organisational Rules shall be notified to the members of ESNR no later than within 10 days after the respective approval by the Executive Committee. The Organisational Rules in force shall be published on the ESNR website.

II Executive Committee

Art. 3 Conflicts of Interest

1 The members of the Executive Committee are required to issue a self-declaration form disclosing any relevant relationships on an annual basis.

2 The members of the Executive Committee and the other ESNR Committees shall avoid any actual or potential conflict of interest in connection with their activity for ESNR.

3 In case of a conflict of interest, the affected member of the Executive Committee or other ESNR Committees shall abstain from discussing or voting on the respective matter.

4 In the event of a disagreement on the existence of a conflict of interest, the respective Committee shall decide about the eligibility of the affected member to discuss and vote on the respective matter.

5 In the event of a permanent conflict of interest, making the serving in office of the affected officer impossible, the respective Committee shall be entitled to suspend the affected member's office and

a. in case of the Executive Committee: submit the matter to the General Assembly for a decision on the exclusion of the affected member from the office; or

b. in case of any other ESNR Committee: submit the matter to the Executive Committee for a decision on the exclusion of the affected member from the office.

6 Members of further ESNR Committees may be requested to disclose specific information about own relationships to the extent reasonably required in order to evaluate a potential conflict of interest by the respective Committee.

Art. 4 Organisation

1 Meetings of the Executive Committee are convened by the President or, in case of absence or impediment, by the Vice President as often as required due to ESNR’s business.

2 At least three Ordinary Meetings of the Executive Committee must be organized every year (one in winter, one in spring/summer, one during the Annual Scientific Meeting). Dates, location and venue will be decided by the ESNR President, considering that at least one meeting per year shall be organized at the location of the Central Office.

3 The President shall convene a meeting upon request by any Executive Committee member. The reasons for such request shall be stated in writing by the relevant Executive Committee member.

4 The Secretary General shall be responsible for all administrative issues related to the meetings, including invitations, voting, and production of meeting minutes.

5 Meetings of the Executive Committee may also be held by phone or video conference.

6 The minimum quorum of members that need to be present to hold a valid meeting needs to be 50% + 1.

7 During the meetings of the Executive Committee only members of the Executive Committee shall be present. However, the President may invite other individuals to the Executive Committee meetings for discussion on specific matters; these individuals shall not under any circumstance have the right to vote. The Executive Assistant of the ESNR will assist the meetings of the Executive Committee if the Executive Committee considers the attendance as required. Discussions during the meeting of the Executive Committee are to be kept confidential.

8 The sessions of the Executive Committee will follow the corresponding agenda.

9 The President of the ESNR will chair the meeting of the Executive Committee and can delegate this to the Secretary General.

10 The expenses related to the attendance of Executive Committee meetings will be adjusted to the required needs, and shall be reimbursed by ESNR upon presentation of receipts by the officers. The Central Office shall assist Executive Members and other invited individuals to find the better travel solutions. Refunds shall be issued by bank transfer. The principle of austerity and proper management of funds needs to be ensured and prevail.

11 The Secretary General will call the meetings of the Executive Committee via electronic mail by order of the President.

12 The notification for regular face-to-face meetings will be made at least one month in advance, requesting Executive Committee members to confirm their participation and communicating topics to be included in the agenda. These documents need to be sent at least two weeks before the meeting.

13 Agenda: the agenda for each meeting will be prepared by the Secretary General, based on the input from members of the Executive Committee and will be sent at least 10 days prior to the meeting together with the documentation required to be assessed, discussed and/or approved during the meeting.

Art. 5 Voting

1 Resolutions by the Executive Committee shall be adopted subject to the attendance of the simple majority of Executive Committee members.

2 The Executive Committee shall adopt resolutions as a collegiate body.

3 In the event that formal voting is required, resolutions shall be adopted with the simple majority of Executive Committee members present at the relevant meeting.

4 Resolutions to a specific proposal may also be adopted by written circular resolution, including e-mails, provided no Executive Committee member requests an oral discussion.

5 The President shall have the casting vote in the event of a tie vote.

6 Voting has to be anonymously if related to persons or upon request of at least one single member.

7 No items can be agreed on and no voting of any topic can be done that is not part of the agenda.

Art. 6 Minutes

1 Each session will have minutes of meeting, which includes: the list of the persons present and apologies, place and date of the meeting, agenda, main discussions, way and results of voting and decisions. In addition, documents reviewed will be mentioned and referenced, as well as archived together with the respective minutes of meeting.

2 The minutes will be finalized and circulated among the members of the Executive Committee within 15 days of the meeting and subject to formal approval in the following Executive Committee meeting. Executive members will assess the minutes of meeting and propose comments or amendments. These will be circulated among the members of the Executive Committee prior to the following meeting.

3 The Secretary General has the ultimate responsibility of the revision of the minutes of meeting to be approved. The Central Office can support the Secretary General upon his/her request.

4 Minutes of meeting that are approved need to be signed by the President and the Secretary General and be archived together with the appendices at Central Office, both in paper and in electronic version (PDF).

Art. 7 Contracts and Agreements

1 All contracts and agreements established by ESNR, including any further modifications, with individuals and organizations must be approved by the Executive Committee.

Art. 8 Signatory rights

1 Signatory rights will be included in the trade register and shall be granted to Secretary General, Treasurer and President and the legal advisor. All signatures shall be collective at two. The trade register must be updated immediately after the publication of the votes during the General Assembly to reflect the appointed officers soonest in the trade register.

Art. 9 Endorsement policy

1 Courses and Congresses:

a. ESNR will endorse courses or congresses other than those organized by ESNR if they follow the ESNR Endorsement criteria for courses and congresses and are approved by the Executive Committee.

2 Articles:

a. Articles with clear recommendations/statements of opinion (not research or review papers) are eligible for endorsement (after being accepted in the selected journal).

b. The criteria for endorsement must consider: relevance of topic to the ESNR, track record of authors, representation (leaders in the field), appropriateness of journal for designated audience, in line with ESNR policy/views.

c. Assessors for endorsement: Appropriate Subcommittee (or expert ad hoc committee suggested by Subcommittee).

d. Decision: ESNR Executive Committee, advised by the appropriate Subcommittee.

III Central Office

Art. 10 Location

1 The location of the Central Office shall be defined by resolution of the Executive Committee and published on the ESNR website.

2 Relocation of the Central Office shall be notified to the members of ESNR.

Art. 11 Organisation and Purpose

1 The Central Office (CO) will be directed by the ESNR President, and organized and supervised by the Secretary General and Treasurer. These three officers form the CO management board (MB) and all of them must be involved in all communications with CO.

2 The Executive Committee meeting held at the location of the CO will be preceded by a meeting of the CO MB and the CO, providing the possibility for individual meetings with CO staff as well. Further meetings with the CO MB shall be handled upon demand by virtual meetings.

3 The CO is divided in two branches:

– Administration branch: mainly handling internal and membership matters.

–Meetings branch: mainly handling event organization, such as selection of venue, contract negotiations and organization of logistical matters, including annual meetings, ECNR courses as well as Advanced Courses of Higher Qualification.

4 All events of the ESNR need to be organized by the CO and no third party PCO shall be assigned, except specifically required and approved by the Executive Committee.

5 According to the instructions of the ESNR President, Secretary General and Treasurer, all administrative and financial tasks of the Association shall be executed through the CO.

6 The CO shall constitute the main postal address of ESNR and point of entry for any correspondence and forms submitted through the ESNR website.

7 The ESNR President, Secretary General and Treasurer may call auxiliary persons in order to perform the administrative and financial tasks as reasonably required, subject to the approval by the Executive Committee.

8 All Contracts and working conditions of CO staff should be prepared by the ESNR President, Secretary General and Treasurer, and approved by the Executive Committee.

The CO will have the responsibility for all the technical issues related to the ESNR website and database and other online means of communication under the direction of the Executive Committee.

IV Institutional Council

Art. 12 Constitution

1 The President of the ESNR is the ex officio president of the Institutional Council.

2 The Institutional Council consists of delegates of national or other neuroradiological societies or sections of neuroradiology within national societies of radiology (“National Delegates”).

3 National Delegates shall be designated by the respective national Neuroradiological society/section according to their own provisions and serve for a period of two years.

4 Eligibility of national or other Neuroradiological societies or sections of Neuroradiology within national societies of Radiology to send a delegate to the Institutional Council shall be approved by the Institutional Council and ESNR Executive Committee.

5 Representation within the Institutional Council shall not be subject to the Institutional Membership.

6 The National Delegates shall elect the Secretary of the Institutional Council for a two year term. The Secretary of the Institutional Council is ex officio member of the Executive Committee.

7 Proposals for the election of the Secretary of the Institutional Council may be made by the National Delegates and notified to the ESNR President, at least one month before the Institutional Council Meeting organized during the ESNR Annual Scientific Meeting.

8 The election of the Secretary of the Institutional Council takes place during the ESNR Annual Meeting by open ballot to which all national delegates may participate, either directly or by proxy. The votes are weighed according to the number of national members that each country’s national delegate represents (see Art. 13).

Art. 13 Organisation

1 The Institutional Council will be coordinated and chaired by the ESNR President.

2 The Institutional Council shall be convened by the ESNR President at least once a year, normally taking place during the ESNR Annual Scientific Meeting.

3 The Secretary of the Institutional Council shall circulate invitations to the National Delegates in writing or via e-mail as early as reasonably may be requested.

Art. 14 Voting

1 Voting shall be reserved to National Delegates of a national or other society in good standing, which holds the Institutional Membership.

2 Resolutions shall be adopted with the majority of voting rights present in the relevant meeting.

3 National Delegates with voting rights have votes in the Institutional Council commensurate with the number of members they represent.

4 Voting and weighting of votes according to paragraph 3 above shall be prepared and supervised by the Secretary of the Institutional Council.

V Standing Committees

A Rules Committee

Art. 15 Constitution

1 The Rules Committee consists of five members including a chairperson, all of which shall be Full Members of the Association.

2 The chairperson shall be appointed by the ESNR President in discussion with the Executive Committee for a period of three years and be re-eligible once.

3 Members shall be appointed in discussion with the Chairperson by the Executive Committee for a period of three years and be re-eligible once.

Art. 16 Organisation

1 Meetings of the Rules Committee shall be convened by the chairperson as often as required and upon request by the Executive Committee.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

4 Resolutions shall be adopted by the majority of votes cast. Resolutions to a specified proposal may also be adopted by written circular resolution, including e-mails.

5 Members of ESNR may serve as consultants or ad-hoc members to the Rules Committee. Such arrangement shall be notified to the Executive Committee.

6 The chairperson of the Rules Committee shall be entitled to call third parties to serve as consultants, subject to the approval of the Executive Committee.

Art. 17 Duties

1 The Rules Committee is responsible for the interpretation of the Statutes.

2 The Rules Committee shall keep the Statutes under review, taking into account the views of the members of the Association and its changing needs.

3 The Rules Committee shall propose modifications of the Statutes to the Executive Committee.

4 Upon agreement of the Executive Committee, the Rules Committee shall prepare proposed changes for presentation at the General Assembly.

5 Activities of the Rules Committee shall be reported to the Executive Committee and to the General Assembly.

B Membership Committee

Art. 18 Constitution

1 The Membership Committee consists of three members including a chairperson, all of which shall be Full Members of the Association.

2 The chairperson shall be appointed by the ESNR President in discussion with the Executive Committee for a period of three years and be re-eligible once.

3 Members shall be appointed in discussion with the Chairperson by the Executive Committee for a period of three years and be re-eligible once.

Art. 19 Organisation

1 Meetings of the Membership Committee shall be convened by the chairperson as often as required.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

4 Resolutions shall be adopted by the majority of votes cast. Resolutions to a specified proposal may also be adopted by written circular resolution, including e-mails.

5 Members of ESNR may serve as consultants or ad-hoc members to the Membership Committee. Such arrangement shall be notified to the Executive Committee.

Art. 20 Duties

1 The Membership Committee is responsible for

a. the evaluation of applications for ESNR membership;

b. the allotting of the applicants to the appropriate membership category; and

c. the review of the suitability of existing members for the category of membership in which they are currently placed.

2 Application forms filed via the ESNR website shall be submitted by the Secretary General and/or the Central Office to the chairperson of the Membership Committee and all information available shall be at the Membership Committees disposal.

3 The Membership Committee shall propose the approval of new members to the General Assembly.

4 Activities of the Membership Committee shall be reported to the Executive Committee and to the General Assembly.

C Election Committee

Art. 21 Constitution

1 The Election Committee is chaired by the Chair of the Rules Committee (or by one of its members in case he/she is not eligible), and formed by the ESNR Secretary General and one Full/Honorary ESNR member selected by him/her. For an ESNR member to be eligible for the Election Committee, he/she should not be a candidate or have any conflicts of interest with any of the candidates.

Art. 22 Organisation

1 Meetings of the Election Committee shall be convened by the chairperson as often as required.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

Art. 23 Duties

1 The Election Committee will supervise the entire nomination/election process to ensure its integrity.

D Social Media Committee

Art. 24 Constitution

1 The Social Media Committee consists of at least three members including a chairperson. The chairperson shall be Full Member of ESNR, but the other members can be either Full or Junior members.

2 The chairperson shall be proposed by the ESNR President and approved by the Executive Committee for a period of three years and be re-eligible once.

3 Members shall be appointed in discussion with the Chairperson by the Executive Committee for a period of three years and be re-eligible once.

4 The Editor-in-Chief of “Neuroradiology”, the official journal of ESNR, is also ex-officio member of the Social Media Committee.

Art. 25 Organisation

1 Meetings of the Social Media Committee shall be convened by the chairperson as often as required and upon request by the Executive Committee.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

4 Resolutions shall be adopted by the majority of votes cast. Resolutions to a specified proposal may also be adopted by written circular resolution, including e-mails.

5 Members of ESNR may serve as consultants or ad-hoc members to the Social Media Committee. Such arrangement shall be notified to the Executive Committee.

6 The chairperson of the Social Media Committee shall be entitled to call third parties to serve as consultants, subject to the approval of the Executive Committee.

Art. 26 Duties

1 The Social Media Committee oversees and coordinates the publication, printing and uploading of appropriate documents by ESNR, either in printed form or on the internet, including the ESNR website content.

2 The Social Media Committee shall be consulted about new publication projects by or on behalf of the ESNR.
Activities of the Social Media Committee shall be reported to the Executive Committee and to the General Assembly.

E Scientific Program Committee

Art. 27 Constitution

1 The Scientific Program Committee consists of the Past-president of the ESNR, President of the past ESNR Annual Scientific Meeting, the Presidents of the two upcoming ESNR Annual Scientific Meetings, and the Chairs of the ESNR Subspecialty Committees.

2 The Scientific Program Committee is chaired, in turn, by the President of the ESNR Annual Scientific Meeting to which the work of the committee refers.

3 According to the constitution of the Scientific Programme Committee, several of these committees will exist in parallel, one of each one of the planned ESNR Annual Scientific meeting

Art. 28 Organisation

1 Meetings of the Scientific Program Committee shall be convened by the chairperson as often as required and upon request by the Executive Committee.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

4 Resolutions shall be adopted by the majority of votes cast. Resolutions to a specified proposal may also be adopted by written circular resolution, including e-mails.

5 Members of the Association may serve as consultants or ad-hoc members to the Scientific Program Committee. Such arrangement shall be notified to the Executive Committee.

Art. 29 Duties

1 The Scientific Program Committee is responsible for the scientific organisation of the Annual Scientific Meeting of the Association.

2 For that purpose, the Scientific Program Committee shall co-operate with local scientific committees, and the Secretariat.

3 Activities of the Scientific Program Committee shall be reported to the Executive Committee and to the General Assembly.

F Scientific Award Committee

Art. 30 Constitution

1 The Scientific Award Committee consists of at least three members including a chairperson, all of which shall be Full, Honorary or Emeritus Members of the Association.

2 The chairperson shall be proposed by the ESNR President and approved by the Executive Committee for a period of three years and be re-eligible once.

3 Members shall be appointed in discussion with the Chairperson by the Executive Committee for a period of three years and be re-eligible once.

Art. 31 Organisation

1 Meetings of the Scientific Award Committee shall be convened by the chairperson as often as required and upon request by the Executive Committee.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

4 Resolutions shall be adopted by the majority of votes cast. Resolutions to a specified proposal may also be adopted by written circular resolution, including e-mails.

5 Members of the Scientific Award Committee shall be entitled to choose up to four external members every year to assist them in the reading of the submitted papers.

Art. 32 Duties

1 The Scientific Award Committee shall supervise any prizes or awards ESNR may sponsor.

2 Candidates shall be evaluated and laureates shall be selected.

3 Activities of the Scientific Award Committee shall be reported to the Executive Committee and to the General Assembly.

4 The chairperson of the Scientific Award Committee organizes the Award ceremony during the ESNR Annual Congress, and conducts it together with the ESNR President.

G ESONR Committee

Art. 33 Constitution

1 The European School of Neuroradiology (ESONR) Committee consists of the chairpersons of the Subspecialty Committees, the ECNR course directors and CEO of the European Board of Neuroradiology.

2 The Past-President of ESNR is the chairperson of the ESONR Committee for a single period of two years.

Art. 34 Organisation

1 Meetings of the ESONR Committee shall be convened by the chairperson as often as required and upon request by the Executive Committee.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

4 Resolutions shall be adopted by the majority of votes cast. Resolutions to a specified proposal may also be adopted by written circular resolution, including e-mails.

5 Members of ESNR may serve as consultants or ad-hoc members to the ESONR Committee. Such arrangement shall be notified to the Executive Committee.

Art. 35 Duties

1 The ESONR Committee is responsible for the organisation of educational courses organized by or on behalf of ESNR.

2 For that purpose, the ESONR Committee shall co-operate with local scientific committees and the Central Office.

3 The ESONR Committee shall propose locations, topics and presidents for courses to the Executive Committee.

4 Activities of the ESONR Committee shall be reported to the Executive Committee and to the General Assembly.

H Subspecialty Committees

Art. 36 Constitution

1 The Subspecialty Committees consist of at least three members including a chairperson all of which shall be Full Members of the Association.

2 The chairperson of each of the Subspecialty Committees shall be elected by the General Assembly in accordance with the provisions of the Statutes.

3 Members shall be appointed by the Executive Committee on proposal of the Subspecialty Committee chairpersons, for a period of three years and be re-eligible once.

Art. 37 Organisation

1 Meetings of the Subspecialty Committees shall be convened by the chairperson as often as required.

2 Meetings may also be held by phone or video conference.

3 The chairperson is responsible for the administrative preparation of the meetings.

4 Resolutions shall be adopted by the majority of votes cast. Resolutions to a specified proposal may also be adopted by written circular resolution, including e-mails.

5 Members of ESNR may serve as consultants or ad-hoc members to the Subspecialty Committees. Such arrangement shall be notified to the Executive Committee.

6 The chairpersons of the Subspecialty Committees shall be entitled to call third parties to serve as consultants, subject to the approval of the Executive Committee.

Art. 38 Duties

1 The Subspecialty Committees shall represent their subspecialties within the Association, such as:

a. the Diagnostic Neuroradiology Committee in the field of diagnostic neuroradiology;

b. the Interventional Neuroradiology Committee in the field of endovascular and percutaneous interventional neuroradiology;

c. the Head and Neck Neuroradiology Committee in the field of head and neck neuroradiology;

d. the Paediatric Neuroradiology Committee in the field of paediatric neuroradiology; and

e. the Spine Neuroradiology Committee in the field of spine neuroradiology and interventions.

2 The Subspecialty Committees will promote and communicate the position of ESNR in relation to other specialties and towards third parties.

3 The Subspecialty Committees chairs will be ex-officio members of the Scientific Program Committee

VI Ad-hoc Committees and Advisory Boards

Art. 39 Principle

1 The Executive Committee shall be entitled to build Ad-hoc Committees and Advisory Boards related to specific needs of ESNR that may not reasonably be assigned to any of the Standing Committees of the Association.

2 Ad-hoc Committees and Advisory Boards shall serve for a temporary period as required by ESNR.

3 In the event that tasks to be fulfilled by Ad-hoc Committees and Advisory Boards prove to be required permanently, the Executive Committee shall propose to the General Assembly the establishment of a new committee to be added to the Association’s Standing Committees, which shall be subject to a modification of the Statutes.

Art. 40 Constitution

1 Ad-hoc Committees shall consist of Full Members of ESNR to be appointed by the Executive Committee.

2 Junior Members can be solely appointed to form a Member-in-training committee.

3 Advisory Boards shall consist of third party specialists to be appointed by the Executive Committee. A member of the Executive Committee shall act as chairperson of the Advisory Board.

Art. 41 Organisation

The Organisation of Ad-hoc Committees and Advisory Boards shall be governed by the Executive Committee.

Art. 42 Duties

1 Ad-hoc Committees and Advisory Boards shall perform all duties as assigned by the Executive Committee.

2 Ad-hoc Committees and Advisory Boards shall report to and be supervised by the Executive Committee.

VII Final Provisions

Art. 43 Modification of Organisational Rules

The Organisational Rules may be modified by resolution of the Executive Committee.

Art. 44 Effectiveness

1 These Organisational Rules shall be effective as of the approval by the Executive Committee, the date whereof shall be certified by signature of the Organisational Rules by the President and the Vice President.

2 The provisions herein shall replace and supersede all previous Organisational Rules.

This Organization rules were approved by the ESNR Executive Committee in Vienna, 1 March 2018