Rules of procedure

of the "Gesellschaft zur Förderung der Qualitätssicherung in medizinischen Laboratorien e.V." (Society for Advancement of Quality Assurance in Medical Laboratories), short INSTAND e.V. (formerly test center for hemoglobinometer)

The following guidelines of INSTAND e.V. provide practical recommendations for organizing membership and board of directors meetings. Additionally, they detail statute-based rules, determine the organizational structure, as well as describe the scope and limits of functions.

1. Membership meetings 

1. The meeting chairman yields the floor to participants in the same order that requests are made. The secretary documents the list of speakers. The chairman reserves the right to take the floor at any time.
2. Members wishing to speak about the rules of procedure must be granted an immediate opportunity to speak.
3. Comments on rules of procedure must be limited to irregularities with regard to statute or rules of procedure.
4. Alle Anträge, auch solche, die sich aus der Aussprache All motions, including those emerging from discussions, must be in writing or otherwise forwarded to the secretary. If several motions are submitted to an individual topic, then a decision will be taken for the broadest submission, otherwise the order of requests to the secretary will prevail.
5. Urgent inquiries may be submitted at any time and must be deliberated first. Urgency must be founded by the questioner. Before the subject can be addressed a vote approving the urgency of the topic must take place.
6. A motion to move to topics in the agenda must be approved by vote immediately following  one speaker for, and one against, the request. This motion proceeds all other motions regarding this agenda item.
7. A request to end a discussion or to complete the list of speakers can be made by any member. If such a request is granted, only the member who requested for this agenda item is given the floor.
8. Dissolution of a board and election of a new board will be conducted by the most senior member with voting rights. If several members are proposed for board membership, the discussion will take place in the absence of the candidates.
9. To ensure orderly and time-efficient conduct of meetings, the chairman has the right to twice remind any speaker straying from the subject to return to the point. If the second reminder is also disregarded, the chair can stop any further comments from the particular speaker on the subject.
10. The minutes of meetings will be prepared by the secretary and distributed to all members within four weeks. Any objections to the minutes must be submitted to the chairman of the board within four weeks of receiving the document. Objections will be decided on during the following general meeting.
2. Board of directors

1. The board is constituted according to §5, par.2 of the Statute. With it, the extended board consists of the honorary president, departmental heads, and research directors appointed by the Federal Doctors’ Association, insofar as the latter are full members.
2. The agenda for the board meeting will be compiled by the chairman or his deputy and forwarded to the other members of the board.
3. Further topics may be added beforehand by simple majority.
4. Meetings will be chaired by the chairman or, in his absence, by the deputy chairman. of the board. Should the deputy chairman also be absent, the meeting will be conducted by the most senior board member.
5. The honorary president, department heads, and research directors appointed by the Federal Doctors’ Association may be invited by the board to participate in an advisory capacity to  board meetings.
6. The board can grant awards.
7. The board sponsors the INSTAND prize, which includes a monetary award. A request for award applications will be publicized in a circular to members and an announcement in related specialist journals. In case of multiple entries, final selection will be made by the board, or a board-appointed jury. Should there be qualitative equal submissions, the prize money may be shared. The award decisions take place by excluding the regular course of law and are not arbitral.
3. Departmental structure of the institute 

   1. The institute supports independent departments. Departmental heads are appointed for a period of 4 years by the board. Subject to board approval, their tenure can be extended for the same period of time. Termination of employment requires 1 year notice.
   2. Departmental heads can appoint their representative. Every department must keep an inventory, for the accuracy of which the departmental head is responsible. Investments which exceed the tax-write-off limit for items of lower value must be approved by the board.
   3. Heads of departments  are required to prepare an annual project-based financial plan by the 30th October for the board. Departmental heads have access to monies apportioned in the budget.
4. Business headquarters and main office 

   1. Business headquarters and main office are run jointly. The business headquarters and main office are responsible directly to the board and are headed by a board assistant.
   2. Internal administrative functions are conducted at the business headquarters. Responsibilities include maintaining the list of members and correspondence with members, other societies, institutes, and public authorities.
   3. As stated in §6 of the Statute, the business headquarters is responsible for the closing of accounts and preparing the annual financial plan for the board. Acting for the treasurer, it oversees and coordinates the economic efficiency of the individual departments.
   4. In cooperation with regional directors of interlaboratory comparisons the main office performs and analyses interlaboratory comparisons and works together with departmental heads to elucidate target-oriented goals.
5. Advisory council
   The board has an advisory council, which is made up of individuals or judicial persons. The advisory council supports board activities and furthers contact with other institutes involved in the identical or related activities.
6. Committees and working groups
   For the responsibilities of quality assurance, the board can establish committees. Apart from this, working groups can be formed. Members in these committees and working groups are normally also institute members.
7. Testing and norming
   Testing methods, apparatuses, correct collection of test samples, etc. is a statutory responsibility of the institute. These tests can be delegated in the name of the institute to independent scientists, who are exclusively responsible for their work. Necessary privity of contract towards a third party is to be based on the sample contract attached to these rules of procedure. A personal honorarium independent of the extent of the tests is possible. In case a tester is unable to work according to the rights and responsibilities stated herein, or if a tester is unavailable, the institute will assume these rights and responsibilities.
8. Distribution of substances for comparison
   Distribution of substances for comparison is the statutory responsibility of the institute. Distribution of the cyanmethemoglobin standard is undertaken according to ICSH.
9. Voting and decision-taking 

   1. Voting and decision-taking are by a simple (absolute) majority of members present and voting, unless the Statute gives an alternative procedure.
   2. In case of a tie vote, the motion is rejected.
   3. Votes in which no other procedure is mandated are decided by a show of hands.
   4. Voting on personal matters can only be done by ballot.
   5. At the request of a participating member a vote must be in writing and taken by ballot.
   6. A vote on a given motion can be taken in case there are no further requests to speak, or when the request is granted to close the speakers’ list and when the list is closed.
   7. Before the vote the motion must be read in full by the secretary.
   8. Every motion must be decided individually.
   9. With regard to personnel discussions, the relevant member must leave the meeting room during the debate.
   10. A member looses his voting rights if the decision-making deals with a legal business with him, or the introduction or termination of a legal dispute between him and the institute.