About the Vietnamese Biophysical Society

The Vietnamese Biophysical Society is a non-profit scientific organization dedicated solely to the field of Biophysics. Established in 2023, the society aims to promote the advancement and dissemination of Biophysics in Vietnam, thereby contributing to the overall scientific and technological development of the country.

The society serves as a gathering of scientists, individuals, and organizations from within and outside the country to exchange knowledge and promote the development of Biophysics in Vietnam. It creates an environment for exchanging training, education, research collaboration, technology transfer, and scientific application in the field of Biophysics for Vietnamese scientists both domestically and internationally.

Constitution of Vietnamese Biophysical Society

Chapter I General Regulations

Article 1. Name

(1) Name of the organization

Vietnamese Biophysical Society (VBS)

(2) Characteristics

The Vietnam Biophysical Society is a national-level organization that brings together scientists, researchers, and experts interested in and combining the fields of physics and biology. Biophysics is a multidisciplinary field that integrates principles and techniques from pure and applied physics and applies them to biology to study the physical properties and transformation processes of biological systems. The Biophysical Society aims to promote advancements in biophysical research, facilitate scientific collaboration and application, organize conferences and training programs, publish journals or newsletters, and provide resources and support to members in various aspects of the field of Biophysics.

(3) Logo

The logo of the Vietnamese Biophysical Society is copyrighted and appears on all official publications related to the society.

Article 2. Headquarters

The headquarters of the Vietnamese Biophysical Society is located at the International Centre for Interdisciplinary Science and Education (ICISE), Ghenh Rang, Quy Nhon city, Binh Dinh province, Vietnam.
Telephone number: 0256-
Website: www.vietbiophysics.vn
Email: vbs@vietbiophysics.vn

Article 3. Accounts and Seal

The Vietnamese Biophysical Society is a legal entity with registered accounts and a separate seal. The director is the authorized signatory for the accounts.
The seal is only valid when signed by the director and co-signed by the Chairpersons or Deputy Chairpersons in place of the Chairpersons.

Article 4. Official language

Throughout the process of establishment and operation of the Vietnamese Biophysical Society, the legal and official language of the Society is Vietnamese. English language will be used as an interpretation language and as an international reference, translated from the Vietnamese language (original) and therefore, any English documents will only have reference value and are not legally binding. Legal documents prepared in Vietnamese language include:

Charter of the Society
Documents related to the establishment and management of the Society’s charter
Documents related to appointment of personnel, personnel management, management of scientific and business activities, and management of other activities to achieve the Society’s objectives
Documents amending the Society’s charter
Documents dissolving the Society

Article 5. Sponsorship agency

The Vietnamese Biophysical Society is a non-profit organization, solely dedicated to Biophysics science.
The Society is sponsored by the International Center for Interdisciplinary Science and Education (ICISE), Quy Nhon, Binh Dinh, when registering for the establishment of the Society at Ministry of Home Affairs and Ministry of Science and Technology of the Socialist Republic of Vietnam; and may be expanded to other suitable sponsorship organizations in Vietnam when necessary to achieve the Society’s objectives.
The Society strives to become an official member of the Asian Biophysics Association (ABA), the International Union of Pure and Applied Biophysics (IUPAB), and other associations, unions, and organizations within and outside the country when necessary to achieve the Society’s objectives.

Chapter II Purposes and Activities

Article 6: Purposes

The general purposes of this society are to promote the progress and dissemination of the field of Vietnamese Biophysics, thereby contributing to the overall scientific and technological development of Vietnam. The specific objectives of the Vietnamese Biophysical Society are as follows:

(1) To gather a team of scientists, individuals, and organizations from within and outside the country to exchange ideas and promote the development of the Vietnamese Biophysics field.

(2) To create an environment for exchanging education, training, research collaboration, scientific and technological transfer, and application in the field of Biophysics for Vietnamese scientists both within the country and internationally, in order to best exploit human potential and establish a network of education, research, collaboration, and development with related professions in the life sciences to improve the quality of life and health of the Vietnamese community.

(3) To promote comprehensive international cooperation, creating a strong force in the research and application of science, technology, and innovative ideas of Vietnamese Biophysicists both within the country and internationally, becoming a reliable partner of associations, societies, and federations of scientific and technological and biophysical fields both domestically and internationally.

Article 7. Activities

The activities of the Society shall be implemented under the direction and guidance of the managing agency, the Council and its members, and the Executive Board, in order to achieve the objectives, set out above. The Society shall focus on the following activities:

(1) Organizing the annual Vietnam Biophysical Conference and collaborating with international Biophysical societies to hold scientific exchange conferences; organizing workshops, reports, and training courses on topics related to Biophysics;

(2) Publishing scientific journals, books, and publications related to Biophysics;

(3) Cooperating comprehensively with relevant organizations, societies, and associations in the country and promoting international exchange and cooperation;

(4) Teaching/supporting the teaching of scientific expertise and leadership skills for young Vietnamese scientists and groups/units related to Biophysics;

(5) Implementing research projects/innovations or community initiatives related to research/application/innovation led by Vietnamese Biophysicists;

(6) Supporting and providing scientific and technological advice to individuals/businesses and units/facilities related to the field of Biophysics;

(7) Searching for, supporting, and honoring young Vietnamese talents in the field of Biophysics at the annual Vietnam Biophysical Conference;

(8) Awarding the Scientist of the Year prize to individuals who have outstanding published works nominated by members and approved by the Scientific Council established by the Society;

(9) Organizing regular meetings of the Society;

(10) Carrying out other necessary activities to achieve the objectives of the Society.

Chapter III Members and Employees

Article 8. Admission of Members

(1) Regular members: The criteria for regular members are reserved for Vietnamese individuals who are conducting research and teaching in the field of Biophysics within the country and abroad; foreign individuals who are conducting research and teaching in the field of Biophysics and have been living and working in Vietnam for over 5 years. All candidates must submit an application to join the Vietnamese Biophysical Society according to the provided form and provide a scientific curriculum vita. Individuals who meet the above criteria must register as regular members and pay an annual membership fee. Only regular members are eligible for nomination or self-nomination for high-level executive committee members and have the right to vote;

(2) Student members: The criteria for student members are reserved for all individuals who are high school students, undergraduate or graduate students and meet the regulations and objectives of the Vietnamese Biophysical Society. Student members enjoy the same benefits as regular members. However, this type of member is not eligible to vote and to run for/nominate for executive committee members. Students who want to become student members must register and pay an annual membership fee;

(3) Organizational members: The criteria for organizational members are reserved for domestic and international universities, research institutes, companies, and other organizations that agree and support the objectives of the society. Organizational members enjoy the same benefits as regular members. However, this type of member is not eligible to vote and to run for/nominate for executive committee members. Organizations wishing to become organizational members must register and pay an annual membership fee;

(4) Companion members: The criteria for companion members are reserved for individuals and organizations both domestic and international, regardless of age, gender, profession, nationality, or religion. Any individual and organization who wish to become members, meeting the full criteria of the member regulations and the objectives of the society are eligible to register to become companion members. Companion members enjoy the same benefits as regular members. However, this type of member is not eligible to vote and to run for/nominate for executive committee members. Any individual and organization who wish to become companion members must register and pay an annual membership fee;

(5) Honorary and outstanding members: The criteria for honorary and outstanding members are reserved for individuals who have made outstanding contributions to the development of the Biophysical field. These members will be nominated by the executive committee members of the society. Members in this category have the same benefits as regular members and are exempt from paying annual membership fees;

(6) In the spirit of openness and internationalization, the society does not limit the number of members. The society may admit new members or revoke the membership status of existing members (for example, if a member fails to pay their membership fees for two consecutive years) and will announce the list of members before and after the general assembly meeting.

(7) The general registration fee to become a member is set at 240,000 Vietnamese dong (VND) or 10 USD for all types of members (except student member 120,000 VND or 5 USD). This fee is considered as the membership fee for the first fiscal year upon joining the society. The annual membership fee will be categorized and specifically regulated on the society’s website each year, and all members are obliged to pay their annual membership fee. The unit of currency for the membership fee is Vietnamese dong (VND) or US dollars (USD).

Article 9. Member Benefits

Being registered, awarded a badge, and granted a certificate of membership by the society;
Participating in the annual general meetings of the society;
Being eligible for nomination/voting for Chairperson, Deputy Chairpersons, and executive board members of the society;
Being considered for priority exemption or reduction of registration fees for conferences/seminars organized or co-organized by the society;
Receiving monthly/quarterly information from the society and its partners;
Participating in programs/projects, events, or awards organized by the society;
Being considered and recommended to represent the society at conferences, seminars, training courses, and related events both domestically and internationally;
Members who are sent on business trips will have their travel and lodging expenses considered for reimbursement according to regulations;
Being nominated or selected for outstanding scientific awards of the year;
Members who have made positive/outstanding contributions to the activities and development of the society will be considered for recognition at the annual general meetings;
Having the right to apply for withdrawal of membership from the society.

Article 10. Responsibilities and obligations of members

Absolutely comply with the bylaws of the society;
Build, develop, and maintain the reputation of the society;
Comply with the commitments expressed in the application and assigned tasks;
Not use the membership of the society to carry out activities or statements contrary to the Constitution, laws of Vietnam, and international law;
Not use the name or voice of the society to address issues related to domestic and international affairs without the written consent of the Chairpersons, council members, and leaders of the society;
The society does not pay salaries to elected members (including Chairpersons, Deputy Chairpersons, and members of the executive board);
Annual members of the society are responsible for paying membership fees as prescribed. If the membership fee is not paid for two consecutive years, the membership status will be expired.

Article 11. Chairperson, Deputy Chairpersons, and Executive Committee

The Executive Committee consists of a maximum of 20 members elected every two years by the regular members of the society. The structure of the Executive Committee consists of 15 members, of which 08 are members working fulltime in the country and 07 are Vietnamese members working fulltime abroad. The remaining 05 members will be standby members of the executive committee.
The Chairpersons and Deputy Chairpersons are elected from the regular members of the Executive Committee.
Candidates for 02 Chairperson positions must be reputable scientists in the field of Life Sciences who meet the regulation membership criteria of the society. The maximum structure is 01 member who is a Vietnamese working fulltime in the country and 01 member who is a Vietnamese working fulltime abroad.
Candidates for 04 Deputy Chairperson positions are prioritized to be reputable scientists in the field of Life Sciences who meet the regulation membership criteria of the society. The maximum structure is 02 Deputy Chairpersons who are Vietnamese working fulltime in the country and 02 Deputy Chairpersons who are Vietnamese working fulltime abroad.
The Executive Committee (headed by the Chairpersons) is responsible for developing plans, directing implementation, and operating all activities of the society.
The term of the Chairpersons and Deputy Chairpersons will last for two years. The Executive Committee members will select and nominate replacement candidates and vote at the general assembly of members (Chapter IV) during the first Executive Committee meeting of the new term. The Chairpersons and Deputy Chairpersons are not allowed to hold the position for more than 02 consecutive terms, but may be re-elected/re-nominated to hold the position after a minimum of 01 term (2 years) break.
The term of the Executive Committee member lasts for no more than 03 years. At the end of the term, the Executive Committee member must temporarily step down and rest for at least 01 year before returning to the Executive Committee. Standby members of the Executive Committee will be nominated by the Chairperson and Deputy Chairpersons to replace vacant positions, and additional standby members will be added to ensure a total of 20 members of the Executive Committee through nomination and voting at the general assembly of members.

Article 12. Management Board Staff

The Director/Deputy Director, Secretary, and Chief Accountant of the Management Board are appointed for a term of 03 years by the governing body and receive salaries as prescribed by the governing body.
The key members of the Management Board are not more than 05 personnel. Other employees operate under contract mechanisms (short-term or long-term) depending on the scale and project.
The Management Board is responsible for managing the finances and receiving and processing daily information of the society.
The Management Board is responsible for advising and coordinating with the Chairpersons and Deputy Chairpersons and members of the Executive Board to explain the financial income and expenses and develop an annual financial plan for the society’s activities at the annual general assembly of member meeting.
The Management Board is responsible for assisting the Chairpersons and Deputy Chairpersons and Executive Board in implementing daily activities related to the society.
The Management Board is responsible for maintaining the society’s communication channels such as website, magazine, journal, other social diplomatic channels (if any), etc.
The Management Board is accountable to the governing body and Vietnamese law for all assigned activities, and is not allowed to use or spend finances outside the plan without the consent of the Chairpersons of the society.

Article 13. Advisory Board

The Advisory Board includes reputable scientists at home and abroad; policy activists or major sponsors of the society’s activities.
The Advisory Board is introduced by the Executive Board member (headed by the Chairpersons).
The Chairpersons and Deputy Chairpersons of the Advisory Board (if any) are reputable scientists within inside country or abroad.

Article 14. Finance

The society is a non-profit organization and operates on a self-financing mechanism. The primary source of the society’s revenue comes from registration/admission fees and annual membership fees, as well as donations from individuals and organizations, scientific journal and book publishing activities, and advertising.
The society accepts all financial donations from individuals and organizations unconditionally and without any conditions or desires that may affect the society’s activities and objectives.
The fiscal year runs from January 1 to December 31. The annual budget and operational plan will be proposed by the Chairpersons and the Executive Committee before December of the preceding year. The management board will be responsible for managing and consolidating the accounts.
No member of the society or member of the Advisory Board shall receive any salary from the society in any form. Travel and accommodation expenses to and from important meetings may be arranged by the society and reimbursed through the society’s accounts. Such reimbursement shall only be made with the approval of the Chairpersons and the leadership team.

Chapter IV General Assembly of Members

Article 15. Criteria for the General Assembly of Members

The General Assembly of Members shall include all members of the Management Board, members of the Executive Committee, and Advisory Board members. The General Assembly of Members shall be planned by the Management Board and the Chairpersons and Deputy Chairpersons and announced to all regular members 30 days in advance regarding the location and time of the General Assembly of Members. The General Assembly of Members is expected to be held in person at least once a year after agreeing on the time and place.
In the case of force majeure (war, natural disaster, epidemic), the General Assembly of Members shall hold online meeting.
Depending on the actual situation of each year, such as organizing scientific conferences or related activities as stated in Article 6, the number of General Assembly meetings may vary from year to year and may be held online or in person. Voting criteria can also be conducted online or on-site accordingly.
The General Assembly of Members will be chaired by two Chairpersons. The General Assembly will be valid if two-thirds of the members including the members of Management Board, members of the Executive Committee and Advisory Board members participate. In the case of one or both Chairpersons are absent, the Deputy Chairpersons will fill the vacancy and co-chair the General Assembly of Members.

Article 16. Main content of the general assembly of members

(1) Discussion to evaluate the progress achieved, not achieved, and propose solutions for important activities in the coming years to achieve the short-term and long-term goals of the society; All executive members have the right to propose and participate in discussions to find solutions;

(2) Discussion of the criteria for evaluating membership standards and becoming a member;

(3) Discussion of the criteria for revoking membership (if necessary);

(4) Discussion of nominations or removal of regular members in the high-level executive committee, including the members of management board, executive committee, and advisor board (if necessary) based on the criteria for evaluating each member’s job performance entrusted by the society;

(5) Honoring and awarding outstanding scientists of the year/members who have made positive contributions to the development of the Vietnamese Biophysical Society;

(6) Reviewing and approving the balance of the current year’s financial income and expenses; evaluating the effectiveness of income and expenses based on the achievement of the society’s short-term and long-term goals;

(7) Planning and approving the budget for the next fiscal year to prioritize achieving the society’s short-term and long-term goals;

(8) Discussion of other activity plans such as organizing scientific conferences; establishing other specialized scientific associations/societies to serve for the long-term strategic interests and goals of the Vietnamese Biophysical Society;

(9) Discussion and planning of partnership activities to introduce technology transfer, advertising between research institutes and universities with businesses and corporations inside and outside the country to increase financial revenue for the society;

(10) Discussion of plans to expand the international network and cooperation of the society;

(11) Discussion of amending the bylaws if there are reasonable proposals for revision (if necessary); all members of the executive committee have the right to propose amendments to the bylaws;

(12) Discussion of maintaining or dissolving the society (if necessary).

Article 17. Amendments to the Charter

The Charter of the society shall be reviewed for amendment, replacement, or supplementation at the general assembly of members meeting if there are specific and reasonable proposals. All members of the executive committee have the right to propose and vote on amending the Charter before the general assembly of the members, at least 2 months in advance, in writing;
Proposals for amending the Charter will be received, reviewed, and decided whether to bring it up for discussion and amendment at the general assembly of members or not by the management board and the chairpersons;
The Charter shall be amended after a vote and with the agreement of at least two-thirds of the votes;
The official language for the amended Charter of the society shall be Vietnamese.

Article 18. Dissolution of the Society

All members of the executive committee are allowed to propose and bring up for discussion finding a common solution at the general assembly of members meeting;
The society shall be dissolved immediately after the members’ assembly meeting if there is agreement and a vote of all members of the executive committee.
The official language for the dissolution document of the society shall be Vietnamese.

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