ASRS Bye-Laws

The name of the society shall be the Asian Sleep Research Society (ASRS).

The objective of the ASRS shall be to promote all aspects of sleep research. These shall include the organization of scientific meetings, the promotion of training and education, the dissemination of information, and the establishment of fellowships and awards.

The ASRS shall have two categories of members: Constituent Members and Sponsoring Members. While the ASRS shall be basically a society of Asian researchers, applications by individuals and corporations from other continents shall be considered for membership by the Governing Council.

3.1 Constituent Members
Constituent Members shall consist of societies or groups of sleep researchers in Asia. Sleep researchers in Asia are also individually eligible for the membership against payment of a fee of US $ 1. All members of the constituent societies or groups are members ipso facto of the ASRS. The admission to the Constituent Membership shall be decided by the Governing Council.

3.2 Sponsoring Members
Sponsoring Members shall consist of organizations and companies which have interests in the objective of the ASRS. The admission to the Sponsoring Membership shall be decided by the Governing Council.

The business and affairs of the ASRS shall be managed by the Governing Council, which shall be composed of members of the Executive Committee and Delegates from Constituent Members who are not otherwise members of the Governing Council.

4.1 Executive Committee
The Executive Committee shall consists of the President, Vice-Presidents, Secretary-General, Past President (ex-officio). Number of Vice-president is open. Members of the Executive Committee shall be residents of an Asian country.

4.1.1 Functions
The Executive Committee shall have power to act for the ASRS between one meeting of the Governing Council and the next meeting.

The President shall be the Chair of the Governing Council and the Executive Committee, and shall be generally responsible for all matters concerning the administration of the ASRS.

The Vice-Presidents shall assist the President and the Secretary-General in their duties and carry out the responsibilities of the President in the event of his or her absence or disability. Vice presidents are assigned specific task (Scientific affairs, Finance, Liason and Education)

The Secretary-General shall act as Secretary of the Governing Council and the Executive Committee and be responsible, along with the President, for executing policies determined by the Governing Council and the Executive Committee. The Secretary-General shall give notice of all meetings of the Governing Council and Executive Committee, shall attend all such meetings; such act as clerk thereof; and shall record all votes and the minutes of all proceedings. The Secretary-General shall also be responsible for the preparation and distribution of the Annual report of the ASRS.

The Vice President designated as Treasurer shall keep full and accurate accounts of receipts and disbursements of the ASRS; shall collect all funds due to the ASRS and disburse funds as required to meet the obligations of the ASRS; either the Vice President and/or the Secretary-General shall keep the funds of the ASRS in a separate account to the credit of the ASRS, unless the Governing Council provides otherwise; shall render to the President and the Governing Council, as requested by them but not less than once a year, regular accountings of all transactions and of the financial condition of the ASRS.

The Vice President Scientific Affairs shall be responsible for propositions as to the scientific program of the triennial ASRS Congress; as stated under Article 5; and shall be the Edition-in-Chief of the ASRS Newsletter.

The Chair(s) of the ASRS Congress Committee shall keep the President, the Secretary-General and the Chair of the Scientific Committee apprised of all major scientific, non-scientific and financial aspects of the triennial ASRS Congress.

4.1.2 Election and Term of Office
The term of office of the Executive Committee shall be three years, which shall begin on the day following the previous ASRS Congress and shall terminate on the last day of the next ASRS Congress. The officers shall be elected before the next Congress by the Council.

Re-election shall be possible for two consecutive terms. The Secretary-General shall send in a dated circular to all Governing Council members not less than sixty days before the deadline for the receipt of nominations, calling for nominations of candidates for the respective officers of the Executive Committee. If more than one nomination shall be received for an office of the Executive Committee, a ballot shall be conducted by post in accordance with the voting procedures as stated under Article 4, Clause 3.3.

4.1.3 Vacancies
If the office of the President becomes vacant, the senior Vice-President shall perform the President’s duties for the remainder of the term. If the other offices become vacant, the successor(s) shall be appointed by the Executive Committee for the remainder of the term.

4.2 Delegates from Constituent Members
Constituent Members shall appoint one or more delegate(s) to the Governing Council. Alternates may be appointed by the Constituent Members if the delegate(s) is (are) unable to attend a meeting the Governing Council. The number of Delegates from each member organization shall be equal to the number of votes to which they are entitled.

4.2.1 The Term of Office
The term of office of the Delegates from Constituent Members shall be three years which shall begin on the day following the previous ASRS Congress and shall terminate on the last day of the next ASRS Congress. The officers shall be elected before the next Congress by the Council.

4.2.2 Vacancies
If the office of the Delegates from Constituent Member becomes vacant, the successor(s) shall be appointed by a member organization who shall hold office for the remainder of the term.

4.3 Meeting
The Governing Council shall meet at least once in three years to regulate and transact the affairs of the ASRS. In between there will be frequent meetings on virtual platform to carry out the activities of the society.

4.3.1 Notice of Meetings
The Secretary-General shall give notice of a Governing Council meeting to each member of the Governing Council not less than sixty days before the date of the meeting.

4.3.2 Quorum
Quorum of the Governing Council or the transaction of business of the ASRS shall consist of the next whole number above one-third of the number of the Governing Council members.

4.3.3 Voting and Resolution
Any resolution shall be carried out by a simple majority affirmative vote of the members present and voting. Any resolution at the meeting at which a quorum is not present shall be decided by a postal ballot among the Governing Council members conducted by the Secretary-General.

The scientific affairs of the ASRS shall be managed by the Vice President in charge of Scientific Affairs. The Scientific Committee shall consist of the Vice president and Members who shall be nominated by the Chair of the Scientific Committee (Vice President, scientific affairs) among residents of an Asian country and elected by the Governing Council. The term of office of the Scientific Committee shall be three years which shall begin on the day following the previous ASRS Congress and shall terminate on the last day of the next ASRS Congress. The officers shall be elected before the next Congress by the Council. Re-election shall be possible for two consecutive terms.

In collaboration with the Governing Council and the ASRS Congress Committee, the Scientific Committee shall make propositions as to the scientific program of the triennial ASRS Congress, select the abstracts submitted for scientific presentations, and assist in the refereeing of manuscripts submitted for the Congress Proceedings. In collaboration with the Governing Council, the Scientific Committee shall be responsible for editing the ASRS Newsletter which shall be published at least once per year and distributed to the Members of the ASRS by the Secretary-General.

The ASRS Congresses will be held normally every third year. Applicants to organize an ASRS Congress shall mail their proposal including the place, date and name of the Chair(s) to the Secretary-General at least two years before the Congress. The Governing Council shall decide the place and the Chair(s) among applications. The business meeting shall be held during the Congress, by the members of the ASRS and shall be chaired by the President. The Governing Council shall report activities, budget, balance, alternation of statute of the ASRS, election of the Executive Committee, amount of membership dues, and the place, date and the Chair(s) of the subsequent ASRS Congress.

For each ASRS Congress, a free-standing ASRS Congress Committee shall be organized by the Governing Council. The ASRS Congress Committee shall consist of the Chair(s) and Members who shall be nominated by the Chair(s) of the ASRS Congress Committee among residents of an Asian country and elected by the Governing Council. In collaboration with the Governing Council and the Scientific Committee, the ASRS Congress Committee shall be responsible for all major scientific, non-scientific and financial aspects of the triennial ASRS Congress. The finance of each ASRS shall be independent from that of the ASRS.