1 NAME


The name of the organisation shall be HL7 India, hereinafter referred to as “HL7 India”. The Organisation would be registered in India as a not for profit organisation.

2 PURPOSE, OBJECTIVES, AND APPROACH


2.1 PURPOSE

HL7 India is an independent, non-profit-distributing, membership-based organisation that exists to encourage the adoption of standards for healthcare information communication within India.

2.2 OBJECTIVE

The objective of HL7 India is to support the development, promotion and implementation of HL7 standards and specifications in a way that addresses the concerns of healthcare organisations, health professionals and healthcare software suppliers in India.

2.3 AFFILIATION

HL7 India is the accredited International Affiliate of Health Level Seven Incorporated (“HL7 Inc.” or just “HL7”,) for India. HL7 India shall seek to retain this affiliation or a similar formal status in relation to the wider HL7 community subject to agreement by the membership of HL7 India. The rules and obligations applicable to International Affiliates shall be deemed to apply to HL7 India except where such rules directly conflict with the bylaws of HL7 India or with legal regulations within India.

2.4 WAY OF WORKING

HL7 India shall apply HL7 standards and methods to identify, develop and publish specifications that meet existing and anticipated healthcare communication requirements within India. HL7 India shall not develop or publish specifications that intentionally favour the proprietary characteristics or interests of specific systems, organisations or individuals. However, this restriction shall not be deemed to prevent specifications which explicitly meet the policy requirements driven by policy decision made at national level within India.

2.5 OPERATIONS

HL7 India shall operate with funds derived from membership dues, meeting registration fees, publication fees, examination fees and such other sources permitted under the Articles of Association in India as shall be agreed from time to time by the Governing Council for HL7 India. HL7 India is a non-profit­ distributing organisation and therefore no part of the HL7 India profits shall accrue to the benefit of any officer, chair, member, participant, or contributor.

3 MEMBERSHIP


3.1 ELIGIBILITY

Membership shall be available on an annual basis to individuals, companies, public bodies and other entities active, interested, and/or materially affected by specifications in the field of health data acquisition, handling, communication, and processing. Membership of HL7 India shall not be conditional on membership in any other organisation or unreasonably restricted on basis of technical qualifications or other such requirements.

All members of HL7 India should agree to abide in principle and in practice by the Intellectual Property Rules mentioned herein (Section 8), the HL7 India License Agreement (Appendix A), and the HL7 India Code of Ethics (Appendix B) attached herewith.

Failure to abide by these would lead to an immediate termination of membership from HL7 India.

3.2 MEMBERSHIP BENEFITS

Membership shall confer certain rights including attendance and in most cases, voting rights at HL7 India Meetings, discounts, access to HL7 materials and document as from time to time will be agreed by the Governing Council.

3.3 CATEGORIES OF MEMBERSHIP

3.3.1 INDIVIDUAL MEMBERSHIP


3.3.1.1   An individual can become an Individual Member of HL7 India in order to

represent his/her own personal interests.

3.3.1.2   Individual membership shall be made available to any eligible individual on an

equitable basis subject to a published schedule of subscriptions.

3.3.1.3   The benefits and responsibilities of individual members are personal and strictly

non transferable.

3.3.1.4   An individual may not permit another person who is not a member of HL7 India   

(whether or not within the same organisation) to access documentation or other materials that are deemed to be restricted to members of HL7 or its Affiliates. An individual member may not reproduce or distribute any HL7 Inc or HL7 India copyrighted material without express written permission.

3.3.1.5   Attendance rights or discounted prices for members in relation to any product or

service shall apply only to the individual member and not to any product or proxy.

3.3.1.6   Individual membership confers a right to vote in any HL7 India ballot in

accordance with the applicable balloting rules.

                  3.3.1.7 All individuals in India who are currently the members of HL7 Inc. are automatically entitled to be individual members of HL7 India with all the benefits, duties, responsibilities and rights associated with Individual membership in India including the right to vote in HL7 India ballot and the right to serve as Officers and Governing Council members of HL7 India. This membership is valid till the end of their Individual membership with HL7 Inc.

 

3.3.2 ORGANISATIONAL MEMBERSHIPP


3.3.2.1   An organisation may become the Organisational member of HL7 India to  represent

              the interests of that organisation.

 

3.3.2.2.  Organisational membership is open to any identifiable individual or individuals

              grouped together for a common purpose.

 

3.3.2.3   HL7 India reserves the right to publish and apply different membership rates for   

              organisations based on their size, turnover or other appropriate features.

 

3.3.2.4   HL7 India reserves the right to refuse or specify special membership terms

              to any organization which aggregates a large number of organisations or points of authority. This provision is specifically intended to apply in cases where a government body, National Health Service Organisation, or trade association seeks joining HL7 India to extend membership benefits to a large number of subsidiary organisations.

 

3.3.2.5   Organisational membership shall be available to any eligible organisation and may

              Be effected by any person within an organisation who completes and signs/ gets

              Signed the appropriate membership forms and pays the appropriate

              subscription. Where different parts of an organisation submit such membership

              applications, HL7 India shall have the discretion as to whether to accept such

              applications or refer these back for resolution within the submitting organisation.

 

3.3.2.6   Organisational Membership allows the Organisation to make membership benefits available throughout the organisation at the discretion of the person submitting the application for membership or a designated authority within the organisation.

3.3.2.7   Organisational Membership allows the Organisation to use HL7 or HL7 India copyrighted materials for the purposes of training its employees or customers at the discretion of the person submitting the application for membership or a designated authority within the organisation.

3.3.2.8   Organisation Membership confers a right to vote in any HL7 India ballot in accordance with the applicable balloting rules.

3.3.2.9 All organizations in India that are currently the organizational members of HL7 Inc. are automatically entitled to be organizational members of HL7 India with all the benefits, duties, responsibilities and rights associated with Organizational membership in India including the right to vote in HL7 India ballot and the right to serve as Officers and Governing Council members of HL7 India. This membership is valid till the end of their Organizational membership with HL7 Inc.

3.3.3 BENEFACTOR/ PREMIUM MEMBERSHIP


3.3.3.1   Organisations that are eligible for Organisational Membership obtain Benefactor Membership of HL7 India upon payment of an enhanced subscription.

3.3.3.2   Benefactor Members shall have, as a minimum, the same rights and responsibilities as Organisational Members.

3.3.3.3   HL7 India reserves the right to determine subscription rates and benefits applicable to Benefactor Members. The rates and benefits shall be published and shall not be applied in a manner that would undermine the openness and objectives of HL7 India.

3.3.5 HONORARY MEMBERSHIP


3.3.5.1   The Governing Council may at its discretion offer Honorary Membership free of charge to those who have provided exceptional service to HL7 India.

3.3.5.2   Honorary Membership extends for a period of two years after which, it stands annulled unless renewed by the Governing Council.

3.3.5.3     Honorary Membership is non transferable and does not confer any right to vote in   any HL7 India ballot.

3.3.5.4   Honorary Members shall not be eligible to serve as officers or to stand as candidates in a ballot for the Governing Council.

 

3.3.6 COMPLEMENTARY MEMBERSHIP


3.3.6.1   The Governing Council may offer Complementary Membership free of charge to those who have cleared HL7 Certification Tests conducted in India. Such individuals shall apply for Complementary membership through the HL7 India website and furnish their Certification details to be considered for Complementary membership.

3.3.6.2   In all respects the rights, obligations, duties and benefits of Complementary Membership shall be the same as those of Honorary Membership, including the duration of membership and the non-eligibility to vote, or serve as officers and Governing Council members.

 

3.3.6.3  Complementary members of HL7 India shall be eligible to apply for Individual membership after paying membership rate fixed by the Governing Council, after which, they can exercise the right to vote during HL7 India meetings and ballots.  HL7 India governing council may opt to provide a discounted membership rate for Individual Membership to members with complementary membership.

 

3.4 ESTABLISHMENT OF MEMBERSHIP

Membership shall become effective upon acceptance of a completed application and receipt of designated subscription and shall continue for a specified period or until terminated.

3.5 TERMINATION OF MEMBERSHIP

3.5.1 RESIGNATION


A membership may be terminated at any time by submitting a letter of resignation to HL7 India Secretary. Resignation shall not result in any refund of subscriptions.

3.5.2 CAUSE


The Governing Council may in exceptional circumstances suspend or expel any member for a cause (such as an action that is illegal, unethical or directly damaging to the interests of HL7 India). In such cases a member shall be offered a hearing. A simple majority vote of the full membership of the HL7 Governing Council shall prevail for such actions. Subscriptions shall not be refunded for the year in which these actions occur. The HL7 India Governing Council may at its sole discretion reinstate any member suspended or expelled.

 

3.6 VOTING MEMBERSHIP

The Voting Membership consists of all Individual, Organisational and Benefactor Members(not Honorary Members) who have paid their subscriptions and have not terminated or been suspended from membership. Except where otherwise specified in balloting rules for particular purposes an Organisational or Benefactor Member contributes two votes to the Voting Membership whereas an Individual Member contributes one vote.

3.7 MEMBERSHIP RIGHTS IN RELATION TO HL7 INC.

In so far is practical, all benefits extended by HL7 Inc. to members of International Affiliates shall be made available to members of HL7 India Individual, Organisational, Benefactor, Honorary, Student and Complementary members. However in case of Individual, Honorary, Student and Complementary members, these rights are limited to the individual and are not transferable.

4 FINANCIAL MATTERS


4.1 SUBSCRIPTIONS

Subscription to be charged shall be reviewed annually and shall be determined by a vote at the Annual General Meeting for a recommendation made from time to time by the Governing Council. All subscriptions received shall be the property of HL7 India and shall be administered and applied for the furtherance of objectives of HL7 India.

4.2 OTHER CHARGES

Governing Council shall determine charges to be applied for Meetings, provision of materials or delivery of service by HL7 India. Money received in payment of such charges shall become the property of HL7 India. Such charges should first be applied to cover the costs associated with the event or product for which the charges are applied and the balance of funds shall be used to further the objectives of HL7 India.

4.3 DONATIONS

Acceptance of donations shall require prior approval of Governing Council of HL7 India. Any funds or property donated to further the work of HL7 India shall be the property of HL7 India and shall be used for the purpose designated by the donor. If no specific purpose is designated the donation shall be applied and administered for furtherance of objectives of HL7 India.

5. GOVERNANCE AND ORGANISATIONAL STRUCTURE


5.1 MEMBERSHIP

Ultimate authority within HL7 India is the Voting Membership at a properly convened General meeting.

 

5.2 ANNUAL GENERAL MEETING

HL7 India shall hold in each calendar year a general meeting as its Annual General Meeting (AGM) in addition to other meetings that year and shall specify the meeting as such in notices calling it: and not more than 15 months shall elapse between two successive Annual General Meetings. All meetings other than the Annual General Meeting shall be called Extraordinary General Meetings. (EGM’s).

The AGM Shall:

1.    Receive reports from officers of HL7 India.

2.    Receive and approve accounts from Treasurer.

3.    Elect Officers

4.    Elect those positions on Governing Council due for Elections.

5.    Discuss any other matter brought forth by Governing Council or the general membership.

 

5.3 EXTRAORDINARY GENERAL MEETING

An extra ordinary general meeting can be convened in any one of the following circumstances.

1.    When called by chair of HL7 India.

2.    When called by majority decision of the Governing Council of HL7 India.

3.    When called by more than 10% of voting membership. In such a case the meeting has to be held within 40 days of receipt of such a request by the Chairman of the Governing Council of HL7 India.

5.4 GOVERNING COUNCIL

The Governing Council shall govern HL7 India between General Meetings and shall determine from time to time the responsibility and authority of Officers.

5.4.1 GOVERNING COUNCIL MEMBERS


5.4.1.1 Governing Council of HL7 India can consist of between 5 and 15 members.

5.4.2 GOVERNING COUNCIL NOMINATIONS


5.4.2.1. The Secretary shall issue an invitation for nominations from the membership for vacant posts at least 30 days before the AGM (or other General Meeting at which an election is to be held).

5.4.2.2          The nomination period shall close 5 days before the meeting.

 

5.4.2.3   In the event of insufficient nominations being received, the membership shall be    

notified and the nomination period for that election extended until the time of voting.

5.4.2.4  A candidate shall be deemed unacceptable if more than one member shall state this at the meeting at which ballot is held and this is confirmed by majority of votes of members present at the meeting with each member casting up to the number of votes permitted by their membership type.

 

5.4.3 GOVERNING COUNCIL ELECTION PROCEDURE


5.4.3.1 Election shall be by secret ballot of members present at the meeting, with each type member casting up to the number of votes permitted by their membership type.

 

5.4.3.2 The results of the ballot shall be counted by one or more scrutineers appointed by the membership.

 

5.4.3.3  The results of the ballot shall be announced during the General Meeting.

 

5.4.3.4 Nominees who fail to be elected to the post of Officer will automatically be considered, if they so wish, as nominees for the election of the Governing Council members.

5.4.3.5 The Governing Council Members shall assume their roles at the end of the meeting unless:

·  The post would otherwise be vacant.

·  Two or more Voting members request the Governing Council Member to assume the role and this request is confirmed by the Voting Members present in which case the role shall be assumed immediately.

            

5.4.4 GOVERNING COUNCIL TERMS OF OFFICE


5.4.4.1 The usual term of office for Governing Council members shall run from one AGM until the next but one AGM (i.e. for a period of two years). The intention is to have overlapping terms of office rather than to change the entire Council at the same time.

5.4.4.2  Changes of Office:

                AGM Even years:            

              The Annual General Meeting held in even years may elect 7 members of the Governing Council.

AGM Odd years:

   The Annual General Meeting held in odd years may elect the remaining members of the Governing Council, subject to the sanctioned total strength of the Governing Council.

 5.4.5 GOVERNING COUNCIL VACANCIES


5.4.5.1 Membership of the Governing Council will cease on receipt by the Governing Council of written resignation, through written notice of incapacitation, through the missing of two consecutive Governing Council meetings without approved extenuating circumstances, or through forfeiture of membership for non-payment or other cause.

5.4.5.2 Unscheduled vacancies may be filled by appointment of the Governing Council until the next scheduled AGM at which time the members shall elect someone to fill the position for the duration of the vacant term of office.

5.4.6 DUTIES AND POWERS OF GOVERNING COUNCIL


The Governing Council shall:

  • Adopt policies and procedures governing HL7 India.
  • Employ or contract for administrative and technical personnel as the Governing Council may consider necessary to support the activities of HL7 India and on such terms and conditions as it may deem advisable.
  • Create advisory groups and councils as necessary to fulfil liason with other organisations; and approve the Chair’s recommended appointments for representatives to those organisations.
  • Report to the membership annually regarding various committee activities, financial status and such other matters as are necessary and advisable.
  • Exercise its legal and constituted authority and responsibility in the direction and conduct of the affairs of HL7 India in order to promote and attain objectives of HL7 India.
  • Engage in such business activities as may be in furtherance of HL7 India objectives including but not limited to the entering of contracts, pursuit of grants, purchase and sale of property on behalf of HL7 India, and transacting of all other affairs of HL7 India not otherwise provided.

5.4.7 GOVERNING COUNCIL MEETINGS


5.4.7.1 A quorum for conducting official business at a meeting of the Governing Council shall be a majority of its members.

5.4.7.2 The Governing Council shall hold at least two meetings per year and shall participate in regular phone or email communications between meetings.

5.4.7.3 Other meetings of the Governing Council may be held at the call of the Chair, or upon the request by four members of the Governing Council.

5.4.7.4 Meetings and Phone conferences of the Governing Council shall be called with not less than 15 days and shall indicate any major agenda topics to be covered. The agenda shall be made available by the Chair of Secretary no less than 5 days before the meeting.

5.4.7.5 If the Chair (or in his absence the Chair-Elect or Immediate Past Chair) believes circumstances warrant a reduction in the notice period required by Clause 5.5.5.4 above may be reduced to 5 days for the next meeting or phone conference of the Governing Council provided that:

 

·   The Chair (or in his absence the Chair-elect or Immediate Past Chair) or Secretary makes reasonable efforts to ensure that all Governing Council members are informed of the reduction in notice period and the reasons behind it.

·   The decision is approved by a two-thirds majority of Governing Council members as evidenced by emails or faxes.

 

5.4.7.6 When required by the Governing Council, a meeting may occur by means of a conference call or by any means of communication by which all persons participating in the meeting are able to hear one another.

 

5.4.7.7 In order to conduct business that would normally be responsibility of a Committee, at least one Committee member should be present at the Governing council Meeting. If this is not the case, the Governing Council must not conduct that business.

 

5.4.7.8 All the votes within the Governing Council shall be by simple majority of those present. If a vote is tied or inconclusive owing to abstentations, the Chair of the meeting can make a decision in the following ways:

 

·   In the case of an inconclusive result due to abstention the Chair may rule that the simple majority of those votings is to be followed.

·   In the case of tied vote, the Chair may determine the result using an (additional) casting vote.

 

5.4.7.9 The Governing Council may also make decisions outside meetings of the Governing Council provided that:

·   One or more members of the Governing Council makes reasonable efforts to ensure that all Governing Council members are informed of the required decision and the reasons behind it.

·   The decision is approved by the majority of Governing Council members as evidenced by emails or faxes.

·   The Governing Council is informed of the approval and the names of the Governing Council members so approving the decision.

 

5.4.8 GOVERNING COUNCIL MEMBER DISCLOSURE OF INTERESTS


5.4.8.1 HL7 India Officers and the Governing Council are required to declare any pecuniary or other potentially conflicting interests that they have in relation to a meeting in general or particular agenda topic. Many such interests are implicitly recognized as a result of the organisations which members are known to represent. However, some potentially conflicting interests are not immediately apparent and these must be declared to limit the possibility of misunderstanding. For example, when a person is funded by or representing one or more specific clients or organisations at a meeting this should be declared. Similarly, where two organisations have an affiliation or joint venture that results in a shared interest this should be declared to the extent possible within any pre-existing confidentiality agreement. All members of HL7 India bring interests and expertise to the Organisation and so long as these are openly declared they add to value and depth of the topics discussed. The existence of a potentially conflicting interest is not in itself a reason to withdraw from a discussion but other members of the Governing Council should have the option to request withdrawal where they consider it appropriate.

 

5.4.9 GOVERNING COUNCIL EXPENSES


5.4.9.1   HL7 India will only refund expenses incurred by Governing Council members if these have been previously agreed in relation to a particular task or set of duties.

5.4.9.2   HL7 India will fund the costs associated with meeting rooms and associated facilities for Governing Council meetings.

5.4.9.3   HL7 India does not routinely refund expense associated with attendance at meetings of the HL7 India Committees or HL7 India Subgroups.

5.4.9.4   The Governing Council shall agree a budget to support the reasonable costs of the Chair or Technical Chair or other appointed deputy to attend specified meetings at which the interests or responsibilities of HL7 India need to be represented. These funds shall only be available to cover expenses that would not otherwise be funded by another organisation and may be capped to exclude excessive or non-essential costs.

  

6 OFFICERS


6.1 ROLES OF OFFICERS

6.1.1 CHAIR


The Chair shall preside at all meetings of the Governing Council and at all General Meetings of HL7 India. In the absence of the Chair, the Chair-elect or the Immediate Past Chair shall preside over these meetings. The Chair shall manage liaison or affiliations with HL7 Inc. and with other bodies. The Chair shall be a member, ex officio, with vote, on all other formal or ad-hoc committees, subcommittees or subgroups within HL7 India.

6.1.2 CHAIR-ELECT


The Chair-elect shall automatically become the Chair at the conclusion of the term of the Chair. The Chair-elect shall assist the Chair and develop the operating plan for the following year. The Chair-elect shall be a member, ex officio, with vote, on all other formal or ad-hoc committees, subcommittees or subgroups within HL7 India.

 

6.1.3 IMMEDIATE PAST CHAIR


At the completion of their term the Chair shall assume the role of Immediate Past Chair. The Immediate Past Chair shall assist the Chair in implementing the operating plan for the following year. The Immediate Past Chair shall be a member, ex officio, with vote, on all other formal or ad-hoc committees, subcommittees or subgroups within HL7 India.

 

6.1.4 SECRETARY


The Secretary, under the direction of the Governing Council, shall accomplish or cause to be accomplished, the following tasks: record and publish GC meeting minutes; create and distribute meeting notices; create and distribute voting items; tally votes; publish GC meeting agendas; maintain a list of Governing Council members, and any other records required by law. The Secretary shall provide or oversee the provision of general administrative support for the Governing Council. In the absence of the Secretary, the Chair of the meeting may appoint an Acting Secretary for the purpose of recording meeting minutes and tallying votes.

 

6.1.5 TREASURER


The Treasurer shall establish orderly mechanisms for the collection of subscription and other income of HL7 India and the distribution of monies owed. The Treasurer shall prepare, or cause to be prepared, all financial reports, subject to procedures defined in these Bylaws, presented to the Governing Council and to the membership. The Treasurer shall arrange the services of an appropriate professional accountant to review or audit the records and financial statements when and as required by the Governing Council. The Treasurer shall have the responsibility to submit financial reports and pay dues to HL7 as specified in the International Affiliation Agreement in a timely manner.

6.1.6 COMMITTEE CHAIRS


The various Committee Chairs shall chair meetings of their respective Committee and shall be responsible for establishing orderly mechanisms for development, discussion and adoption of methods and standards that meet the objectives of the Committee and of HL7 India. The Committee Chairs shall oversee the establishment and coordination of special interest Sub Groups and shall maintain or cause to be maintained an appropriate level of membership accessibility of submitted materials, subsequent discussion and resulting information. The respective Committee Chair shall oversee the process of balloting of India specifications. The respective Committee Chair shall also coordinate India input to HL7 Inc. working meetings, harmonisation meetings and ballots on subject specifications.

 

 

6.2 ELECTION OF OFFICERS

6.2.1 NOMINATIONS


6.2.1.1 The Secretary shall issue an invitation for nominations from the membership for vacant posts at least 30 days before the AGM (or other General Meeting at which an election is to be held).

6.2.1.2   The nomination period shall close 5 days before the meeting.

 

5.4.3.4      In the event of insufficient nominations being received, the membership shall be notified and the nomination period for that election extended until the time of voting.

 

5.4.3.5      A candidate shall be deemed unacceptable if more than one members shall state this at the meeting at which ballot is held and this is confirmed by majority of votes of members present at the meeting with each member casting up to the number of votes permitted by their membership type.

 

6.2.2 PROCEDURE


 

6.2.2.1 Elections of Officers to vacant posts shall be held in the following order:

 

·   Chair

·   Chair Elect

·   Secretary

·   Treasurer

·   Chair -Technical Committee

·   Chair- Certification Committee

·   Chair- Education Committee

·   Chair- Marketing Committee

 

6.2.2.2  Election shall be by secret ballot of members present at the meeting, with each type member casting up to the number of votes permitted by their membership type.

 

6.2.2.3     The results of the ballot shall be counted by one or more scrutineers appointed by the membership.

 

6.2.2.4     The results of the ballot shall be announced during the General Meeting.

 

6.2.2.5     Nominees who fail to be elected to the post of Officer will automatically be considered, if they so wish, as nominees for the election of the Governing Council members at Large.

 

6.2.2.6     The Chair and the Chair Elect shall assume their roles immediately after the announcement of the result. All other Officers shall assume their roles at the end of the meeting unless:

·   The post would otherwise be vacant.

·   Two or more Voting members request the Officer to assume the role and this request is confirmed by the Voting Members present in which case the role shall be assumed immediately.

6.3        TERM OF OFFICE

6.3.1 CHAIR


The Chair shall serve for a term of two years immediately following a one year term as a Chair Elect. The term of office of the Chair shall begin in an odd numbered year and shall run until the AGM in the next odd numbered year.The Chair shall not serve consecutive terms.

 

6.3.2 CHAIR ELECT


The Chair Elect shall be elected at the AGM in an even numbered year and shall serve in this role until the following AGM and will then ascend to the role of the Chair.

 

6.3.3 IMMEDIATE PAST CHAIR


The Immediate Past Chair shall serve for a period of one year, commencing at the AGM in an odd-numbered year and ending at the following AGM with the election of a new Chair-elect.

6.3.4 SECRETARY


The Secretary shall serve for two years being elected in odd-numbered years. The Secretary shall serve no more than three consecutive terms; this rule to be waived if no nomination is made of a candidate deemed acceptable by the membership.

6.3.5 TREASURER


The Treasurer shall serve for two years, being elected in odd-numbered years. The Treasurer shall serve no more than three consecutive terms; this rule to be waived if no nomination is received of a candidate deemed acceptable by the membership.

6.3.6 COMMITTEE CHAIRS


The Committee Chair shall serve for two years, being elected in odd-numbered years. The Committee Chair shall serve no more than three consecutive terms; this rule to be waived if no nomination is received of a candidate deemed acceptable by the membership.

6.3.7 VACANCIES


6.3.7.1 Vacancy of the office of Chair shall be filled by succession of the current Chair-elect to the Office of the Chair to serve through their elected term. In the absence of a Chair Elect(as would be the case in the first year of a Chair’s term), the Immediate Past Chair shall assume the office of the Chair pro term and initiate the nomination of candidates and election of a new Chair within ten days. The elected Chair shall take Office immediately upon publication of results of the election and serve the remainder of the term.

6.3.7.2 Other Vacancies shall be filled promptly by vote of the Governing Council in regular or special assembly with co-optees as necessary to complete the current term.


 

7 COMMITTEES AND SUBGROUPS


7.1 A COMMITTEE

7.1.1 COMMITTEE ROLE


A Committee is a group of members that determines all matters relating to a specific matter of interest for HL7 India. It engages in businesses that promote furtherance of objectives of HL7 India subject to the specified domain of interest, e.g. Technical, Education, Certification, Marketing, or any other as decided by the Governing Council.

 

7.1.2 COMMITTEE MEMBERSHIP


All members of HL7 India are automatically members of a Committee and are entitled to attend and vote at its meetings.

 

7.1.3 COMMITTEE ORGANISATION


The Committee is organised by the Committee Chair who is responsible for arranging or causing to be arranged all necessary meetings. Between meetings the Committee Chair may make interim decisions on behalf of the Committee in liaison with the HL7 India Chair. Any such interim decisions should be reported to the Committee by email and are subject to endorsement or rejection at the next Committee meeting.

 

7.1.4 COMMITTEE MEETINGS


Each designated Committee of HL7 India shall meet no less than three times a year, either in person, or by employing means of long-distance communication like audio/video conferencing and other similar facilities. The Committee Chair shall give at least 30 days notice of Committee meetings. The notice of the meeting shall indicate the date, time and venue and any ballot proposals that will be brought before the meeting and shall outline other substantive issues to be discussed at the meeting. The notice shall also specify the quorum necessary for the conduct of business and/or the quorum for addressing the ballot proposals that will be brought before the meeting. Revisions to agenda based on input from members are permitted but such additions must be circulated no less than 5 days before the meeting. HL7 India members need to notify the respective Committee Chair of their intention to be present and/or vote at the respective Committee meeting within 15 days after the receipt of the notice of that Committee meeting.

 

The Governing Council will seek offers of provision or sponsorship of meeting rooms for HL7 India meetings from amongst its membership. Where such offers are not available the Governing Council may choose either to fund the necessary meeting facilities or to charge members for attendance.

7.2 COMMITTEE SUBGROUPS

The Committee may establish Subgroups to undertake detailed work or discussion in specific subject or domain related areas.

 

7.2.1 ROLES


Committee Subgroup should have a specific role related to the production of a specific draft deliverable or set of recommendations in a defined area of interest. All recommendations and draft deliverables from a Committee Subgroup must be brought to and sanctioned by the Committee prior to wider dissemination.

 

7.2.2 CO-CHAIRS


Each Subgroup must decide how many Co-chairs it requires up to a maximum of three.

The Co-chairs are responsible for arranging meetings of the subgroup and for reporting back recommendation and other outputs to the Committee. At least 15 days notice should be given for all meetings including an indication of the intended agenda.

 

7.2.3 ELECTION OF CO-CHAIRS


7.2.3.1 When an election for Co-chair of a group is announced any member of HL7 India in good standing may be nominated and seconded, or they may self nominate. Elections must be announced to the respective Committee 30 days in advance of the actual election. Candidates may be put forward up to the point of the election.

7.2.3.2 Election of a Co-chair shall take place in a formal subgroup meeting and shall be by simple majority based on a secret vote cast by HL7 India members on appropriate voting slips. HL7 India members need to notify the respective Committee Chair and add themselves to the ballot list to exercise their intention to vote, abstain or comment at the respective subgroup Co-chair election within 15 days after the receipt of the notice of that Subgroup Co-chair election.

7.2.3.3 The quorum for Co-chair elections is five Voting Members in good standing. Each Voting Member may cast only one vote irrespective of their type of membership. Where a subgroup cannot achieve a quorum for an election and hence there is no elected Co-chair the subgroup shall be deemed to be an Interim Subgroup as described in 7.2.4 below.

7.2.3.4 Where a member of a Subgroup believes that a particular organisation will have or has had a preponderance of influence on the outcome of an election, and where they believe this to be against the interests of the group they may ask for a recount limiting to 3 the number of votes recorded from people representing the same organisation. The Committee Chair may at their discretion order a fresh election under these rules.

 

7.2.3.5 A Co-chair shall serve for two years and may then be re-elected.

7.2.3.6 Where a Co-chair fails to attend two or more consecutive meetings of the subgroup the subgroup may pass a resolution informing the Committee chair that they deem the Co-chair to have stood down. At this point the Committee Chair may direct that an election shall be held to fill the vacant post.

7.2.3.7 Where a subgroup has two or more Co-chairs it is desirable but not essential that elections should be arranged to be at least six months apart.

7.2.3.8 The Committee chair shall be responsible for conduct and oversight of elections.

 

7.2.4 INTERIM COMMITTEE SUBGROUPS


Where a new subgroup is being formed members may not initially wish to hold elections since the exact aims of the group may need to evolve. Any group of HL7 India members may hold interim subgroup meetings with the permission of the Committee Chair who may also appoint an interim Co-chair. An Interim Committee Subgroup shall present a formal mission statement and charter to the Committee and hold Co-chair elections within six months of its first meeting.

 

7.2.5 COMMITTEE SUBGROUP MEMBERSHIP


Unless explicitly agreed by the Committee all HL7 India Members are entitled to attend any Committee Subgroup meeting. However, members need to add themselves to ballot by notifying the Subgroup Co-chair, to exercise their right to vote, abstain or comment at the respective Committee Subgroup meeting within 10 days after the receipt of notice of the Subgroup meeting, sent out by the respective Subgroup Co-chairs.

 

8. INTELLECTUAL PROPERTY RULES


8.1 COPYRIGHT

All HL7 India specifications, documents and work products would be copyrighted by HL7 India under Indian and/ or International copyright law. HL7 Inc. protocol specifications, documents, and work products, collectively known as Standards, are copyrighted by HL7 Inc. under the provisions of the US Copyright Act.

 

8.2 COMMITMENT

All participants grant a free, irrevocable license to HL7 Inc. and HL7 India:

i.To incorporate any contributions regardless of media or form, and any subsequent modifications thereof, in the creation or maintenance of HL7 Inc. or HL7 India standards or specifications.

ii.To copyright in HL7 Inc. or HL7 India's name any HL7 Inc. or HL7 India standard or specification even though it may include portions of said contributions.

 

iii.To, at HL7 India's sole discretion, permit others to reproduce in whole or in part the resulting Standards.

 

All participants further acknowledge that, to the best of their knowledge, all contributions are free of encumbrance as it relates to the intellectual property rights of others.

 

8.3 PREVIOUSLY COPYRIGHTED MATERIAL

The use of previously copyrighted material in standards and specifications is discouraged; rather the material should be referenced by name and source including any known licensing requirements. However, if such material is deemed sufficiently important to merit insertion in the standards and specifications and by the membership from the copyright holder, a note citing authorization for use shall be included in the standards and specifications; without such authorization the material may not be inserted in the standard or specification.

 

8.4 INDEPENDENTLY-DEVELOPED DOCUMENTS

Submission of independently-developed documents for consideration as a potential standard or specification or to serve as base documents for such development is encouraged. In order to ensure unencumbered development a written release of unrestricted world rights to use a document as the basis for development of standards or specifications and for all future revisions and editions of that standard or specification is required. In giving permission to use the document as the basis for a standard or specification, the copyright owner(s) do not forfeit the copyright to their original text and its future development outside of HL7 India or HL7 Inc.; however, the copyright owner(s) must agree not to refer to their document as an HL7 India or HL7 Inc. Standard. The copyright owner(s) will be credited for their initial development of the base document in the front matter of the approved standard or specification.

 

8.5 TRADEMARKS

The use of trademarks or service marks other than HL7 India and HL7 Inc. in the Standards is discouraged; however, when used the first occurrence of the item will be marked by the appropriate symbol and the name of the trademark owner will be annotated in the front matter of the Standard.

 

8.6 PATENTS

8.6.1 COMMITMENT

All participants will identify to HL7 India and to HL7 Inc., through the issuance of a letter of assurance, any patents or patent applications felt to be applicable to HL7 India or to HL7 Inc. standards or specifications. This assurance shall be provided without coercion and shall take the form of either:

 

8.6.1.1 A general disclaimer to the effect that the patentee will not enforce any of its present or future patent(s) whose use would be required to implement the proposed HL7 India or HL7 Inc. standard or specification against any person or entity using the patent(s) to comply with the standard or specification, or;

 

8.6.1.2 A statement that a license will be made available without compensation or under reasonable rates, with reasonable terms and conditions that are demonstrably free of any unfair discrimination. This assurance shall apply, at a minimum, from the date of the standard's approval to the date of the withdrawal of the standard or specification, being irrevocable during that period.

 

8.6.2 DISCLAIMER


HL7 India is not responsible for identifying patents for which a license may be required by a standard or specification or for conducting inquiries into the legal validity or scope of those patents that are brought to its attention. HL7 India shall make the membership aware of any such patents brought to its attention.

 

8.7 MATERIAL IN THE PUBLIC DOMAIN

Material from the public domain included in the standard or specification shall include annotation citing author and source.

 

8.8 USE OF HL7 INDIA NAME

8.8.1 PROHIBITIONS


Use of the HL7 India name or stationery to endorse, promote, foster, or criticize any commercial product, vendors, services, or to express personal views about legislative issues is prohibited without the permission of the Governing Council.

 

8.8.2 STATIONERY USE


HL7 India stationery shall be used by Officers, Governing Council members, appointed committee chairs, and staff for authorized business and projects exclusively. Upon completion of official terms of office, Officers, Governing Council members, and appointed committee chairs shall discontinue the use of HL7 India stationery immediately. The same is applicable to contracted staff upon termination of appointment to HL7 India.

 

8.9HL7 INDIA DERIVED WORKS NOTICE

8.9.1 USAGE


The Notice included below must be included in a Preface to all HL7 India standards and specifications and/or any material derived by an HL7 India member from such a document and/or including part of such a document, whether rendered electronically or on paper:

"Notice

This document contains or refers to material originally published by HL7 India and/or its parent body HL7 Inc. HL7 India materials are copyright works and HL7 India reserves all rights to reproduction of these works. Selective inclusion of extracts from HL7 India works in documents issued by HL7 India Individual, Organisational and Benefactor Members is permitted for the purposes of supporting the objectives of HL7 India. Any documents that include such extracts shall also include this statement and references to appropriate source materials.

HL7 India does not warrant the accuracy or fitness for purpose of HL7 India or HL7 Inc. works referred to or included in documents issued by its members. Readers are recommended to consult the most recent version of referenced materials as published by HL7 UK or HL7 Inc.

Use, replication or distribution of HL7 India materials and any derived works is subject to the rules of HL7 India. Organisational Membership permits distribution and use of HL7 India materials throughout the defined member organisation. Individual Membership entitles the named member to use the materials but does not permit any further distribution or use by any other person. Membership of HL7 India also offers other benefits including the ability to influence the scope and content of future HL7 standards and preferential rates for workshops and working meetings of HL7 and HL7 India. HL7 India Membership details and applications are available at http://www.hl7india.org."

 

9 REVISION OF BYLAWS


9.1 REVISION OF BYLAWS

The Governing Council shall convene an ad hoc committee to review these bylaws periodically. These bylaws may be altered or amended as a result of such review or upon approval of a Request for Change

9.2 REQUEST FOR CHANGE

A written request to revise the bylaws, containing the specific language of changes recommended and signed by at least ten Voting Members in good standing, may be submitted to the Secretary as a Request for Change.

9.3 APPROVAL

Within 30 days of the receipt by the Secretary of a valid Request for Change or the recommendations of the review committee, the recommended changes shall be circulated to the full Voting Membership in the form of a ballot. Allowing exactly 30 days from the date of release for the return of ballots, the Secretary shall tally the returned ballots. The Request for Change shall be deemed approved by an affirmative vote of at least two-thirds of all Voting Members in good standing voting on the issue.

9.4 EFFECTIVE DATE

Bylaws, as altered or amended, shall become effective immediately upon approval unless otherwise stipulated in the Request for Change or the recommendation of the review committee.

Appendix A

HL7 INDIA LICENSE AGREEMENT

 

Legal notice from Health Level Seven®, Inc:  The products to which this license agreement applies are the HL7 Version 2.x and HL7 Version 3 Normative Edition 2008.  These products are copyrighted by Health Level Seven, Inc. and are therefore protected by the Copyright Law of the United States and copyright provisions of various international treaties.  Unlawful use of these products is strictly prohibited. 

PLEASE READ THIS NOTICE CAREFULLY:

You have received as a member or purchased a copy of the HL7 Version 2.x or HL7 Version 3 Normative Edition 2008.  The right to use and distribute this product is restricted to HL7 members as follows:

Corporate members are authorized to:  (a) reproduce and distribute all HL7 copyrighted materials on an internal basis solely for use within their organization, and (b) reproduce and distribute excerpts of the Standard (not entire domains or chapters) to any customers.  This authorization is provided if and only if (a) HL7 is clearly identified as publisher and holder of the copyright; and (b) any modifications of the excerpted Standards are clearly identified to end users.  This authorization does not include direct commercial resale of the Standard(s) or excerpts.

Individual members are authorized to access the Standard(s) for their personal use.  HL7 individual members are not authorized to reproduce or distribute any HL7 copyrighted material without express written permission.

Non-members are granted the right to access (read) the Standards.  Non-members have no rights to use, reproduce, or distribute the Standard(s). 

Breaking the packaging seal constitutes acceptance of this license under applicable law.  Upon opening the CD-ROM package, you will be subject to the terms of this license.  If you do not accept the terms of this license, you must return the CD-ROM case unopened to HL7 Headquarters at 3300 Washtenaw Avenue, Suite 227, Ann Arbor, MI  48104.

¨            I accept the terms of this license agreement which applies to the HL7 Version 2.x and/or HL7 Version 3 Normative Edition 2008.

 

¨            I decline the terms of the license agreement above for non-members and am returning the unopened CD-ROM.

 

_________________________             _________________________                                ____________

Signature                                            Name (please print)                                                                    Date

 

Appendix B

HL7 INDIA Code of Ethics and Professional Conduct

 

                Many U.S. standards and professional organizations, including those in healthcare, have codes of ethics.  After receiving suggestions from several HL7 members, the Executive Committee decided to create an HL7 Code of Ethics and Professional Conduct.  We reviewed, and in some cases incorporated, parts of the codes of ethics of ASC X-12, HIMA, ACM, ECHO, and IEEE.  The following is the HL7 Code of Ethics and Professional Conduct adopted by the Executive Committee in December.  We invite your comments.  We also expect you, as an HL7 member, to endorse and uphold them for the benefit of all HL7 participants.

 

Commitment to ethical professional conduct is expected of every HL7 member.  More specifically:

 

·   Only HL7 business will be conducted at HL7 meetings.  No marketing materials will be distributed or marketing-oriented presentations made.  Private, non-public meetings or functions, as well as recruiting activities, should not be conducted during HL7 meetings and event times.

·   All HL7 members will comply with the applicable laws and regulations applying to non-profit organizations, the HL7 bylaws and policies and procedures adopted by the executive committee and the membership, and applicable trademark and copyright law.

·   HL7 members will promote, acknowledge and support proper and authorized use of the HL7 standard.  By the same token, HL7 members will not support or condone improper or unauthorized use of the standard.

·   HL7 members will not misrepresent use of the HL7 standard in their products, services or organization or in others'.

·   HL7 members will contribute knowledge capital to further the development of the standard.  At the same time, members will respect confidentiality agreements when applicable.

·   HL7 members will not participate in non-HL7 marketing activities when
 representing HL7 at industry conferences or other standards meetings.

·   HL7 will not endorse any member's products or services.

·   HL7 members will not participate in activities which give the appearance of conflict of interest between HL7 and the member's organization.