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IJU Rules and Regulation

ARTICLE-I: PREAMBLE

SECTION-1:

The “Indian Journal of Urology” (IJU, the Journal) has been established in pursuance of one of the objectives of the “Urological Society of India” (USI) namely to promote publication of scientific literature pertaining to urological practice and research (vide Article-3 of the constitution of the Urological Society of India).

SECTION-2:

The Journal thus established shall function in accordance with article 16 (a, b, c, d and e) of the Constitution of Urological Society of India

SECTION-3:

An editorial committee nominated by the incumbent executive council of Urological society of India had formulated and laid down certain RULES AND REGULATIONS for the functioning of the Journal.

As per the directive in Article 16 (c) of the constitution of Urological society of India, certain changes which are deemed necessary is made in the rules and regulations for the functioning of the Journal, which are laid out as modifications of and additions to the existing rules and regulations.

There shall be two bodies namely the IJU Governing committee, formerly known as the editorial committee which shall oversee the administrative matters of the Journal and the editorial board which shall manage the scientific content and quality of the journal.

ARTICLE-II: TITLE AND OFFICE

SECTION-1:

The name of the Journal shall be “Indian Journal of urology” (hereinafter referred to as “the Journal”). Each issue of the Journal shall bear the sub-title–“Official Journal of the Urological Society of India”.

SECTION-2:

The registered office of the Journal will be situated as decided by the IJU Governing Committee and can be subject to change from time to time at its discretion.

ARTICLE–III: THE IJU GOVERNNG COMMITTEE

SECTION-1: Composition

IJU Governing Committee shall comprise:

  1. President of the USI
  2. Secretary of the USI
  3. Treasurer ( Common to USI & IJU)
  4. President elect of the USI
  5. Editor of the IJU
  6. Associate Editors ( Minimum of 2, maximum of 4)
  7. Committee members ( These shall be Full members of the USI )
  8. International members (with specified functions-advisor, representative of a fraternal organization which has accepted the journal as its official journal)
  9. Representatives of fraternal organizations who have accepted IJU as its official journal (Number to be determined)

    Explanation: It was need of the day for the executive council of the USI to constitute a panel of nominees to frame the rules and regulations for the functioning of IJU when IJU had been founded. During that period, IJU was a fledgling with many constraints with limited experience in publishing a scientific journal. The size of talent pool in this domain was small and financial constraints were large. With increase in USI membership, there has been a growth in the size and quality of this talent pool waiting to be tapped. Hence it is appropriate to revisit the rules and regulations of the journal in order to effect modifications and additions without interference in day today functioning of the journal. With the President of Urological society of India taking charge of the IJU governing committee, the post of Chairman will cease to exist.

SECTION-2: Selection

Selection of the Editor

The editor of the journal shall be a full member of the USI. The selection shall be made as per the procedure (vide infra) and such a selection shall be approved by the IJU governing committee first and approved by the USI council. The procedure of selection will be as follows:

  1. The editor will be selected from the pool of associate editors who have served the journal.
  2. The eligibility of such a candidate will be scrutinized by the IJU governing committee by taking into account the involvement and contribution of such a candidate as associate editor of the journal.
  3. If there are more than one candidate with equal credentials for the post of the editor, the IJU governing council will select the editor by secret balloting.
  4. If there are no suitable candidates in the pool of associate editors at any given time, the honorary secretary will announce the vacancy and initiate a process of selection from eligible applicants whose eligibility criteria will be same as that for associate editor (Vide infra). If there are more than one applicants for such a vacancy, the IJU governing council will select the best from these based on merit.

Selection of Associate Editors:

The Associate Editors will be selected from among the full members of the USI for a term of 5/4 years. Applications for these will be invited by the honorary secretary of the USI on request from the editor as and when vacancy arises. Applicants must have demonstrated ability and commitment to medical publication and research and have quality peer-reviewed publications, a revisable cap on the number of which will be fixed from time to time. Present or past service as Editorial Committee member of the Journal or any other reputed journal would be desirable but not mandatory. The selection will be done on merit-vide supra and all selections will have to be approved by the USI council. The responsibility of the Associate Editors shall be to assist the editorial committee which shall function under the stewardship of Editor as per the needs and requirements of the journal. The Editor may recommend premature removal of the Associate Editor by furnishing valid reasons for such action, to the USI council.

Selection of IJU Governing Committee Members:

The term of an Editorial Committee member will be three years. Vacant Editorial Committee positions will be advertised in the USI newsletter by the Secretary of the USI on receiving a request from the Editor of the Journal. To apply for an Editorial Committee position, the member must have at least five peer-reviewed publications in indexed journals or official journals of a national society. The editor may assign test-tasks to applicants and select candidates from among the applicants subject to the approval of the USI council. Periodic review of the performance of the Editorial Committee members will be done by the editor. This will include their response to requests for reviewing manuscripts, contributions to the journal and support in improving the functioning of the journal. The editor may recommend premature removal of the Editorial Committee member by furnishing valid reasons for such action to the USI council.

SECTION-3: Powers and Duties of Editorial (THE IJU Governing) Committee

  • The Editorial Committee shall retain and be responsible for the overall control and management and for all matters of policy affecting the Journal.
  • Subject to the above, the day to day management and conduct of the finances of the Journal shall be delegated to an Editorial Board as defined in article V.
  • Besides the publication of the Journal, the IJU governing Committee may at its discretion publish other scientific and learned works relating to urology with the consent of the USI Council.
  • IJU Governing Committee shall recommend change in the number of members to the Council of Urological Society of India from time to time to enlarge the membership.
  • Vacancies caused by retirement or resignation or from any other cause may be filled at the suggestion of the Editor, subject to a subsequent approval by the USI council.
  • It shall be the duty of the members of the Editorial committee to scrutinize and offer comments on any literature submitted for publication in the Journal or on itsbehalf, if called upon to do so.(This shall be included under the Editorial board)
  • IThe IJU Governing Committee may at its discretion establish a Panel of advisors for the Journal. Members of such a Panel may be from outside the membership of Urological Society of India, or from abroad. Membership of the Panel shall be reviewed every three years by the IJU Governing Committee.
  • The IJU Governing Committee shall have the powers to establish temporary or permanent office of the Journal, with necessary fixtures, furniture and equipmentand to employ such staff on such remuneration, as it deems necessary for efficient functioning of the Journal.
  • The IJU Governing Committee shall exercise powers at its discretion to do all such other things as may be necessary for furtherance of the objectives of the Journal.

Article IV: Officers

SECTION-1:

The Journal shall have the following honorary officers selected by the Council of the USI

EDITOR (Honorary) shall be selected for four years and the tenure shall be for one term only. The term of the editor may be extended for a specified period by the USI council under contingencies like a logistic delay in the selection of a successor or the successor is unable to take over for any justifiable reason or for any other reason which is legitimate and is not in contravention to the norms of equities and fairness.

TREASURER The Treasurer of USI shall also function as Treasurer of the Journal and the tenure shall be one full term of the Treasurer of the USI Explanation: The duly elected Treasurer of the USI shall be co-opted as Treasurer of the journal. There shall be no separate election for this post.

SECTION-2:

On adoption of these revised Rules and Regulations, the above officers shall be selected expeditiously by the Council of the Urological Society of India. In order to maintain continuity and use their experience, all attempts must be made to select a new Editor from among the Associate Editors.

SECTION-3:

Appointment and replacements for the office bearers in case of deterioration of the quality of Journal or in case of incapability of the officers because of physical absence,or physical or mental handicaps or death will be at the discretion of the Council of USI.

SECTION-4: Duties of officers:

EDITOR shall preside over meetings of the editorial board. The editor shall be responsible for the preparation and publication of the Journal inaccordance with the directions offered by the Editorial Board and the IJU Governing Committee. The editor shall also be responsible for preparation and publication of any other literature accepted under the aegis of the Journal. The final decision on the content of the individual issues of the journal shall rest with the editor. TREASURER shall perform such functions and duties as hereinafter laid out in Article VI of these Rules and Regulations, and such other duties as may be assigned by the the IJU governing Committee.

ARTICLE-V: Editorial Board

SECTION-1: Composition:

The Editorial Board shall comprise:

  • Officers of the Journal as per Article IV, Section-1 of these Rules and Regulations
  • Associate Editors as per Article III, Section-1 of these Rules and Regulations

SECTION-2: Powers and duties:

  • The day to day conduct of the affairs of the Journal shall be delegated to the Editorial Board
  • The conduct of all matters pertaining to finances and monies of the Journal shall be the responsibility of the the IJU governing committee.
  • The Editorial Board shall be empowered to enter into contracts for printing, publishing, distribution and sale of the Journal, or other literature published under the aegis of the Journal.
  • The Editorial Board shall through the IJU governing committee reimburse members of the Editorial Board or Committee for out-of-pocket expenses incurred on behalf of the Journal.
  • Monies accruing to the Journal which in the opinion of the Editorial Board and the IJU governing Committee are available for investment shall be so invested at the discretion of the Editorial Board, subject to the prevalent laws governing such investments.

SECTION-3: Meetings:

  • The Editorial Board shall meet as often as the Editor in consultation with the IJU governing committee, deems it necessary.
  • The Editorial Board shall meet at least once during the year at a suitable time and place to discuss the annual report, statement of accounts and balance sheet ( The relevance of this when the said matter will be handled by the IJU governing committee).
  • The minutes of all Editorial Board meetings shall be properly recorded and submitted at the next meeting of the same and also forwarded to the IJU governing committee.

ARTICLE-VI: FINANCES, ACCOUNTS AND AUDIT

SECTION-1:

The financial year shall be from 1st April to 31st March each year.

SECTION-2:

  • The Treasurer shall cause true accounts to be kept of the monies received or expended by the Journal and generally of all financial affairs and transactions on behalf of the Journal.
  • The accounts shall be kept in such books and in such a manner as deemed expedient by the IJU governing committee

SECTION-3:

All receipts for monies received shall be signed by the Treasurer or in his absence by such other persons as authorized by the the IJU governing committee

SECTION-4:

All monies received shall be deposited in the bank account by the Treasurer with such bank or banks as the IJU governing committee may direct. The Treasurer or Editor may retain such monies as may be required to cover day to day and petty cash expenditure.

SECTION-5:

The Treasurer and Editor shall operate the banking accounts of the Journal.

SECTION-6:

Investments of monies available for such purpose may be made at the discretion of the IJU governing committee

SECTION-7:

The accounts and books of the Journal shall be open to inspection by members of the Editorial Board and the IJU governing committee, subject to reasonable restrictions as to the time and manner of inspection.

SECTION-8:

The accounts of the Journal shall be examined and correctness of the balance sheet and statement of accounts of income and expenditure ascertained by a qualified Chartered Accountant.

SECTION-9:

The Auditor shall be appointed each year at the Annual General Meeting of the IJU governing committee, which shall also determine the remuneration. Casual vacancy in the office of the Auditor shall be filled by the Editorial Board.

SECTION-10:

Once every year, the Editorial Board shall lay before the IJU governing committee its reports along with balance sheet and statement of income and expenditure for the precedingyear, duly audited. The report and the audited accounts shall be signed by the Editor and the Treasurer. It should be submitted to the Council and General Body of USI.

SECTION-11:

Editor will be permitted to hold an imprested account up to Rs.30,000

SECTION-12:

In order to improve visibility of the journal, allow interaction with international researchers, clinicians and invite new authors and reviewers, the USI will fund the Editor and more candidates in order to build second line of officers for attending 2 international urology/medical publishing conferences or workshops every year.

ARTICLE-VII: MEETINGS

SECTION-1:

  • The IJU governing committee shall hold an Annual General Meeting once in every calendar year at a time and place to be determined by the Editorial Board, preferably at the time of Annual Conference of the Urological Society of India.

    SECTION-2:

  • The business of Annual General Meeting shall be:
  • To consider the accounts, balance sheet and report of the Editorial Board
  • To consider any communication or audit note from the Auditor
  • To appoint and fix remuneration of Auditor for the year
  • To record and receive new members of the IJU governing committee approved by the Council of USI
  • To record and receive the officers of the Editorial Board selected by the Council of USI in place of those officers who retire
  • To review in general the functioning of the Journal
  • To consider any business for which a prior notice shall be submitted to the IJU
  • To consider any business for which a prior notice shall be submitted to the IJU Governing council 45 days before the date of the Meeting
  • To consider any other business with permission of the Chair

    SECTION-3:

  • All other meetings of the IJU governing Committee shall be termed Extraordinary General meeting.
  • Such Extraordinary General Meetings may be called by the Editorial Board when it deems that necessary, or by the IJU governing Committee or on requisition in writing by not less than 10 members of the IJU governing Committee, setting out the matters for which the meeting is to be called.

    SECTION-4: Notice of meetings:

  • All notices of Annual General Meetings or Extraordinary General Meetings shall state the business to be transacted at the Meeting. Copies of resolutions duly submitted by members shall be attached.
  • Twenty one day notice of every General meeting shall be given to every member at the address registered by him in the books of the Journal or through email.
  • Notice of Annual General Meeting shall be given to the Auditors.
  • The accidental omission (this is authoritarian and not justifiable in byelaws) to give notice or the non-receipt of notice by any member or auditor shall not invalidate the proceedings of the meeting.

    SECTION-5:

    The Editor of the Journal and in his absence, the President of the USI shall chair meetings. In the absence of all of the above, the Editorial Committee shall choose another member of the Editorial Committee as Chairman for the Meeting. No business shall be transacted except election of Chairman, if needed, whilst the Chair is vacant. The President of USI shall chair all IJU governing committee meetings. The editor of IJU shall chair all editorial board meetings

    SECTION-6: Quorum:

  • No General Meeting shall be deemed competent to enter upon or discuss or transact any business unless requisite quorum is present.
  • If within half an hour from the appointed time, the requisite quorum is not present,the meeting shall stand adjourned for fifteen minutes at the same place. No quorum shall be required for adjourned meeting.

    SECTION-7: Voting at general meetings:

  • Every member of the IJU governing Committee shall have one vote.
  • Any resolution put to the vote shall be decided by a show of hands unless balloting is requested by the Editor or any two members of the Committee.
  • In case of equality of votes, whether by show of hands or by poll, the Chairman of the meeting shall be entitled to casting vote.

    ARTICLE-VIII:

    CESSATION OF MEMBERSHIP OF EDITORIAL BOARD AND COMMITTEES
  • The office of a member of the Editorial Board and Committee shall be vacated:
  • If the member ceases to be a member of the Urological Society of India for whatever reasons
  • If by notice in writing to the Committee, he resigns his office and membership
  • If he becomes of unsound mind
  • If he ceases to be in active practice (needs to be specified- it should be, gives up the practice or profession of Urology) in the opinion of the Editorial Committee
  • If the Council of the USI approves his removal on the advice of the Editor after serving a show cause notice

    ARTICLE-IX: CIRCULAR RESOLUTIONS

    A resolution passed by majority of the members of the Editorial Board or the IJU governing Committee as the case may be, and evidenced by writing under the hands of the members (for the time being in India) shall be valid and effectual as a resolution, duly passed at a meeting called, provided that such resolution is confirmed at a subsequent meeting of the Editorial Board or the IJU governing Committee as the case may be. All resolutions which are outside the purview of the IJU rules and regulations but are in the interest of the journal passed by the editorial board shall be forwarded to the IJU governing committee for approval. All resolutions which are outside the purview of IJU rules and regulations but are in the interest of the journal passed by the IJU governing committee shall be forwarded to the USI council for approval. The USI council shall determine on concurrence with or referral to the USI general body of all such matters.

    ARTICLE-X: DISSOLUTION

    If on the dissolution of the Journal there shall remain after satisfaction of its debts and liabilities any property or monies, the same shall be handed over to the Urological Society of India.
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