IOA Handbook©2016 International Orthoptic Association©

iDISCLAIMER
This document is to be used as a guide to the functions of
the International Orthoptic Association. Anything
contained in the Handbook does not, nor is meant to,
replace any of the legal documents which regulate theobjectives, powers and proceedings of the Association.

©2016 International Orthoptic Associationii

CONTENTS
1. Introduction .....................................................................................1

OFFICIAL ASSOCIATION INFORMATION ....................pages 2-7
2. Contact Information ......................................................................3
3. Registered Office...........................................................................4
4. IOA Charitable Status ....................................................................4
5. Legal Entity ...................................................................................4
6. Official Language of the Association ..............................................5
7. Accounts and Audit .......................................................................5
8. The Seal of the Association ...........................................................6
9. Dissolution of the Association .......................................................7

ABOUT THE IOA .......................................................... pages 8-11
10. Historical Background ...................................................................9
11. IOA Vision Statement .................................................................. 10
12. IOA Mission Statement ............................................................... 10
13. IOA Fundamental Beliefs ............................................................. 10
14. Objectives of the Association ...................................................... 10
15. What Makes the IOA Unique? .................................................... 11

OPERATIONS ............................................................. pages 12-26
16. Definitions and Abbreviations ..................................................... 13
17. Structure of the Association ........................................................ 15
18. General Meetings of the Association ........................................... 16
19. Council of Management .............................................................. 20
20. Powers of the Council of Management ....................................... 21
21. Meetings of the Council of Management .................................... 21
22. Subscriptions and Levies ............................................................. 25

COUNCIL MEMBERS ................................................. pages 27-35
23. President of the Association and of the Council of Management 28
24. Executive Officers of the Council of Management ....................... 30
25. Duties of the President, Deputy President, Secretary, Treasurerand Members of the Council of Management ............................. 31

IOA PROGRAMS, COMMITTEES & GROUPS ......... pages 36-46
26. Program Based Structure ............................................................ 37©2016 International Orthoptic Associationiii

CONTENTS
27. IOA Programs .............................................................................. 38
28. IOA Program Coordinators – Role & Selection ............................. 41
29. Committee/Project Chairman Responsibilities ............................ 41
30. Committee/Project Member Responsibilities .............................. 43
31. IOA Social Media Reporters......................................................... 44

MEMBERSHIP ............................................................ pages 47-62
32. Current IOA Member Countries .................................................. 48
33. National Associations as agents of the Association...................... 49
34. Membership ............................................................................... 50
35. IOA Membership Categories – Terms of Reference ..................... 53
36. IOA Collaborations and Memberships ......................................... 62

SCIENTIFIC CONGRESS ............................................. pages 63-82
37. The International Orthoptic Congress (General Principles) .......... 64
38. Guidelines for the International Orthoptic Congress ................... 65
39. Guidelines for Congress Invited Symposia ................................... 79
40. The Zoran Georgievski Education Forum ..................................... 81

IOA RECOGNITIONS ................................................. pages 83-91
41. Burian Lecture............................................................................. 84
42. IOA Research Award ................................................................... 85
43. IOA Education Grant ................................................................... 87
44. IOA Student Research Award ...................................................... 87
45. IOA Stephenson Honorary Fellow Award..................................... 88
46. IOA Early Career Clinician-Scientist Research Award ................... 90

IOA POLICIES ............................................................. pages 92-98
47. Policy: The IOA and Public Benefit ............................................... 93
48. Policy: Participation in IOA Symposia at Other Meetings ............. 94
49. Policy: Use of Members’ E-mail Addresses & Membership Lists .. 94
50. Policy: IOA Recognition of National Orthoptic Programs ............. 95©2016 International Orthoptic Associationiv

CONTENTS
APPENDICES
A. Application Form for Full or Associate Membership(National Orthoptic Associations)
B. Application Form for Individual Membership(Orthoptists)
C. Application Form for Associate Membership(Ophthalmologists)
D. Application Form for Affiliation
E. Proxy Appointment
F. International Orthoptic Congress Agreement between
IOA and National Association
G. Email Policy Agreement
H. Memorandum of Understanding with the International
Strabismological Association (ISA)
I. IOA Congress Bid Invitation & Planning Guide
J. Preparing and IOA Congress Bid©2016 International Orthoptic Associationv

1. Introduction
A.

This Handbook has been compiled and published by the Council ofManagement of the International Orthoptic Association with the object ofdescribing, in simple language, the operations of the Association, its Council
and Committees, the duties of the President, the Executive Officers of theCouncil and the Office Bearers of the Committees of the Association, andany other information that the Council from time to time deem to benecessary or helpful.

B.

For further information, refer to the legal documents which regulate theobjectives, powers and proceedings of the Association.

C.

These documents include the following:1) The Companies Act of the United Kingdom 1948 and all subsequentCompanies Acts of the United Kingdom, normally referred to as theConstitution2) Memorandum of Association which defines the objectives and powersof the Association
3) Articles of Association which provide a code for efficient operation of
the Association. In minutes of Association’s meetings4) Regulations adopted by the Association
5) Resolutions passed by the Association
6) Standing Orders
7) Requirements of the Charities Commission of the United Kingdom

D. For ease of reference, the source authority contained in the above
documents is quoted in brackets in this Handbook in the following manner:
Sec = Section of the Companies Act
M = Paragraph of the Memorandum
A = Paragraph of the Articles
Min (GM) = Minutes of the General Meeting of the Association
Min (C) = Minutes of a Council Meeting of the Association
Terms of Reference = Terms of Reference decided upon by the Council(usually an appendix to the minutes)©2016 International Orthoptic Association

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OFFICIAL ASSOCIATION INFORMATION(Sections 2-9)

2. Contact Information ......................................................................3
3. Registered Office...........................................................................4
4. IOA Charitable Status ....................................................................4
5. Legal Entity ...................................................................................4
6. Official Language of the Association ..............................................5
7. Accounts and Audit .......................................................................5
8. The Seal of the Association ...........................................................6
9. Dissolution of the Association .......................................................7©2016 International Orthoptic Association22. Contact InformationA.

The name of the Association is the International Orthoptic Association.
Registered address:
RPG Crouch Chapman LLP
62 Wilson Street
London EC2A 2BU
United Kingdom
Homepage: http://www.internationalorthoptics.org

B.

Name and address of President:
Karen McMain
6428 Norwood Street
Halifax, Nova Scotia B3H 2L3
CanadaC.

Name and address of Secretary:
Katherine J Fray
12611 Westglen Drive
Little Rock, AR 72211
USA

D. Name and address of Treasurer:
Jane Tapley
93 The Avenue
Mortimer
RG7 3RB
United Kingdom

E.

Name and address of Accountant:
Nick HeathRPG Crouch Chapman LLP
62 Wilson Street
London EC2A 2BU
United Kingdom

F.

Name and address of Bank:
Lloyds TSB Bank plc
Hampstead Branch
40 Rosslyn Hill
London NW 3 INL
United Kingdom

G. The Solicitor shall be selected by the current officers of the IOA andapproved by the Council of Management.

©2016 International Orthoptic Association

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Name and Address of the current Solicitor:
Hempsons Solicitors
Hempsons House
40 Villiers Street
London WC2 N6NJ
United Kingdom

3. Registered OfficeA.

English law requires that a company such as the IOA, which is registered in
the United Kingdom, has a registered office in the United Kingdom. The
address of the office must be registered with the Registrar of Companies.

B.

The legal requirement governing a registered office is for it to hold a register
which contains:
1) names and addresses of members of the Association
2) names and addresses of the members of Council
3) name and address of the SecretaryC.

The address of the registered office of the Association:
RPG Crouch Chapman LLP
62 Wilson Street
London EC2A 2BU
United Kingdom

D. Internet address:
http://www.internationalorthoptics.org

4. IOA Charitable Status
In 1970, the Association was granted charitable status by the Charity Commission of theUnited Kingdom and was thus exempted from the payment of most United Kingdom
taxes.

5. Legal Entity
The Association was incorporated as a company limited by guarantee on April 16th, 1974
according to English Law under the Companies Act 1948 to 1967 of the United Kingdom.
Incorporation confers many desirable advantages upon the Association including the rightto own property, to act as a legal entity for the purpose of enforcing and defending its
rights and assets and defining and regulating the conduct of its affairs. In other words,
the Association has, under English law, the same rights and liabilities as any otherregistered company.
©2016 International Orthoptic Association

46. Official language of the AssociationA.

After a great deal of thought and taking into consideration that English was
the language spoken by the majority of members and that the constitution
was set up under English Law, it was agreed that English should be the official
language of the Association. [Min (AGM) 1971; 5D(ii)]B.

However, the needs of non-English speaking members of the Association
should be considered at all times. Accordingly, the following language
procedures shall be followed:
1) English shall be used at all Council meetings and in official
communication with National Associations
2) English shall be used at the AGM of the Association. In countries where
English is not the official national language, attempts shall be made tohave proceedings of the AGM simultaneously translated into the official
language of the host country3) The Council of the Association shall decide prior to the forthcoming
Congress, in what language(s) the papers presented at the Congress areto be published in the Transactions

7. Accounts and Audits
A.

Proper books of account shall be kept by Council with respect to:1) all sums of money received and expended by the Association withproper details
2) all sales and purchases of goods3) assets and liabilities of the Association [A50]B.

The books of account shall give a true and fair view of the state of affairs of
the Association and explain its transactions.

C.

The books of account shall be kept at the registered office of the Association
or elsewhere subject to the Act, determined by the Association. [A51]

D. The books of account shall always be open for inspection by members of theCouncil. [A52]E.

The Council shall from time to time determine whether and to what extent,
at what times and places, and under what conditions and regulations theaccounts of the Association shall be open for inspection by members of the
Association who are not members of the Council. [A52]©2016 International Orthoptic Association

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F.

No member who is not a Council member shall have any right of inspection
other than as covered by law or authorised by the Council or the Association
in a General Meeting. [A52]

G. At each AGM the Council shall present to the Association:
1) a proper income and expenditure account2) a proper balance sheet3) proper reports of Council and the Auditors

H. Copies of the accounts, balance sheet and reports prepared to comply withstatutory requirements shall be sent to all persons entitled to receive noticeof general meetings not less than twenty-one (21) clear days prior to the
AGM.

I.

Audit
1) Once in every year the accounts of the Association shall be examined andthe correctness of the income and expenditure account and balance
sheet ascertained by one or more properly qualified auditor or auditors.
2) The auditor’s report shall be open for inspection and be read before themeetings as required by the Act. [A52]3) Auditors shall be appointed and their duties regulated in accordancewith the Act. [A53]8. The Seal of the AssociationA.

In ancient times important legal documents were executed by individuals byaffixing in wax an imprint of their seal. Subsequently the need for the affixingof a seal was dispensed with and a signature was considered a sufficient
execution of document. Execution by a company or similar organisation oflegal documents has always been performed by the affixing of theorganisation’s Common Seal by officers of the organisation having thecustody of such seal. The proper affixing of the Common Seal is evidenced
by the signatures of two (2) members of the Council and the Secretary. [A35]B.

The Seal of the Association shall not be affixed to any document except by
the authority of a resolution and in the presence of at least two (2) membersof the Council and the Secretary who shall sign every document to which theSeal has been affixed in their presence. [A35]C.

In favour of any purchase or person bona fide dealing with the Associationsuch signatures shall be conclusive evidence of the fact that the Seal has
been properly affixed. [A35]©2016 International Orthoptic Association

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D. The Seal is held for safe custody with the Secretary.

9. Dissolution of the Association
A.

Upon dissolution of the Association after all debts and liabilities have been
paid, any surplus property shall not be paid to or distributed among themembers of the Association, but shall be given or transferred to some othercharitable institution or institutions which have objectives similar to thoseof the Association, and which shall prohibit the distribution of its or theirincome and property among its or their members as is imposed on the
Association. [M4, A57]

B.

The institution or institutions mentioned in paragraph 9A shall be
determined by the members of the Association at, or before, the time ofdissolution and so far as effect cannot be given to this provision, then tosome charitable object. [M7, A57]

©2016 International Orthoptic Association

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ABOUT THE IOA(Sections 10-15)

10. Historical Background ...................................................................9
11. IOA Vision Statement .................................................................. 10
12. IOA Mission Statement ............................................................... 10
13. IOA Fundamental Beliefs ............................................................. 10
14. Objectives of the Association ...................................................... 10
15. What Makes the IOA Unique? .................................................... 11©2016 International Orthoptic Association

810. Historical BackgroundA.

The British Orthoptic Society initiated and organised the first International
Orthoptic Congress in London on July 3rd, 1967. At the conclusion of theCongress, the BOS proposed the formation of the International Orthoptic
Association.

B.

The Interim Committee consisted of representatives from Australia, Brazil,
Canada, France, Holland, Switzerland and the United Kingdom which
formulated the Constitution.

C.

In 1970, the Association was granted charitable status by the Charity
Commission of the United Kingdom.

D. The Association was incorporated as a company limited by guarantee on
April 16th, 1974 according to English Law under the Companies Act 1948
to 1967 of the United Kingdom.

E.

When the Association became incorporated in 1974 the member countriesof the Association were: Australia, Brazil, Canada, France, Holland, Italy,
Switzerland, the United Kingdom, USA, and West Germany. Since this datethe National Associations of the following countries have become
members of the Association:
1) South Africa: 1977 (Full Member); changed to Associate Member in
2009.
2) Austria: 1978 (Full Member)
3) Sweden: 1980 (Full Member); replaced by the Scandinavian Associationin 1983 (Full Member) which includes Denmark, Norway and Sweden.
4) Japan: 1980 (Full Member)
5) Belgium: 1989 (Full Member)
6) Portugal: 1994 (Full Member)
7) Italy: 1996 (withdrew from Full Membership to become an Associate
Member); regained Full Membership status in 2000.
8) Brazil: 2001 (withdrew its membership); re-joined as an Associate
member in 2008.
9) Asia Pacific: 2005 (Associate Member)10) India: 2006 (Full Member); changed to Associate Member in 201511) Czech Republic: 2007 (Associate Member)
12) Hong Kong: 2010 (Associate Member)13) New Zealand: 2012 (Associate Member)
14) Pakistan: 2013 (Associate Member)©2016 International Orthoptic Association

915) Israel: 2015 (Associate Member)

F.

International law as it stood in 1988 made no provision for the registrationof an organisation such as the Association. As the resolution to incorporate
was sponsored originally by the British delegates, it was unanimously
decided to seek incorporation in the United Kingdom rather than any othercountry.

11. IOA Vision Statement [COM approved, September 2013]
The IOA envisions itself as the global advocate for orthoptic learning, research andprofessional excellence.

12. IOA Mission Statement [COM approved, September 2013]
The International Orthoptic Association serves its members by: developing the capacities of orthoptic professionals
 providing standards of excellence in specialized eye care setting standards for clinical practice and education based on researchwith the aim of promoting continued quality improvement for the benefit of
their patients.

13. IOA Fundamental Beliefs [COM approved, September 2013]
A.

The Association’s most important assets are its members.

B.

IOA success is dependent upon respect and trust within a strong, unified
Council of Management working with IOA Member Associations andindividual members.

C.

The IOA is communicative and transparent.

D.

The IOA is accountable.

E.

The IOA acts ethically, fairly and with integrity.

14. Objectives of the AssociationA.

To promote the science of orthoptics, the publication of relatedscientific material and the treatment of disorders of the binocularsystem for the generation of knowledge of the science of orthoptics.

©2016 International Orthoptic Association

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B.

To provide information and assistance to national authorities andindividuals in order to initiate and develop the practice of the science oforthoptics throughout the world.

C.

To promote high standards of training and practice in orthoptics.

D. To organize international congresses for orthoptists and others concernedwith the practice of orthoptics and for the generation of knowledge of thescience of orthoptics. [M3 iv]

E.

The IOA adopted the following aims:
1) To provide a service to patients by encouraging a high standard ofpractice in orthoptics.
2) To encourage high standards in the training of orthoptists.
3) To foster the science of orthoptics.
4) To encourage and maintain an internationally acceptable terminology.
5) To provide information and assistance to national organisations as wellas to individuals so that orthoptic services may be initiated anddeveloped throughout the world.
6) To organise at regular intervals International Orthoptic Congresses[Min (GM) 1968; pages 2–3]

15. What Makes the IOA Unique? [COM approved, September 2013]
The Association’s uniqueness is based upon its:

A.

Superior knowledge and understanding of the orthoptic profession in mostcultures of the world

B.

Established international structure and network

C.

Membership strength©2016 International Orthoptic Association

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OPERATIONS(Sections 16-22)

16. Definitions and Abbreviations ..................................................... 13
17. Structure of the Association ........................................................ 15
18. General Meetings of the Association ........................................... 16
19. Council of Management .............................................................. 20
20. Powers of the Council of Management ....................................... 21
21. Meetings of the Council of Management .................................... 21
22. Subscriptions and Levies ............................................................. 25©2016 International Orthoptic Association

1216. Definitions and Abbreviations
For the purpose of this Handbook, the following words and abbreviations aredefined:Word

Meaning

The Acts

The Companies Act 1948 of the United Kingdom,and subsequent Companies Acts

AGM

Annual General Meeting

ArticlesArticles of Association of the IOA. These articles
govern the conduct of members themselves, e.g.
proceedings at meetings

Association

The International Orthoptic Association (IOA)

CM

Council Meeting

COC

Congress Organising Committee

COM

Council of Management

Congress

International Orthoptic Congress

Council

The Council of Management of the IOA (COM)CSPC

Congress Scientific Programme Committee

EGM

Extraordinary General Meeting

Ex-officio

Position on a committee given automatically to aperson because he holds an office in the
Organisation. For example: The President of the IOA
by virtue of being President of the IOA is a memberof all IOA Committees. The ex-officio member shallbe counted in the usual way for quorum purposes.

ICO

International Council of Ophthalmology

IOA

International Orthoptic Association

IOC

International Orthoptic Congress

IPOSC

International Pediatric Ophthalmology andStrabismus Council

ISA

International Strabismological Association©2016 International Orthoptic Association

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IVSS

International Vision Screening Survey

Memorandum

Memorandum of Association of the IOA. The
Memorandum governs external relationships of that
Association, e.g. ownership of property.

MotionA proposed resolution before it has been adopted(i.e. passed or carried) by the meeting.

National Association

A National Orthoptic Association recognised by theCouncil, representative of the profession in that
Country.

Ophthalmologist

Registered medical practitioner specialising in thefield of ophthalmology.

Orthoptists

Those who have a certificate of qualification inorthoptics issued by a medical examining bodyand/or by an educational institution recognised andacknowledged by the government of the country or
political subdivision thereof in which the individual
practices, which entitles them to practise orthoptics
in that country and to diagnose and treat sensory
and motor disorders of the ocular system.

OWWS

Orthoptic Worldwide Survey

PCO

Professional Congress Organiser

PCo’s

Program Coordinators

Regulation

A rule passed by the Council

Resolution

A formal determination passed by the Council

Seal

The impression of dye stamp which represents the«signature» of the Association

SMR

Social Media Reporter

Special Resolution

Resolution passed by the members of the
Association at a general meeting convened inaccordance with the length of notice and therequired majority of votes prescribed by the Act.

WSPOSWorld Society of Pediatric Ophthalmology andStrabismus©2016 International Orthoptic Association

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Year

Period of time between the end of one Council ofManagement meeting and the end of the Council
meeting in the following year. This is not necessarily
one calendar year.

To avoid any suggestion of discrimination, words importing the masculine
gender shall include the feminine and single number shall include plural number.
Please see Section 32 for the names and abbreviations of the National
Association for all current IOA member countries.

17. Structure of the AssociationA.

The control of the Association is vested in its members. This control is
exercised by resolution at General Meetings of the Association. All
members are eligible to attend and vote at any General Meeting except
ophthalmologists and affiliates.

B.

General meetings of the Association are either:
1) Annual General Meetingsor2) Extraordinary General Meetings.

C.

Between General Meetings, the business of the Association shall be
managed by the Council.

D. The IOA uses a program management structure. [COM approved, June
2013]1) There are five (5) program areas which work together to meet theaims and objectives for the organisation.
2) The work is carried out by Program Coordinators (PCo’s), project
team leaders and project team members. The PCo’s oversee ongoing
functions and time-limited project teams which are guided by specificcosted project plans. (see Sections 28-30)
2) Program meetings are held annually in conjunction with the IOACouncil of Management to plan and develop program projects.
3) Program area project-specific work is carried out during the year.

E.

Program Areas
The five IOA program areas are: (see Section 27)
1) Operations Management
2) Promotion and Development©2016 International Orthoptic Association

153) International Cooperation4) Education and Research5) Standards and Quality

18. General Meetings of the Association
General Meetings of the Association are either Annual General Meetings orExtraordinary General Meetings. [A9]A.

Annual General Meetings (AGM)
1) The first AGM of the Association was held in Amsterdam, May 10th1971.
2) The AGM shall be held in each calendar year at such time and placeas the Council shall determine.
3) It is the policy of the Council to hold the AGM in a different venue
each year. Before determining the venue the Council shall consider
applications by National Associations to act as host for theforthcoming AGM.

B.

Extraordinary General Meetings1) All General Meetings other than AGM’s shall be extraordinary
meetings.
2) The Council may convene an Extraordinary General Meeting
whenever it thinks fit. An Extraordinary General Meeting shall be
convened by the Council upon a demand by members of the
Association as provided in the Act. If the Council fails to convene suchan Extraordinary General Meeting, the meeting may be convened by
the members who demanded the meeting. [A7]C.

Attendance at meetings
1) Full members
2) Individual members
3) Associate members except ophthalmologists

D. Quorum
No business shall be transacted at any General Meeting of the
Association unless a quorum is present. A quorum shall be ten (10)members personally present. [A11] If a quorum is not present within half
an hour after the appointed time for the holding of the meeting, and if
the meeting was convened by the members, the meeting shall bedissolved. In any other case the meeting shall stand adjourned until
further notice. If at the adjourned meeting a quorum is not present©2016 International Orthoptic Association

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within half an hour after the appointed time for the holding of themeeting, the members present shall be a quorum. [A12]E.

Notice of Meeting
1) A notice convening an AGM shall state that the meeting is an AGM.
2) Notice of a Meeting shall specify the place, date and hour of meetingand in the case of special business, the general nature of thatbusiness shall be stated. [A8]3) In the case of the AGM and any meeting convened to pass a special
resolution, at least thirty (30) days’ notice in writing shall be given.
Care should be taken in the calculation of the 30 day period to comply
with the Act, particularly in the case of notice served by post. [A8]4) Notice of any General Meeting shall be given to such persons
including the auditors who under the Articles and the Act are entitled
to receive notice of such a meeting. [A8]5) A General Meeting other than an AGM may be convened by all thosemembers who have the right to attend and vote after such period ofnotice as they think fit. [A8]6) A resolution or proceeding at any meeting shall not be invalidated byreason of the accidental omission to give notice or the non-receipt ofsuch notice by any person entitled to receive a notice. [A9]F.

Service of Notice of Meeting
1) A notice may be served by the Association upon any member either:a. Personallyb. by sending it through the post by prepaid letter to such a member
at his registered address as appearing in the register of members[A54]
c. by any other acceptable electronic communication
2) Any notice served shall be deemed to have been served within thirty(30) days following the day on which the letter containing the notice
was sent. If the member is a resident outside Europe, the prepaid
letter should be sent by airmail post.

G. Proceedings at General Meetings1) All business at an Extraordinary General Meeting shall be thatbusiness for which the meeting was called.
2) At an AGM all business other than the consideration of the following
shall be deemed special business:a. Income & Expenditure Account and Balance Sheetb. Reports of the Council (the President’s report) and auditors©2016 International Orthoptic Association17

c. Election of members of the Council in place of those ceasing toserve or retiring
d. Appointment of and the fixing of the remuneration of the
Auditors
3) The Council may determine that any matter which may be voted on
as special business at any Annual Meeting may be voted on by postal
vote or any other acceptable electronic form.
4) The President of the Association shall preside as President at every
General Meeting. If there is no such President or if at any meeting thePresident is not present within fifteen (15) minutes after the time
appointed or shall be unwilling to preside, the members present shallchoose a member of the Council to preside. If no Council members
are present or if all the Council members present decline to take thechair, the members shall choose some member of the Association
who is present to preside. [A13]5) The President may with the consent of any meeting at which aquorum is present, adjourn the meeting from time to time and fromplace to place. However, no business shall be transacted at any
adjourned meeting other than business which might have beentransacted at the meeting at which the adjournment took place.
[A14]6) When a meeting is adjourned for thirty (30) days or more, notice of
the adjourned meeting shall be given in the same manner as theoriginal meeting. If the adjournment is for less than thirty (30) days,
members shall not be entitled to any notice of adjournment or of thebusiness to be transacted at an adjourned meeting. [A14]H. Poll1) There are two (2) well known methods of voting:a. by a show of handsb. by a poll
2) A poll is defined as a list or register of persons present at a meeting
who may vote. In companies it is usual that every member present inperson at the meeting has one (1) vote on a show of hands, and on apoll one (1) vote for each share held (i.e. if one person has fifty (50)shares he is entitled to fifty (50) votes). A proxy shall not be counted
on a show of hands. As the Association is a company limited byguarantee, no shares are issued to members and, therefore, eachmember present at the meeting has only one (1) vote whether on ashow of hands or on a poll. Proxy votes may only be counted on apoll.
3) On a poll the President may require the casting of votes to be inwriting, but this is not essential. The President may adjourn the©2016 International Orthoptic Association18

meeting for the purpose of the conduct of the poll and the countingof votes. A poll may be demanded by the President or by at least
three (3) members present in person or by proxy. It may also be
demanded by a member or members who are present in person orby proxy and who represent one tenth (1/10) of the total voting rights
of all members who have the right to vote at the meeting. [A15]4) The demand for a poll may be withdrawn. [A15]5) No poll shall be demanded on the election of a President of a meetingor on any question of adjournment. [A17]6) If a poll is demanded, it shall be taken at such time and place and insuch manner as the President of the meeting shall direct and theresult of the poll shall be deemed to be the resolution of the meetingat which the poll was demanded. [A16]I.

Votes of members
1) Each member shall have one (1) vote as presently constituted. [A20]2) No member other than a registered member who has fully paid alldues shall be entitled to vote on any question either personally or byproxy or as a proxy for another member. [A21]3) Votes shall be given by a show of hands unless a poll has been
demanded.
4) A proxy may be appointed by a member. The appointment of a proxyshall be in writing. The proxy need not be a member of the
Association. A proxy shall have no vote when the vote is taken by ashow of hands, but the proxy’s vote will be counted on a poll. The
Document of appointment of the proxy shall be in the form set out in
Article 26, or as close to it as possible. [A26] (Appendix E)5) The Document appointing the proxy shall remain valid for twelve (12)months. [A24]6) A document of appointment is revoked by the death, insanity or
revocation of the member giving the proxy. However, a vote by aproxy shall be valid unless written notice of such death, insanity or
revocation is received by the Association prior to the meeting at
which the proxy voted. [A25]7) Unless a poll has been demanded, a declaration by the President thata resolution has been: carried, carried unanimously, carried by aparticular majority, lost or not carried by a particular majority and an
entry to that effect in the minute book of the Association shall beconclusive evidence of the fact.
8) In case of equality of votes whether on a show of hands or on a poll,
the President shall be entitled to a second or casting vote.

©2016 International Orthoptic Association

199) The demand for a poll shall not prevent the continuance of a meetingfor the transaction of any business other than the question on whicha poll has been demanded.

19. Council of Management
A. The Council shall consist of an independent President and one Council
member from each member country where there is an accepted National
Orthoptic Association. [A27]

B. Membership of the Council is limited to orthoptists who are members of the
Association. [A27]

C. Council members shall be elected by their National Orthoptic Association inany manner determined by that Association. The name of therepresentative shall be notified in writing to the Association by the
President of the National Association. In the event of a representative of a
National Association being appointed President, that National Association
shall nominate another representative. [A27]

D. Any country where there is a National Association may apply for
representation (seat) on the Council. Application shall be made in writing to
the Secretary and shall be accompanied by a completed questionnaire. [Min(C) 1970; 10c]

E. If the Council recognises a National Association between Congresses thenominee of that Association may take his place as soon as notification of his
appointment has been made.

F. The Council has the power to appoint any member of the Association as amember of the Council either to fill a casual vacancy or as an additional
Council member.

G. A Council member shall normally hold office from the end of one Congressuntil the end of the next Congress unless the National Association
nominating the Council member decides to replace its representative which
it may do at any time. [A28 (b); Min (C) 1975; 4b] Such replacement requires
written notice to the Secretary. [A28 (b)] However, the Council has agreed
that changes in representation on the Council should be kept to a minimum
at times when a change in President is envisaged. [Min (C) 1976; 5(i)]H. A Council member may be disqualified and cease to serve on the Council if:1) the Member is declared bankrupt or his affairs are controlled underbankruptcy legislation [A36]2) the Member becomes of unsound mind [A36]©2016 International Orthoptic Association203) the Member resigns [A36]4) the Member ceases to be a member of the Association [A36]5) an order of disqualification has been made against the Member forconviction of a criminal offence or in respect of an offence under theCompanies Act [Sec. 188]6) the Member is removed from office by a resolution of the Association[Sec. 184]
7) the Member ceases to be a member by virtue of Sec. 185 which states
that:a. no person shall be appointed if at the time of appointment he has
attained the age of seventy (70) years
b. a member shall vacate his office on the Council at the conclusion of
the Annual General Meeting after his seventieth (70th) birthday
c. the above conditions may be overruled by a resolution of the
Association at a General Meeting [Sec. 185]

20. Powers of the Council of Management
A.

The business of the Association shall be managed by the Council ofManagement which may:
1) pay all expenses2) exercise all powers of the Association unless prevented by Company
Law or the Memorandum and Articles or by any regulation resolved by
a General Meeting [A31]B.

Any proposal that will affect the National Associations (financial orotherwise) must be listed as an agenda item. [Min (C) 1990; 6.1.1]

C.

Any vacancy on the Council shall not prevent the Council from continuing
to do business. However, if the number of members is at any time reduced
to less than the minimum number nine (9) members, the Council may only
act to fill the vacancy in the Council or to call a General Meeting, or to admit
new members of the Association, but for no other purpose. [A32]21. Meetings of the Council of Management
A.

Guidelines for Council Meeting Locations and Venues[Min (C) 2014; 17B]
1) The IOA President will make every effort to provide a list of annual COM
meeting locations and dates to the IOA Council of Management 4 years
in advance. This should enable COM members and their national©2016 International Orthoptic Association21

associations to plan fiscally and schedule appropriately to ensure theirattendance and participation at COM meetings.
2) The IOA will attempt to rotate COM meeting locations around IOA
members association continents (Europe, Asia-Pacific, North America
and South America) while recognizing that it may not be possible tohold a COM meeting in each continent during a 4 year period.
Preference will be given to holding COM meetings in full member
association countries, but does not preclude visits to associate member
countries.
3) An effort will be made to allow associate members to participate in any
portion or the entire COM meeting via conference call, videoconference or Skype where time zones permit participation and accessto technology permit participation. Additional cost for technology for
associate member participation will be borne by the associate member
country.
4) Every two years the COM meeting will be held in conjunction witheither the IOA Congress or ISA congress.
5) The annual COM meeting will ideally be held in a city that is accessible
by international flights or easy travel via public transport to themeeting city from international airports in neighbouring cities.
6) Every effort will be made to ensure the IOA AGM is held in conjunction
with the annual COM meeting. Additionally, attempts will be made tocoordinate the annual COM meeting and IOA AGM with the annual
national meeting of the member country.
7) Every effort will be made to ensure an IOA symposium is held inconjunction with any IOA AGM.
8) Every effort will be made to provide COM members with the option tobook their accommodation in a hotel where a COM member rate has
been negotiated.
9) The COM meeting room will ideally will have access to WiFi; haveaccess to a data projector so PowerPoint presentations can be given;
have a flip chart, white board, blackboard or smart board; allow forseating in the round or U; and can have breaks and lunch can beprovided in the meeting room or have a room close by where catering
can be provided. Ability for COM members to charge their tablets orcomputers would be considered an asset as are room microphones andaccess to a conference phone.
10) The Chair of the National Association in the country where the annual
COM meeting will take place in will be invited to the COM meeting as
an observer.

©2016 International Orthoptic Association

22

B.

President
1) The President shall be elected in the manner set out in Section 23 ofthis Handbook.
2) The President shall hold office from the end of one International
Congress to the end of the next International Congress. [A42]3) In case of an equality of votes the President shall have a second or
casting vote.
4) If at any meeting the President is not present within fifteen (15)minutes of the time appointed for holding the meeting or is unwillingto preside, or in the event of the illness of the President, the Deputy
President will preside. The Deputy President will be elected fromamong Council members (see section 25B). In the event of the Deputy
President not being present, a replacement from within the Council will
be elected to preside. [A43]C.

Proceedings at Council Meetings
1) The Council may meet together for the dispatch of business, adjournand otherwise regulate their meetings as they think fit. [A37]2) In matters requiring decisions of the Council of Management of the
IOA, a formal proposal is made and seconded prior to discussion. The
decision of the Council be then duly recorded and accepted as policy.
[Min. Nürnberg, May 1986]

D. Voting1) Questions arising at any meeting shall be decided by a majority of
votes. [A37]2) Council members may vote by proxy at Council meetings. The proxymust be a member of the Association but need not be a member of theCouncil.
3) The Council may conduct meetings by means of postal votes or any
other acceptable electronic form but no decision may be reachedexcept when:a. there is a positive vote of three (3) members if the Council
membership does not exceed twelve (12)b. there is a positive vote of five (5) members if the Council
membership exceeds twelve (12) [A39]4) In the case of an equality of votes the President shall have a second or
casting vote. [A37]©2016 International Orthoptic Association

23

E.

Quorum1) We define a quorum to be two-thirds (2/3) of the full member
countries. [Min (C) 2014; 19C]
2) A quorum must be present before any Association business can betransacted (such as stating a new motion or conducting a vote) at a
council meeting. It is the chair’s duty to determine, although he/sheneed not announce, that a quorum is present.
a. When the chair has called a meeting to order after finding a quorum
is present, the continued presence of a quorum is presumed unless
it is noticed that a quorum is no longer present. The chair has theduty to declare the absence of a quorum.
b. In the absence of a quorum, the only actions that can legally be
conducted are to:
1. Fix the time in which to adjourn
2. Recess3. Take measures to obtain a quorum (i.e., contacting members
during a recess and asking them to attend)c. In the absence of a quorum, any other business transacted is nulland void so the chair should wait until there is a quorum present.
If there appears to be no prospect that a quorum will assemble, thechair can call for an adjournment.
3) A member of the Council may, and on request of a member of theCouncil, the Secretary shall at any time summon a meeting of Council
by notice served upon all of the Council members. [A40]F.

Observers
1) The Council may invite one member of the Association from any
country in which there is no National Orthoptic Association recognisedby the Council as representative of the profession in that country toattend meetings of the Council as an observer. [A5 (9e)]2) An observer shall have no rights to vote. [A5 (9e)]G. Appointment of Committees
1) The Council may delegate any of its powers to Committees or to suchmember or members of the Association as it thinks fit. [A46]2) Any Committee so formed to carry out these delegated powers shallconform to any regulations imposed upon it by Council. [A46]3) The meetings and proceedings of any Committee shall be governed by
the provisions of the Constitution for regulating meetings andproceedings of Council so far as applicable and so far as the same shallnot be superseded by any regulations made by Council. [A46]©2016 International Orthoptic Association24

H. Validity of Acts of Council Committees
Any acts undertaken in good faith by any meeting of the Council, any
Committee of the Council, or by any member of the Council, shall be valid
even if it is afterwards discovered that there was some irregularity in theappointment or continuance in office of any such member of Council, or
committee of Council, or that any such person was disqualified. [A47]I.

Minutes
1) Proper minutes shall be made of the proceedings of all meetings of the
Associations and of the Council and Committees/Networks of theCouncil, and all business transacted at such meetings.
2) The minutes of any meeting if signed by the President of the meetingor by the President of the next meeting, shall be sufficient evidence
without any further proof of the facts stated in the minutes. [A48]

22. Subscriptions and Levies
A.

Subscriptions
1)

All members of the Association shall pay an annual subscription to be
fixed from time to time by the Council. [A6 (a)]2)

The National Associations (Full Members of the IOA) shall pay anannual per capita subscription for their Full Members.

3)

Subscriptions are due for payment not later than 31st January in eachyear. [Min. (C) 2007; 5.3.4d]

4)

In 1985 it was agreed that subscriptions be increased using thefollowing principles:a. that a small annual increase of subscription is preferable to an
occasional large increaseb. that an annual increase be based on the English rate of inflation,
but that this should not exceed 10%5) In 2001 it was decided to limit the fee for large organisations with an
upper limit of 1500 as the maximum number of per capita subscription
to be paid. These are to be full fee paying members rather than any
other category. This decision is subject to review as necessary.

B.

LeviesEach National Association which exercises its rights to nominate amember of the Council shall pay to the IOA an annual levy.
1) The levy may be varied by the Council from time to time.

©2016 International Orthoptic Association252) Council members may not sit or participate in deliberations of Council
until the levy payable by their National Association has been received
by the Association. [A6 (d)]3) The amount of the seat levy shall be based on a scale related to thenumber of practising members in their particular association.
4) The scale is graduated in the following manner [Min. (C) 2011; 5.3.4A]

C.

Number of practising members

Levy

up to 50
51 to 100
101 to 200
201 to 300
301 to 400
401 to 500
501 to 600
601 to 700
701 to 800
801 to 900
over 900

£20
£25
£30
£35
£40
£45
£55
£65
£85
£95
£110

Financial YearThe financial year shall commence on 6th April in each year andterminate on 5th April in the following year. [Min (C) 1974; 9f(iii))Accounts and Audit]©2016 International Orthoptic Association

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COUNCIL MEMBERS(Sections 23-25)

23. President of the Association and of the Council ofManagement .............................................................................. 28
24. Executive Officers of the Council of Management ....................... 30
25. Duties of the President, Deputy President, Secretary,
Treasurer and Members of the Council of Management ............. 31©2016 International Orthoptic Association

27

23. President of the Association and of the Council ofManagement
A.

The President of the IOA is also President of the Council of Management.

B.

The President shall be a member of the Association, but not necessarily amember of a National Association.

C.

During the term as President of the IOA, the President shall not
simultaneously be President or Chairman of a National Organisation.

D. The President shall hold office from the end of one International Congressto the end of the next International Congress. [A42]E.

The President is eligible to serve no more than two (2) consecutive termsof office. [Min (C) 1991; 4.5.5]

F.

Election procedure1) The election procedure and announcement of the result should bemade in time to allow the President-elect to make arrangements toattend the Council of Management meeting and the Annual General
Meeting (if held at the same venue) one (1) year prior to the Congress.
The election shall take place in the twelve (12) months prior to thesemeetings.
2) The President shall be elected at least one (1) year prior to taking officeand shall serve as President-elect during that year.
3) Nominations for the office of President, accompanied by relevant
curriculum vitae and a letter of intent from the nominee outlining theirvisions for the future of the IOA shall be submitted to the Secretary.
Nominations accompanied by the written acceptance of the nominee
shall be accepted from a National Association with representation on
the Council. Any member of the Association is eligible for nomination
by a National Association. [A41 (a)]4) During the twelve (12) months before the Annual General Meeting at
which the announcement of the appointment of the President is made,the existing Council shall vote on the nominations. [A41 (b)] The
election of the President shall be conducted by secret ballot in a form
to be decided by the Council. A committee of scrutinizers agreed uponby the Council shall be convened to conduct the ballot. The nominee
who has received the most votes shall be declared elected. If only one
candidate is nominated they shall be considered elected and a ballot is
not necessary. Following the election, the current President shallcommunicate the vote results with the name of the new Presidentelect.

©2016 International Orthoptic Association28

5) The announcement of the appointment is to be made during theAnnual General Meeting in the year prior to the congress. [Min (C)1991; 4.5.5.1]
6) The purpose of the President-elect is to enable a smooth transition
from one President to the next.
7) The current President shall keep the President-elect informed of all IOA
activity during the year preceding the President-elect becoming
President.
8) The President elect should attend the IOA Council meeting one (1) year
prior to the Congress.
9) Economy travel expenses should be paid by the IOA, if the President
elect is not already a Council member. [Minutes South Africa, May
1993]

G. The Deputy President
1) In the event of the President being:a. unable to continue his/her duties for a specific period of timeorb. unable to continue his/her duties on a permanent basis
the person so elected as Deputy President from within the Council ofManagement will immediately assume the role of President for suchtime as is necessary.
2) In the case of (b), Presidential election procedure as set out in the
Handbook will be implemented as soon as possible.
3) The Deputy President will NOT automatically become the next
President of the Association.
4) Election Procedure
The Deputy President will be elected by secret ballot from within theCouncil of Management.
a. Council members wishing to stand for election should make thisfact known to the President and Secretary at the appropriate timeprior to the meeting at which election is to take place (together
with submission of items for the agenda).
b. The candidate must have been a Council member for at least two(2) years and have regularly attended Council meetings.
c. The Deputy President will be elected for a period of two (2) years
only and may serve two (2) consecutive terms.
d. The election will take place at the council meeting in the year
following and the year prior to the congress.

©2016 International Orthoptic Association29

e. Members of Council will be informed of the names of thecandidates together with the agenda of the meeting at which voting
will take place.
f. In the event of the elected Council member leaving Council within
the two (2) year period, a replacement will be voted upon.
g. The election may take place electronically if required, in the eventthat no Council member wishes to stand for election the Secretaryor Treasurer will serve as interim Deputy President until the next
Council meeting when an appropriate candidate from within theCouncil will be elected.
h. Every effort should be made at the appropriate time, to recruit a
Council member to assume the role of Deputy President.
i. The Deputy President is a Council member whose primary
responsibility is to represent his or her country and to take part in
the work of the Committees and Networks of the IOA.
j. The Deputy President is an ex officio member of allcommittees/projects. [Min (C) 2011; 5.6]

24. Executive Officers of the Council of Management
A.

The Executive Officers of the Council shall be the:Secretary
Treasurer

B.

The Association must have a Secretary. A Council member may also act as
Secretary. [Sec. 177 (i)]C.

The Secretary
1) The Secretary shall be recruited from the IOA as a whole [Min (C) 2011;
5.1]
2) The Secretary should have fluent written and spoken English.
3) The Secretary is entitled to attend all General, Council and othercommittee meetings of the Association, but is not entitled to vote by
virtue of her office, unless she is representative of the National
Association.
4) The Secretary shall be appointed by the Council. The Council in making
the appointment shall specify:a. the duration of the appointmentb. remunerationc. conditions of service of such appointment [A33]©2016 International Orthoptic Association305) The Council may appoint or remove an Assistant or Deputy Secretary.
If there is no Secretary capable of acting, the Assistant or Deputy shallact as Secretary to the Association. [Sec. 179] [A33]6) If there is no Assistant or Deputy Secretary capable of acting, any
Council member may act if authorised by the Council for a general or
specific purpose. [Sec. 177, (2) (a)]D. The Treasurer1) The Treasurer shall be appointed or removed by the Council. The
Council in making the appointment shall specify:a. the duration of the appointmentb. conditions of service of such an appointment [A34]2) For practical reasons consideration should always be given to
appointing a Treasurer resident in the UK
3) The Treasurer must be a current member of the Association

E.

Term Renewal for Executive Officers
The COM on its discretion may renew the terms of IOA Executive Officers(President, Secretary and Treasurer) where it considers that such an
extension would benefit the IOA. Such discretion will be exercised when
the officer concerned has their term of office come to an end and will bemade only after the COM reviews the officer’s record. Any COM approved
renewal will not exceed maximum tenure of the office held. Two terms isthe maximum. [Min (C) 2014; 19B]

25. Duties of the President, Deputy President,
Secretary, Treasurer and Members of theCouncil of Management
The duties of the President, the Association’s Executive Office Bearers and theMembers of the Council of Management are dealt with briefly in the Articles.
However, the Council of Management, by resolution, has laid down a code of
duties for these persons.

A.

President
The duties of the President are:1) to uphold the Constitution of the Association
2) to act as President at all General Meetings of the Association and all
meetings of the Council
3) to strive continually to improve the Association’s policy, activities andadministration©2016 International Orthoptic Association314) to ensure the proper functioning of all committees5) to be an ex officio member of all committees6) to represent the Association at meetings of strabismologicalassociations and other organisations with objects similar to those of
the Association
7) to ensure that the decisions of the Association and Council areobserved and performed8) to do all things necessary to ensure the efficient running of the affairsof the Association
9) to liaise with the Deputy President regarding IOA business10) to send a report to the Deputy President on a regular basis, preferably
once every other month11) to delegate IOA business to the Deputy President, if and when required

B.

Deputy President
The duties of the Deputy President are: [COM approved, March 2014]
1) to act as a key ambassador for the Association. As an ambassador, theDeputy President comments on the Association’s behalf on board
policy issues or specific issues on which he/she has been fully briefed
2) in the President’s absence, the Deputy President will act as the Deputy
Chair for all Annual General, Council of Management, IOA Program
Committee or IOA officer’s meetings3) to attend all IOA committee meetings as an ex-officio member
4) to instigate Presidential election procedure, if necessary5) to liaise with the President in order to better understand the day-today running of the Association
6) to assist the President at any time if and when required as determinedby the President
7) to be an ex officio member of all committees/projects [Min (C) 2011;
5.6]
The Deputy President has no “de facto” powers to act on behalf of the
Association (i.e., commit the Association to a course of action or
expenditure) unless specific authority has been delegated by the IOAPresident or Council of Management.

C.

Secretary
1) The statutory duties of the Secretary are:a. to distribute through the agency of National Associations:
1. notice of the AGM and the agenda©2016 International Orthoptic Association

32

b.

c.
d.
e.
f.

2. a copy of the AGM minutes
to maintain the register at the IOA registered office of:
1. names and addresses of Members of the Association
2. names and addresses of the Members of the Council ofManagement
to permit the inspection of the register of members of the
Association
to make available for inspection minutes of the General Meetingsof the Association
to notify the Registrar of Companies of any change in theConstitution
to sign the Annual Return and the accompanying documents

2) The general duties of the Secretary are: [Min (C) June 1987]
a. to liaise with the President at all times on matters affecting the
conduct of the affairs of the Associationb. to administer the Office of the Association and to be responsible forthe care and custody of the property and records of the Association,
including its Seal, the Register of Members and all records, books
and papers belonging to the Associationc. to prepare the agenda together with the President; also notice of
all meetings of the Association in consultation with the President
and to arrange the distribution of any notices
d. to prepare the minutes of all General Meetings of the Associationand of the Council and to be responsible for the proper distribution
or copies of minutes of meetings of the Association, the Council andCommittees of the Associatione. to carry out the official correspondence of the Association including
such matters as:
1. notification on nominations for office, voting papers, and adviceof election to office
2. notification of appointments to committee
3. distribution of information with regards to the objects of thecommittee, duties of members of committees and otherrelevant information
4. distribution of notices by order of the President or by theCouncilf. to attend meetings of Standing and Ad Hoc Committees if so
directedg. to perform such other duties that the Council may require
h. to publish the Association’s name outside its registered office, on
its Seal and on its publications©2016 International Orthoptic Association

33

i.

to verify the statement to be submitted to the Official Receiver inthe event of dissolution of the Association by the court
j. to keep and make available for inspection the register of interestsof all members of the Council of Managementk. to permit the inspection by members of the Association of copies
of contracts of the Council of Management [Min (C) 1987; 2]

D. Treasurer
The duties of the Treasurer are:1) to keep true and accurate account of all receipts and disbursements of
the Association and of the Council
2) to collect all monies paid to the Association including all subscriptions,dues, or levies payable by members of the Association, and National
Associations
3) to open and maintain a bank account or accounts in the name of andon behalf of the Association and to ensure that all monies are properly
and punctually paid to the credit of such account or accounts
4) Investments – it is the Treasurer’s responsibility to present to theCouncil and the Honorary Officers information regarding investments
and to act at all times with the approval of the Council. If professional
advice is required, this must be agreed in advance by the Council
5) to submit to the Council annually and on request a detailed balance
sheet and report in writing of the financial affairs of the Association
6) to submit annually for the approval of Council a budget for thefollowing year. Expenses not provided for in the budget up to a stated
sum in any one year can be incurred only with the approval of Council
7) to have the accounts audited annually by a certified accountant or
professional auditor8) to present the balance sheet and report to the AGM of the Association
9) to distribute through the agency of the National Associations a copy ofthe balance sheets and a copy of the auditor’s report
10) To send a copy of the annual return to the Companies House and to theCharities Commission.

E.

Members of the Council of Management
The duties of the Members of the Council of Management are:1) to attend Council meetings2) to keep their respective National Associations informed of the activitiesof the Association and ensure that such National Associations are©2016 International Orthoptic Association34

provided with copies of minutes of General Meetings, balance sheet
and a statement of income and expenditures of the Association
3) to ensure that a report of the activities of the Association is presented
to the AGM of their respective National Association4) to liaise with their National Association and committees thereof inorder that the views of the National Associations and committees may
be communicated to the Association and the Council
5) to provide agenda items for the Secretary6) to provide the President with items for inclusion in the Association’s“website news”
7) to liaise with their respective successor, upon conclusion of the term ofoffice as a National Representative, and to provide their successor withan up to date précis of the activities of the Association and its Council
as well as:a. the copy of the Association’s Memorandum and Articles
b. the copy of the Handbook
c. copies of minutes of meetings of the Council and the Associationd. balance sheets, other financial statements and all other mattersrelating to the office of Council members©2016 International Orthoptic Association

35

IOA PROGRAMS, COMMITTEES & GROUPS(Sections 26-31)

26. Program Based Structure ............................................................ 37
27. IOA Programs .............................................................................. 38
28. IOA Program Coordinators – Role & Selection ............................. 41
29. Committee/Project Chairman Responsibilities ............................ 41
30. Committee/Project Member Responsibilities .............................. 43
31. IOA Social Media Reporters ......................................................... 44©2016 International Orthoptic Association

36

26. Program Based Structure [COM approved, June 2013]
Historically, Association work has been carried out by its standing, ad hoc andspecial committees and networks. In June 2013, the IOA Council ofManagement approved a restructuring of Association governance to a Programbased model. Using this model, all strategic planning and committee/networkor project work would be carried out under five (5) program areas or portfoliosthat were aligned with the Association’s vision and mission. The five (5) program
areas which work together to meet the aims and objectives of the Association
are:

A.

Operations Management (see Section 27A)

B.

Education and Research (see Section 27B)

C.

Standards and Quality (see Section 27C)

D.

International Cooperation (see Section 27D)E.

Promotions and Development (see Section 27E)

Promotions &Development

International
Cooperation

Operations
Management

Education &Research

Standards & Quality

F.

What is Program Based Management Structure?
Program Based Management Structure is a form of governance where
major Association initiatives are identified; and the collection of aligning
projects with a common goal or success vision are organized within
portfolios (also known as program areas). Each program area is an
essential element in the overall strategy and direction of the Association.
The Program Based Structure facilitates the coordination andimplementation of related project activities.

©2016 International Orthoptic Association

37

G.

Program Area Governance
Executive level oversight of IOA program areas is provided by the IOACouncil of Management and it’s Executive. They ensure that as eachprogram evolves, its project work continues to align with the Association’s
strategic direction. The work of each program is carried out by program
coordinators, project leaders/committee chairs, and team and committee
members. Program Coordinators oversee the function of time-limited
projects which are guided by project plans. While specific project teams
evolve and dissolve as needed, the core program areas remain a constant.

H.

IOA Organizational Chart

DeputyPresident

IOA President

IOA Treasurer& Secretary

Council ofManagement
ProgramCoordinator

ProgramCoordinator

ProgramCoordinator

ProgramCoordinator

ProgramCoordinator

Operations
Management

International
Cooperation

Education &Research

Standards &Quality

Promotions &Development

1) The IOA President and Deputy President are ex officio members of all
IOA projects/committees.
2) The IOA Treasurer acts as the treasurer of each of the five IOA
Programs. All program and project planning should include a financial
plan and conform to Association fiscal practices and controls.
3) The IOA Secretary will carry out program area duties in keeping withthe secretarial position description in the handbook.

27. IOA Programs [COM approved, June 2013]
Contained in each program area is a collection of projects with a common goalor success “vision” under an integrated framework. These projects consist of
human and financial resources and processes aimed at implementing strategic
objectives. For specific IOA program area projects, please refer to the 20132017 IOA Strategic Plan.

©2016 International Orthoptic Association

38

A. Operations Management
1) Vision Statement: Our Association is a strong, professional, ethical,
proactive and assertive association. It is managed democratically andprovides its services in a cost-effective manner. Our Association provides
the international voice of orthoptics through its congresses, publications,
council meetings and representation in international forums.
2) Current committees/projects:
a. Finance Committeeb. Website Committeec. Membership Committee
d. Congress Organizing Committee (COC)
e. Congress Scientific Program Committee (CSPC)
f. Congress Education Forum Committee
g. Single Professional Congress Organizer (PCO)

B. Education and Research
1) Vision Statement: All of the countries in the world will have their own
orthoptic education programmes, which meet international minimum
standards. The minimum standards will allow the educational curricula
to be responsive to the needs and demands of each country. The
orthoptic programmes will cooperate with one another. All orthoptists
will have access to further professional education and development, andhigher degrees. Orthoptists will participate in research and develop
research opportunities in all countries in the world, and will have accessto information about research from all parts of the world. The value oforthoptics worldwide shall be recognised through evidence-based
practice supported by research documentation.
2) Current committees/projects:
a. Committee to develop guidelines for establishing an entry-level
orthoptic education program and standards
b. Guidelines for IOA Congresses and IOA Symposia
c. Committee to develop resources for advanced education andresearch skills
d. Develop position statements:
1. Research/Evidence-Based Practice
2. Role of Professional Support
3. Continuing Professional Development

C. Standards and Quality
1) Vision Statement: There will be high standards of practice and ethics inorthoptics worldwide. Orthoptics will be defined as a unique profession,
which cooperates with other professions in mutual respect. Orthoptists©2016 International Orthoptic Association

39

will encourage quality development in their professional work, andfurther their professional development on a regular basis.
2) Current committees/projects:
a. Code of Ethics Review
b. Committee to develop entry-level competencies for Orthoptics
c. Low Vision Committee
d. Vision Screening Committee

D. International Cooperation
1) Vision Statement: Orthoptics will be well recognized, known and used as
an accepted profession in all countries in the world. International
communication will occur within a spirit of cooperation. This will lead toorthoptists having an influence on decisions made by decision-makers
internationally regarding orthoptics in eye health issues, education
issues, research issues, practice and availability.
2) Current committees/projects:
a. Partner Country Programb. Partner Program Restructuring Committee
c. Exchange/Host Program
d. Volunteer Program
e. Volunteer Application Review Committee (Review Board)f. Orthoptic Worldwide Survey (OWWS) (ad hoc)
g. Memorandum of Understanding document with key paediatric
ophthalmology associations

E. Promotions and Development
1) Vision Statement: Orthoptics will be available world-wide, supported bynational orthoptic associations, which are members of the IOA.
2) Current committees/projects:
a. Recognition Committeeb. Committee to Develop a Resource Guide for Establishing an
Orthoptic Associationc. Social Media Reporter Program
d. World Orthoptic Day
e. Terminology Committee (ad hoc)

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28. IOA Program Coordinators – Role & Selection[COM approved, June 2013]
The International Orthoptic Association (IOA) uses a program management
structure. There are five program areas which work together to meet the aims
and objectives for the organisation. The work is carried out by Program
Coordinators (PCo’s), project/committee chairmen and project/committee
team members. The PCo’s oversee ongoing functions and time limited project
teams and ongoing committee work which are guided by specific project plans.

A.

Responsibilities of Program Coordinators (PCo’s)
1) Monitor projects in the Program Area to ensure that all projects in the
program area keep to time, budget, have sufficient manpower andmeets the organizational objectives of the IOA as outlined in the 20132018 Strategic Plan.
2) Develops a plan for his or her program area.
3) Submit an annual written report to the IOA President and Secretary atleast three (3) weeks prior to the annual Council of Management
meeting. The report should include Program activities and expenses
for the past year; any motions requiring action; and budget needs andrecommendations for the upcoming year.

B.

Program Coordinator Selection
1) Nominations are sought from the IOA Council of Management
members for individuals interested in Program Coordinator positions.
2) Council of Management members with relevant experience andinterest are encouraged to submit their names for consideration.
3) When more than one Council Member submits their name, the Councilof Management will vote on who will fill the role.

C.

Term of Office
Program Coordinators will serve in their role for the period of the IOAStrategic Plan (4 years) that is in place to fulfil its objectives.

29. Committee/Project Chairman Responsibilities
All committee and project chairs are expected to act as a guide and work with
their members to develop necessary work plans and meeting agendas.
Responsibilities include:A.

Ensure that each committee member receives a description of the task
they are to complete, provide committee members with a role description,
anticipated work commitment and projected project timeline.

©2016 International Orthoptic Association

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B.

Work with committee members to determine the human and financial
needs of their project.

C.

Consult with the Program Coordinator and IOA Treasurer on projected
project expenses.

D.

Approve minutes and reports of committee meetings before theirdistribution.

E.

Ensure all committee members, the Program Coordinator, IOA President
and Deputy President are included in all committee correspondence.

F.

Report to the Program Coordinator on decisions that affect thecommittee’s work.

G.

Where appropriate, guide the committee in proposing new activities andservice that will further the mission and goals of the Association.

H.

Where appropriate, make policy recommendations to the Program
Coordinator for transmission to the IOA President and Council ofManagement.

I.

Uphold the values and objectives of the Association

J.

Act with integrity and avoid or declare personal conflicts of interest.

K.

Give adequate time and energy to the duties of membership.

L.

Review all relevant material before face-to-face committee meetings orparticipating in online discussion.

M. Attend face-to-face committee/project meetings where possible orparticipate in online discussions and voice objective opinions on issues.

N.

Support the efforts of the Program Coordinator and carry out individualassignments made by the Program Coordinator.

O.

Pay attention to Association activities that affect or are affected by thecommittee’s work.

P.

Respect the input and participation of everyone involved in each phase of
the committee’s work. Confidentiality must be maintained on committee
work as it applies to sensitive Association matters. If there is any doubt at
any time about the information that may be shared outside of thecommittee, members will seek the advice of the Program Coordinator and
IOA President.

©2016 International Orthoptic Association42

NOTE: In the case of a serious breach of confidentiality, lack ofperformance, or lack of respect for committee member input, theProgram Coordinator and IOA President are to be notified. The
committee may be dissolved and a committee of new members
convened; or an individual committee member or chair may bereplaced.

Q. Make decisions as a collective team and hold joint responsibility for thework completed and decisions and actions of the committee/project team.

R.

In the case of equality of votes the IOA President will cast a vote. The IOAPresident and Deputy President are ex officio members of all IOA
committees or project teams.

S.

The chair will dissolve the committee/project team when their assigned
task is completed or make recommendations for the committee’s ongoing
existence to the Program Coordinator.

T.

The chair will submit an annual written report to the IOA President,
Secretary and Program Coordinator at least three (3) weeks prior to theannual Council of Management meeting. The report should include
committee/project activities and expenses for the past year; any motions
requiring action; and budget needs and recommendations for theupcoming year.

30. Committee/Project Member Responsibilities
Members of all committees and projects have the following responsibilities:

A. Uphold the values and objectives of the Association.
B. Act with integrity and avoid or declare personal conflicts of interest.
C. Give adequate time and energy to the duties of membership.
D. Review all relevant material before face-to-face committee meetings orparticipating in online discussion.

E. Attend face-to-face committee/project meetings where possible orparticipate in online discussions and voice objective opinions on issues.

F. Support the efforts of the committee/project chair and carry out individualassignments made by the chair.

G. Pay attention to Association activities that affect or are affected by thecommittee’s work.
©2016 International Orthoptic Association

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H. Respect the input and participation of everyone involved in each phase of
the committee’s work. Confidentiality must be maintained on committee
work as it applies to sensitive Association matters. If there is any doubt at
any time about the information that may be shared outside of thecommittee, members will seek the advice of the committee chair.


NOTE: In the case of a serious breach of confidentiality, lack ofperformance, or lack of respect for committee member input, theProgram Coordinator and IOA President are to be notified. The
committee may be dissolved and a committee of new members
convened; or an individual committee member or chair may be replaced.

I. Make decisions as a collective team and hold joint responsibility for the work
completed and decisions and actions of the committee/project team.

J. In the case of equality of votes the IOA President will cast a vote. The IOAPresident and Deputy President are ex officio members of all IOA
committees or project teams.

31. IOA Social Media Reporters [Min (C) 2013; 29]
IOA Social Media Reporters are IOA members from around the globe who commit to
making a minimum of three (3) postings per year on IOA Social Media (Facebook,
LinkedIn and Twitter). IOA Social Media Reporters will ideally hail from each continent
in the world that encompasses an IOA member country.

A.

Appointment of reporters
IOA Social Media Reporters are nominated by a Council of Management
Member or by their National Association.

B.

Preferred experience / Skills for this role
1) Reporters should be comfortable with social media use
2) Reporters should be aware of events, meetings and publications
relating to orthoptics in their country and surrounding countries
3) It is considered an asset for reporters to have current or former
involvement with social media for IOA member associations or otherophthalmic associations

C.

Term of Service
The IOA Social Media Reporter’s term of service is for two (2) years with
an option to renew. This is a voluntary position with no remuneration
associated.

D.

Using IOA Social Media by IOA Social Media Reporters©2016 International Orthoptic Association

441) IOA Twitter AccountPostings should be reserved for announcements of the following:a. IOA Congress important dates (registration deadlines, abstract
openings)
b. World Orthoptic Day activities
c. Member association eventsd. Significant awards/honors to orthoptic members
e. Noteworthy publications of interest to the global orthoptic
community2) IOA LinkedIn Group
Content ideally should be limited to the following items:a. Orthoptics/Ophthalmology/Vision Science Meetings (regional,
national and international) of interest to the global orthoptic
community.
1. Registration or abstract submission deadlines
2. Interesting presentations given a meeting
3. Meeting highlights including social programb. Awards/commendations to orthoptists and/or supporters oforthoptics.
c. Obituary notices of orthoptists who significantly contributed to theprofession.
d. Publications
1. Journal articles
2. Textbooks
3. Newspaper stories or broadcasts of notee. Opportunities for continuing professional development via
workshops, webinars or online courses
f. Changes in legislation related to orthoptics
g. Developments in orthoptic educationh. Development in orthoptics/eye care research
i. New technology changing practicej. Pose interesting questions related to eye care/research/orthoptic
educationk. World Orthoptic Day activities
3) IOA Facebook Page
Postings could include all of the above plus interesting human interest
pieces related to orthoptic work/eyecare/vision science. See IOA Rulesof Social Media Engagement as it relates to photo consent &professionalism.

©2016 International Orthoptic Association

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E.

IOA Rules of Social Media Engagement
IOA Social Media Reporters are asked to adhere to the following:
1) IOA Social Media Reporters bring news or pose questions; reporters
should not feel obligated to lead discussions.
a. Build a social media community by posting content that invites
responses so members stay engaged.
b. Try to frame what you write to invite differing points of view.
2) IOA Social Media Reporters are asked to reveal any conflicts of interest
that could influence our understanding or use of the information,
product or service mentioned in social media posting3) The IOA supports transparency and is committed to clear disclosure of
relationships and endorsements. The IOA does not endorse IOA Social
Media Reports being contracted, seeded, or in any way compensatedto create IOA social media to endorse products or services. Take careto avoid posting links that refer to for-profit websites.
4) IOA Social Media Reporters will not solicit donations for causes thathave not been pre-approved by the IOA.
5) IOA Social Media Reporters are asked to follow behavioural andprofessional standards of behaviour on IOA Social Media.
6) Patient privacy and confidentiality must be maintained. Avoid any useof patient identifiers and don’t post videos or pictures of patients.
7) As a courtesy to colleagues, IOA Social Media Reporters are asked to
avoid posting pictures or videos on IOA Social Media without securing
verbal or written permission to ensure privacy of individuals by notsharing personal contact information with IOA Social Media groups.
Orthoptic social events are fun to capture with digital images but makesure the photos posted to the IOA Facebook are family friendly.
8) Questions related to issues about patient care can be discussed but
explicit medical advice should be avoided as a correct diagnosis andtreatment regime should only be provided in a care-giver capacity
when a comprehensive examination has been completed.
9) IOA Social Media Reporters are encouraged to write in the first personand stick to personal areas of expertise.
10) IOA Social Media Reporters are asked to avoid any discussion ofpotentially politically sensitive material on IOA Social Media as this is
not the correct forum and could be harmful to negotiations of that you
are unaware. If it is material that gives you pause, then don’t publish
it. If in doubt, check first with the IOA President or an IOA Council ofManagement member.

©2016 International Orthoptic Association

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MEMBERSHIP(Sections 32-36)

32. Current IOA Member Countries .................................................. 48
33. National Associations as Agents of the Association ..................... 49
34. Membership ............................................................................... 50
35. IOA Membership Categories – Terms of Reference ..................... 53
36. IOA Collaborations and Memberships ......................................... 62©2016 International Orthoptic Association

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32. Current IOA Member Countries
A.

Full Member Countries
Country

National Association

Australia

Orthoptics Australia (OA)

Austria

Verband der Orthoptistinnen und
Orthoptisten Österreichs

Belgium

Belgische Orthoptische Vereniging /Association Belge d’Orthoptie

CanadaThe Canadian Orthoptic Society (TCOS)

FranceAssociation Française d'Orthoptique

Germany

Berufsverband der Orthoptistinnen
Deutschlands e. V. (BOD)

Italy

Associazione Italiana Ortottisti Assistentiin Oftalmologia (AIOrAO)

Japan

Japanese Association of Certified
Orthoptists (JACO)

The Netherlands

Nederlandse Vereniging van
Orthoptisten (NVvO)

Portugal

Associação Portuguesa de Ortoptistas(APOR)

Scandinavia
SOA: Denmark

Scandinavian Orthoptic Association (SOA)
Dansk Medicinsk Ortoptisk Forening(DMOF)
Norske Ortoptisters Forening (NOF)
Sveriges Ideella Ortoptistförening(SIOF)

SOA: Norway
SOA: Sweden
Switzerland

German: Schweizerischer Verband der
Orthoptistinnen und Orthoptisten (SVO)
French: Association Suisse desOrthoptistes (ASO)

United Kingdom & Ireland©2016 International Orthoptic Association

British & Irish Orthoptic Society (BIOS)

48

United States of America

B.

American Association of Certified
Orthoptists (AACO)

Associate Member Countries
Country

National Association

Asia PacificAsia Pacific Orthoptic Association (APOA)

BrazilConselho Brasileiro de Ortóptica (CBOrt)

Czech RepublicČeská společnost ortoptistek (CSO)

Hong Kong

The Hong Kong Orthoptist Association

India

Indian Council of Orthoptics (ICO)

IsraelIsrael Orthoptic Society (IOS)

New Zealand

New Zealand Orthoptic Society
Incorporated (NZOSI)

Pakistan

Orthoptic wing of: The Society of
Optometrists, Orthoptists & Ophthalmic
Technologist Pakistan (SOOOP)South Africa

South African Orthoptic Society (SAOS)

33. National Associations as Agents of the AssociationA.

The Association is constituted under the companies Act of The United
Kingdom and the law governing this act requires that each member of the
Association receives certain documentation in respect to the conduct ofaffairs of the Association. In addition the Association is required tomaintain a register of its members.

B.

Due to the large membership of the Association which is spread worldwide, the secretariat had difficulty ensuring that these requirements wereadequately met. The Association’s legal advisors were consulted andrecommended that National Associations be asked to act on behalf of the
Association to ensure that members received the appropriate
documentation.

C.

National Associations were informed of this advice and at the 1986 Annual
General Meeting in Munich (Germany) a resolution was passed
unanimously making National Associations agents of the International
Orthoptic Association, and the responsibilities are detailed below.

©2016 International Orthoptic Association49

D. The duties of the National Associations as agents of the International
Orthoptic Association are:1) to help maintain the Association’s register of members by supplying an
up to date list of names and addresses of members of National
Associations who are therefore members of the Association (this list
may be sent to the Secretary in the format used in each country, e.g.
the Japanese list may be in Japanese)2) to pay appropriate subscriptions and levies on behalf of its Association
members3) to send to their Association members copies of:a. a notice of the AGM and agenda
b. the balance sheet or a précisc. the AGM minutes or a précisd. information about International Orthoptic Congresses and otherinformation as appropriate

E.

In addition to the duties required of National Associations as agents of the
Association, it is expected that National Associations will:1) ensure that the National Representative will usually attend every
Council meeting
2) encourage the National Representative on the Council to attend as
many Council meetings and AGM’s as possible over and above therequired two (2) out of four (4) meetings [Min (C) 1991; 4.3]
3) ensure that the country’s views on important issues are made known
by post or by proxy if the representative is unable to attend
The accidental omission by a National Association acting as an agent for
the Association to give notice of a meeting, or the non-receipt of such
notice by any person entitled to receive the notice shall not invalidate any
resolution passed, or any proceedings at any meeting. [A9]34. Membership
Membership of the Association is open to orthoptists on proof of qualificationand is also open to ophthalmologists at the discretion of the Council. [A5] (See
Section 35 and Appendices A-D).

A.

The five (5) kinds of membership are:1) Full membership (National Associations)2) Associate membership (National Associations)3) Individual membership (for orthoptists from non IOA countries)4) Associate membership (ophthalmologists)©2016 International Orthoptic Association

505) Affiliates

B.

The number of members is at the discretion of the Council.

C.

The Association shall maintain a register of members which shall be kept
by the Secretary.

D. The subscribers to the Memorandum and Articles were:
Barbara M. Lee, Attie S. Van Paassen, Nancy Capobianco, Evelyn Ross,
Hildegard Forrer, Mireille Louly, Geraldine L. Wilson, Cacilda Gallo, Simone
Readman, Mary E. Wesson.

E.

The original National Associations recognised by the Association in 1967
were from the following countries:
Australia, Brazil, Canada, France, Holland, Switzerland and the United
Kingdom. [Min (C) 1968; 4]F.

The following persons were named in the Articles as the first members of
the Council in 1974:
Miss Patricia Lance, Australia, Mrs. Cacilda Gallo, Brazil, Miss Barbara Lee,
United Kingdom, Miss Attie Van Paassen, Holland, Mrs. Evelyn Ross,
Canada, Miss Mireille Louly, France, Miss Hildegard Forrer, Switzerland,Miss Nancy Capobianco, USA. [A31 (a)]G. The Association is registered as a company limited by guarantee.
Accordingly no shares are issued to members, but each member agrees
that in the event of the Association being dissolved, each member shallcontribute towards outstanding debts and expenses, an amount not toexceed (UK) £1. The member’s liability continues while he remains amember of the Association and for a period of one (1) year after he ceases
to be a member. [M6]H. Termination of Membership [COM approved, March 2014]
1) Individual Members or Member Organizations (Full or Associate) may
terminate membership at any time but must do the following:a. Provide a written notice of resignation to the IOA President andSecretary before October 31st of the year of resignation.
b. Pay subscription fee for the following year if notice of resignationis received after October 31st.
2) The IOA Council of Management reserves the right to review andterminate membership based on any of the following:a. The IOA Council of Management or IOA officers receive a complaint
or evidence is uncovered that an Individual Member or Member©2016 International Orthoptic Association

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b.
c.

d.

e.

Organization (Full or Associate) brings disrepute and/or produces
harm to the orthoptic profession.
An Individual Member or Member Organization (Full or Associate)fails to maintain the terms of reference for their membership.
An Individual Member or Member Organization (Full or Associate)
has not paid subscriptions by year end following every reasonableattempt at contact by the IOA officers.
A Member Organization (Full or Associate) does not respond todirect inquiries from IOA officers or ceases communications with
the IOA.
A Full Member Organization has not provided representation at aminimum of two Council of Management meetings during a fouryear period.

3) The voting members of the Council of Management will decide if
termination of membership is necessary.
a. Member Organizations under review will not be allowed to vote.
b. The Council of Management will work with Member Organizations
to try to prevent termination. Full Member Organizations may beoffered Associate Membership if they meet the terms for Associate
Membership.
c. Any voting member of the Council of Management may propose
termination of membership and two-thirds (2/3) of Council must
approve. [Min (C) 2014; 18B]

I. Appeal Process for Termination of Membership [Min (C) 2015; 11D3]: A
member or full member or associate member may seek to appeal the IOACouncil of Management’s (COM) decision to terminate their membership.
1) They must appeal the termination in writing within thirty (30) calendar
days of receipt of the notice of termination.
a. The appeal must be sent to both the IOA President and the IOASecretary.
b. The appeal will include the specific reason(s) it is believed that thetermination is unwarranted.
2) Upon receipt of the appeal, the President will immediately notify the
COM of the appeal.
a. Within thirty (30) days of making the appeal, the COM will discuss
the termination in person or online and make a determination
based on the appeal and evidence presented that resulted in theappeal.
b. The terminated member or full member or associate member has
the burden of demonstrating why the termination was
unwarranted.
©2016 International Orthoptic Association52

c. At the discretion of the COM, the COM and/or the terminatedmember or full member or associate member may ask otherrelevant parties to respond to questions or provide additional
information.
3) The IOA President will inform the appellant of the COM’s decision inwriting. The decision of the COM is final.
4) Full member associations who have their membership terminated due
to inability to meet the expectations of full membership status will beoffered associate membership status. The Membership Committee
reserves the right to investigate the ability of the terminated member
association to meet associate membership status.

J. Consortiums or country partnerships may be considered for full or associate
membership. Such membership would be granted single nation status [Min(C) 2015; 11B4].

35. IOA Membership Categories – Terms of Reference
A.

Full Membership (See Appendix A for application form)
1) Full membership of the IOA gives a National Association a seat on theCouncil.
2) Full membership requires:a. existence of a National training programme with an acceptablesyllabus
b. nationally recognised qualifications
c. a National Associationd. attendance at Council meetings3) There is no requirement of a minimum number of members of the
National Association.
4) A National Association should exist at least three (3) years before
applying for Full membership. [A5]5) The Association’s aims should be:a. promotion of scientific and practical continuing education of its
membershipb. promotion of economic and social professional standards andsupport to its membersc. satisfactory completion of the IOA application procedured. undertake that the National Representative will usually attend
every Council meeting
6) Education criteria for the National Association are:©2016 International Orthoptic Association

53

a. the existence of at least one (1) nationally recognised orthoptic
education programmeb. the existence of an official certificate of graduationc. the existence of an acceptable syllabus7) Subscription rates will be determined annually by the Council ofManagement and will be in line with the inflation rate in the United
Kingdom.
8) A current membership list will be sent annually to the Secretary andTreasurer of the IOA.
9) Any change in the structure of the national orthoptic association or
national education program should be reported to the IOA President.
10) Termination of Membership: [COM approved, March 2014]
a. Full Member Organizations may terminate membership at any time
but must do the following:
1. Provide a written notice of resignation to the IOA President andSecretary before October 31st of the year of resignation.
2. Pay subscription fee for the following year if notice of
resignation is received after October 31st.
b. The IOA Council of Management reserves the right to review andterminate membership based on any of the following:
1. The IOA Council of Management or IOA officers receive acomplaint or evidence is uncovered that a Full Member
Organization brings disrepute and/or produces harm to theorthoptic profession.
2. A Full Member Organization fails to maintain the terms ofreference for their membership.
3. A Full Member Organization has not paid subscriptions by year
end following every reasonable attempt at contact by the IOA
officers.
4. A Full Member Organization does not respond to direct
inquiries from IOA officers or ceases communications with the
IOA.
5. A Full Member Organization has not provided representation ata minimum of two Council of Management meetings during afour-year period.
d. The voting members of the Council of Management will decide if
termination of membership is necessary.
1. Member Organizations under review will not be allowed tovote.
2. The Council of Management will work with Member
Organizations to try to prevent termination. Full Member
Organizations may be offered Associate Membership if theymeet the terms for Associate Membership.
©2016 International Orthoptic Association54

3. Any voting member of the Council of Management may
propose termination of membership and two-thirds (2/3) ofCouncil must approve. [Min (C) 2014; 18B]
11) Full Membership entitles all members of the National Association to a
reduced registration fee for the IOA Congress.
12) Appeal Process for Termination of Membership [Min (C) 2015; 11D3]:
A full member may seek to appeal the IOA Council of Management’s(COM) decision to terminate their membership.
a. They must appeal the termination in writing within thirty (30)
calendar days of receipt of the notice of termination.
1. The appeal must be sent to both the IOA President and the IOASecretary.
2. The appeal will include the specific reason(s) it is believed thatthe termination is unwarranted.
b. Upon receipt of the appeal, the President will immediately notify
the COM of the appeal.
1. Within thirty (30) days of making the appeal, the COM will
discuss the termination in person or online and make adetermination based on the appeal and evidence presented
that resulted in the appeal.
2. The terminated full member has the burden of demonstrating
why the termination was unwarranted.
3. At the discretion of the COM, the COM and/or the terminatedfull member may ask other relevant parties to respond toquestions or provide additional information.
c. The IOA President will inform the appellant of the COM’s decisionin writing. The decision of the COM is final.
d. Full member associations who have their membership terminated
due to inability to meet the expectations of full membership statuswill be offered associate membership status. The Membership
Committee reserves the right to investigate the ability of theterminated member association to meet associate membershipstatus.

B.

Associate Membership – National Orthoptic Associations(see Appendix A for application form)
1) Associate membership is open to National Orthoptic Associations withmembers of that association holding an official graduation certificate.
2) The National Association must meet the following criteria:
a. have been in existence for a minimum of three (3) years [A5]b. have no nationally recognised education programme in theircountryor©2016 International Orthoptic Association55

c. who fulfil the criteria for Full Membership, but who are unable tomeet the financial obligations and specified attendance duties ofFull Membership
3) Associate membership requires the National Association to nominate
one (1) member who is to be responsible for liaison to the IOA Council
and who:a. may attend Council of Management meetings as an observer
b. holds no voting privileges on the IOA Council
c. is responsible for the submission of issues for discussion on Councilof Management agenda that are applicable to their National
Associationd. is permitted to speak to agenda topics
4) Associate membership is not available to National Associations who failto meet the IOA established criteria.
The National Association’s aims should be:a. promotion of scientific and practical continuing education of its
membershipb. promotion and dissemination of professional standards andsupport to its members in their practice of orthoptics
c. satisfactory completion of the IOA application form5) Subscription rates will be determined annually by the Council ofManagement and will be in line with the inflation rate in the United
Kingdom.
6) Orthoptist Associate members of National Associations have the rightto vote at the AGM.
7) National Associations who are Associate Members of the IOA will
receive a copy of the Council of Management agenda and minutes even
if they do not attend the meeting.
8) Any change in the structure of the national orthoptic association
should be reported to the IOA President.
9) Termination of Membership: [COM approved, March 2014]a. Associate Member Organizations may terminate membership at
any time but must do the following:
1. Provide a written notice of resignation to the IOA President andSecretary before October 31st of the year of resignation.
2. Pay subscription fee for the following year if notice of
resignation is received after October 31st.
b. The IOA Council of Management reserves the right to review andterminate membership based on any of the following:
1. The IOA Council of Management or IOA officers receive acomplaint or evidence is uncovered that an Associate Member©2016 International Orthoptic Association

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Organization brings disrepute and/or produces harm to theorthoptic profession.
2. An Associate Member Organization fails to maintain the termsof reference for their membership.
3. An Associate Member Organization has not paid subscriptions
by year end following every reasonable attempt at contact by
the IOA officers.
4. An Associate Member Organization does not respond to direct
inquiries from IOA officers or ceases communications with the
IOA.
c. The voting members of the Council of Management will decide if
termination of membership is necessary.
1. Member Organizations under review will not be allowed tovote.
2. The Council of Management will work with Member
Organizations to try to prevent termination.
3. Any voting member of the Council of Management may
propose termination of membership and two-thirds (2/3) ofCouncil must approve. [Min (C) 2014; 18B]
10) Associate Membership entitles all members of the National
Association to a reduced registration fee for the IOA Congress.
11) Appeal Process for Termination of Membership [Min (C) 2015; 11D3]:
An associate member may seek to appeal the IOA Council ofManagement’s (COM) decision to terminate their membership.
a. They must appeal the termination in writing within thirty (30)
calendar days of receipt of the notice of termination.
1. The appeal must be sent to both the IOA President and the IOASecretary.
2. The appeal will include the specific reason(s) it is believed thatthe termination is unwarranted.
b. Upon receipt of the appeal, the President will immediately notify
the COM of the appeal.
1. Within thirty (30) days of making the appeal, the COM will
discuss the termination in person or online and make adetermination based on the appeal and evidence presented
that resulted in the appeal.
2. The terminated associate member has the burden of
demonstrating why the termination was unwarranted.
3. At the discretion of the COM, the COM and/or the terminatedassociate member may ask other relevant parties to respond toquestions or provide additional information.
c. The IOA President will inform the appellant of the COM’s decisionin writing. The decision of the COM is final.
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C.

Individual Membership – Orthoptists (see Appendix B for
application form)
1) Individual Membership is open to orthoptists:
a. who are unable to belong to a National Associationorb. whose National Association is not a Full or Associate member of the
IOA2) Criteria to be fulfilled by the professional are the same as those for Full
Membership, including the educational criteria.
3) Individual membership does not include a seat or observer status on
the Council of Management.
4) Individual members have the same rights as do national members
except as stated above.
5) Subscription rates will be determined annually by the Council ofManagement and will be in line with the inflation rate in the United
Kingdom.
6) The professional is required to send a copy of diploma or certificate to
the IOA.
7) Membership entitles the individual orthoptist member to a reduced
IOA Congress fee and a copy of the IOA Congress Transactions.
8) Termination of Membership: [COM approved, March 2014]
a. Individual Members may terminate membership at any time but
must do the following:
1. Provide a written notice of resignation to the IOA President andSecretary before October 31st of the year of resignation.
2. Pay subscription fee for the following year if notice of
resignation is received after October 31st.
b. The IOA Council of Management reserves the right to review andterminate membership based on any of the following:
1. The IOA Council of Management or IOA officers receive acomplaint or evidence is uncovered that an Individual Member
brings disrepute and/or produces harm to the orthoptic
profession.
2. An Individual Member fails to maintain the terms of reference
for their membership.
3. An Individual Member has not paid subscriptions by year end
following every reasonable attempt at contact by the IOA
officers.
c. The voting members of the Council of Management will decide if
termination of membership is necessary.

©2016 International Orthoptic Association

589) Appeal Process for Termination of Membership [Min (C) 2015; 11D3]:
A member may seek to appeal the IOA Council of Management’s(COM) decision to terminate their membership.
a. They must appeal the termination in writing within thirty (30)
calendar days of receipt of the notice of termination.
1. The appeal must be sent to both the IOA President and the IOASecretary.
2. The appeal will include the specific reason(s) it is believed thatthe termination is unwarranted.
b. Upon receipt of the appeal, the President will immediately notify
the COM of the appeal.
1. Within thirty (30) days of making the appeal, the COM will
discuss the termination in person or online and make adetermination based on the appeal and evidence presented
that resulted in the appeal.
2. The terminated member has the burden of demonstrating why
the termination was unwarranted.
3. At the discretion of the COM, the COM and/or the terminatedmember may ask other relevant parties to respond to questions
or provide additional information.
c. The IOA President will inform the appellant of the COM’s decisionin writing. The decision of the COM is final.

D. Associate Membership – Ophthalmologists (see Appendix C for
application form)
Associate Membership is open to ophthalmologists.
1) Membership entitles the Associate ophthalmologist member to a
reduced IOA Congress registration fee and a copy of IOA CongressTransactions.
2) Associate ophthalmologist members are not entitled to vote at theAnnual General Meeting nor are they entitled to hold a seat on the IOACouncil of Management.
3) Subscription rates will be determined annually by the Council ofmanagement and will be in line with the inflation rate in the United
Kingdom.
4) Termination of Membership: [COM approved, March 2014]
a. Individual Members may terminate membership at any time but
must do the following:
1. Provide a written notice of resignation to the IOA President andSecretary before October 31st of the year of resignation.
2. Pay subscription fee for the following year if notice of
resignation is received after October 31st.
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b. The IOA Council of Management reserves the right to review andterminate membership based on any of the following:
1. The IOA Council of Management or IOA officers receive acomplaint or evidence is uncovered that an Individual Member
brings disrepute and/or produces harm to the orthoptic
profession.
2. An Individual Member fails to maintain the terms of reference
for their membership.
3. An Individual Member has not paid subscriptions by year end
following every reasonable attempt at contact by the IOA
officers.
c. The voting members of the Council of Management will decide if
termination of membership is necessary.
5) Appeal Process for Termination of Membership [Min (C) 2015; 11D3]:
A member may seek to appeal the IOA Council of Management’s(COM) decision to terminate their membership.
a. They must appeal the termination in writing within thirty (30)
calendar days of receipt of the notice of termination.
1. The appeal must be sent to both the IOA President and the IOASecretary.
2. The appeal will include the specific reason(s) it is believed thatthe termination is unwarranted.
b. Upon receipt of the appeal, the President will immediately notify
the COM of the appeal.
1. Within thirty (30) days of making the appeal, the COM will
discuss the termination in person or online and make adetermination based on the appeal and evidence presented
that resulted in the appeal.
2. The terminated member has the burden of demonstrating why
the termination was unwarranted.
3. At the discretion of the COM, the COM and/or the terminatedmember may ask other relevant parties to respond to questions
or provide additional information.
c. The IOA President will inform the appellant of the COM’s decisionin writing. The decision of the COM is final.

E.

Affiliate (see Appendix D for application form)
Affiliation to the IOA may be offered at the sole discretion of the Councilof Management of the IOA to individuals working in the field of orthoptics.
1) Consideration for eligibility for affiliation is dependent upon thefollowing criteria:
a. the applicant has an exemplary record in the field of orthoptics
which is recognised by the IOA Council of Management©2016 International Orthoptic Association60

b. the applicant does not otherwise meet criteria for membership ofthe IOAc. the applicant works in a country which has no recognised process
for education, training or registration in orthoptics
2) The following conditions apply to affiliates:
a. no seat on the Council of Managementb. no voting privileges at the AGM
c. a subscription rate for a period of four (4) years to be stipulated by
the Council of Management
3) Benefits of affiliation include:a. eligibility to attend IOA Congress at a reduced registration fee
b. eligibility to present at IOA Congressc. to receive a copy of the IOA Transactions
d. access to the members only section of the IOA website4) Termination of membership: [COM approved, March 2014]
a. Affiliate Members may terminate membership at any time but
must do the following:
1. Provide a written notice of resignation to the IOA President andSecretary before October 31st of the year of resignation.
2. Pay subscription fee for the following year if notice of
resignation is received after October 31st.
b. The IOA Council of Management reserves the right to review andterminate membership based on any of the following:
1. The IOA Council of Management or IOA officers receive acomplaint or evidence is uncovered that an Affiliate Member
brings disrepute and/or produces harm to the orthoptic
profession.
2. An Affiliate Member fails to maintain the terms of reference for
their membership.
3. An Affiliate Member has not paid subscriptions by year end
following every reasonable attempt at contact by the IOA
officers.
c. The voting members of the Council of Management will decide if
termination of membership is necessary.
5) The decision of the Council of Management regarding acceptance ofaffiliates is final and reviewed at four (4) yearly intervals.
6) Appeal Process for Termination of Membership [Min (C) 2015; 11D3]:
A member may seek to appeal the IOA Council of Management’s(COM) decision to terminate their membership.
a. They must appeal the termination in writing within thirty (30)
calendar days of receipt of the notice of termination.
©2016 International Orthoptic Association61

1. The appeal must be sent to both the IOA President and the IOASecretary.
2. The appeal will include the specific reason(s) it is believed thatthe termination is unwarranted.
b. Upon receipt of the appeal, the President will immediately notify
the COM of the appeal.
1. Within thirty (30) days of making the appeal, the COM will
discuss the termination in person or online and make adetermination based on the appeal and evidence presented
that resulted in the appeal.
2. The terminated member has the burden of demonstrating why
the termination was unwarranted.
3. At the discretion of the COM, the COM and/or the terminatedmember may ask other relevant parties to respond to questions
or provide additional information.
c. The IOA President will inform the appellant of the COM’s decisionin writing. The decision of the COM is final.

36. IOA Collaborations and Memberships
A.

IPOSC
The IOA is a supranational member of the International Pediatric
Ophthalmology and Strabismus Council (IPOSC).

B.

ICO
By virtue of IPOSC membership, the IOA attained membership with theInternational Council of Ophthalmology (ICO).

C.

WSPOS
The IOA holds membership in the World Society of Pediatric
Ophthalmology and Strabismus (WSPOS) and sits on its Global Advisory
Council.

D.

ISA
The IOA signed a memorandum of understanding with the International
Strabismological Association (ISA) which outlines the framework forcooperation between the two organizations. See Appendix H for terms ofthis agreement.

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SCIENTIFIC CONGRESS(Sections 37-40)

37. The International Orthoptic Congress (General Principles) .......... 64
38. Guidelines for the International Orthoptic Congress ................... 65
39. Guidelines for Congress Invited Symposia ................................... 79
40. The Zoran Georgievski Education Forum ..................................... 81©2016 International Orthoptic Association

6337. The International Orthoptic Congress(General Principles)A.

The most important event in the calendar of the Association is the Scientific
Congress which is held once every four (4) years.

B.

It has been the custom for the Council to invite applications from National
Associations for permission to stage the forthcoming Congress. It is
desirable that such applications be lodged at least four (4) years (though
preferably longer) prior to the proposed date for the next Congress, so that
the Council can select the successful applicant Association, and formallyannounce the venue at the close of the proceedings of the current
Congress. The country chosen to host an International Congress should not
be the country of the President of the IOA. [Min (C) 1983; 9b (iv)]
1) The IOA representative must make available to the National
Association the Guidelines, (see Section 38) and the Contract (AppendixF) before a formal request to host the Congress is submitted to the IOACouncil of Management.
2) A National Association requesting to host the Congress must agree tothe terms of the Guidelines and the Contract.

C.

The Council shall advise the successful National Association and invite it tonominate from amongst its members the personnel comprising the
Chairman and members of the Organising Committee. The names of thosenominated shall be forwarded to the President and Secretary of the IOA.

D. The Council has the responsibility for the conduct of the Congress and allrecommendations and programmes formulated by the specificallyappointed committees must be confirmed by the Council. In particular, theCouncil reserves the right to recommend alterations to the proposals of
the Congress Scientific Committee and/or the Organising Committee inmatters relating to venue, programme, and financing of the Congress.
1) An agreement (contract) confirming the conduct of the Congress mustbe signed by the IOA and the host country.
2) A sample agreement (contract) is appended to this document.
(Appendix F)
3) Expenses incurred by members of the CSPC and COC, when attending
meetings pertaining to the congress (i.e. travel and hotel expenses)
shall be paid from IOC funds. In the event of such a meeting coinciding
with a Council meeting and a Council member also being a member of
one of the said committees, expenses not covered by the National
Association will be met from IOC funds.

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E.

Guidelines for the operations of the Congress have been agreed upon. (See
Section 38)

F.

The two (2) specifically appointed committees responsible for the Congressarrangements are:1) the Congress Scientific Programme Committee (CSPC)
2) the Congress Organising Committee (COC)G.

The Congress Scientific Programme Committee (appointed by the Council)
is responsible for the Scientific Programme of the Congress, including the
subject matter, selection of papers and invited speakers, publication of
abstracts, the Transactions and translations. (For details refer to the
Guidelines for the International Orthoptic Congress in Section 38).

H.

The Congress Organising Committee (appointed by the National
Association of the host country) is responsible for all other matters inconnection with the conduct of the Congress, including finance, social
functions, registration and the general administration. (For details refer tothe Guidelines for the International Orthoptic Congress in Section 38).

38. Guidelines for the International Orthoptic CongressA.

General Information
For general principles see IOA Handbook, Section 37.
1) The International Orthoptic Association sponsors a Congress once
every four (4) years. The Congress bears the name of the Associationand is financed by the Association. The name of the Congress is theInternational Orthoptic Congress. The Association retains full authority
over its organisation, the scientific programme, and all fiscal matters.
2) The host country works on behalf of the Association and is accountable
to the Association’s Council of Management for all expenditures andfor the organisation and the programmes of the Congress.
3) The planning and implementation of the Congress is vested in two (2)committees:
The Congress Organising Committee (COC)
The Congress Scientific Programme Committee (CSPC)

Both Committees work as agents of the Association and are responsible
for the planning and implementation of the Congress. They must
submit reports and minutes to the Association typed and in English.
4) A contract between the Congress Organising Committee of the hostNational Association and the IOA will be agreed. This contract will
©2016 International Orthoptic Association

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stipulate the terms of the financial agreement and the conditions of theloan made to the Committee by the International Orthoptic
Association. This agreement is legal and binding and must be
understood before it is signed, as it makes the Organising Committee
accountable to the Council of Management for all aspects of theCongress’s organisation.

B.

Finances
1) The International Orthoptic Association will lend to the Congress
Organising Committee an agreed sum in sterling to cover the initialcosts of the Congress, once the Committee has signed the Contract
agreeing to the terms of the loan. The Contract gives the Council final
responsibility and total authority for the Congress and places theCommittee in the role of agent for the Association and accountable to
the Council of Management.
2) It is recommended that the Congress budget be calculated with abreakeven of 300-350 delegates when the Congress is held outside ofEurope and 450 – 500 when held in Europe. These figures may be
increased if the number of orthoptists expected to attend from thehost country exceeds 500.
3) The Congress Organising Committee has the following financial
responsibilities in planning and implementing the Congress:a. to submit to the IOA President to establish an official financial
budget for approval by Council, on the basis that each Congress
must be financially self-supporting and should provide funding forthe next Congress. Estimates and draft budgets must be submitted
to Council, which may agree through its President on items of major
expenditure and, where necessary, give authority for additionalloans
b. to submit to the IOA President and Officers of the Association a six(6) monthly expenditure account and a detailed projected quarterly
budget in English. Copies of all budgets, together with an annual
report, in English, must be sent to the IOA President and Officers of
the Association prior to each Council meetingc. to submit a copy of the budget and expenditure account to allmembers of the Finance committee prior to each council meetingd. to send a final report and balance sheet, with proper accounting ofcredits, to the IOA President and Officers of the Association no later
than six (6) months after the conclusion of the Congress4) The IOA President’s expenses for attending the Scientific andOrganising Committee meetings are to be paid out of IOA funds
5) Expenses incurred by the Chairmen and Members of the Congress
Organising Committee and the Congress Scientific ProgrammeCommittee are to be met from Congress funds as dictated by the©2016 International Orthoptic Association

66

Congress budget. The Congress Organising Committee is encouraged
to carry out teleconference meetings where possible to minimize thenumber of face-to-face meetings required. The Congress Scientific
Programme Committee is encouraged to perform their work mainly via
e-mail correspondence and carry out video or teleconference meetings
to avoid traveling expenses. Expenses such as these listed will be paid:a. budget and petty cash in advance for the Chairman of the Congress
Scientific Programme Committee
b. stationery, postage, telephone calls, secretarial assistance, travel
expenses to committee meetings, including accommodation andmeals, and insurance against all possible assumable risks
6) It is necessary to provide the Congress Scientific ProgrammeCommittee with accommodation in a hotel of appropriate standard as
close as possible to the Congress venue during the Congress and in thedays immediately pre and post-Congress.
During the Congress, the following expenses are to be met from theCongress funds:
a. the Congress registration fee (including evening social events) forall members of the two (2) committees (COC, CSPC) shall be waived
b. consideration should be given to complimentary attendance atsocial functions for IOA Officers
c. the Organising Committee is asked to consider that ideally the IOAPresident-elect and the Council of Management should beaccommodated in the same hotel as the IOA Officers and membersof the two (2) Committees

C.

Congress Venue
1) The policy of the IOA is that the Congress will be held on rotation incountries where there is a National Orthoptic Association. The hostcountry must not be that of the IOA President.
2) Applications to host the Congress will be sought by the Council ofManagement, and should be filed at least six (6) years prior to theprojected date of the Congress, or earlier where possible, in order thatthe venue is known at least four (4) years in advance.
3) The host country must provide a suitable venue with international
standard congress facilities. A purpose-built centre is necessary andmust include speaker’s rooms, committee rooms, offices, registrationand exhibition areas, cloakrooms, refreshment facilities, telephonesystems, duplicating equipment, simultaneous translation facilities andup-to-date audio-visual facilities both inside and outside the main
auditorium.

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D.

Role of the IOA1) The IOA will bear the financial responsibility for the Congress under theterms of the Contract agreed between the IOA and the Congress
Organising Committee. The Council has the final responsibility for theCongress’s organisation, and reserves the right to alter proposals of theCongress Scientific Programme Committee and the Congress
Organising Committee relating to the programme, venue and finances.
2) The advice of the IOA lawyers and the advice of lawyers from the hostcountry will be sought to clarify any questions regarding the contract
and legal liability, in relation to the National Association of the hostcountry.
3) Following the Council meeting at which the Congress venue is decided,
the Secretary will send to the Organising Committee Chairman, a copyof the Guidelines and if necessary, a copy of the Transactions of aprevious Congress for the translators. The Congress file from theprevious Congress together with recommendations must be sent to the
new Organising Committee no later than six (6) months after the endof each Congress.
4) The IOA President must be responsible for handing over the files to the
CSPC and the COC Chairmen.

E.

Payment to Organising Associations
If a Congress makes a profit, 20% of this profit will be paid to the Host
Organisation. This sum is 20% of any profit made once all outstanding
expenses have been met. This applies to all congresses from 2012. The
IOA reserves the right to withhold this sum under exceptional
circumstances.

F.

The Congress Committees
General Information
1) Role of the Committees
a. Acting on behalf of Council, the Congress Organising Committee
and the Congress Scientific Programme Committee are responsible
for planning and directing the Congress.
b. Liaison between the two (2) Committees is essential, and theOrganising Committee must cooperate to provide any facilities
requested by the Programme Committee.
c. Agendas and minutes of the meetings of the two (2) Committees
must be exchanged by the Chairmen, with copies to the IOAPresident.

©2016 International Orthoptic Association68

d. Copies of all important, decisive correspondence and reports
between the two (2) Committees are to be sent to the IOAPresident.
e. Items for the Congress Website must be passed by the President
before publication.
f. When either Committee Chairman is not a Council member, he/sheis to be invited to attend the relevant part of the Council meeting,or to delegate a Committee member to attend in her stead. Travel
expenses, hotel accommodation and meals not usually covered by
the National Association, will be met from Congress funds.
g. It is anticipated that the Congress Organising Committee Chair andCongress Scientific Committee Chair will maintain regularcommunication so both committees are informed of the Congress
plans and needs of each other.
2) Committee Reports
a. Progress reports must be sent from Committee Chairmen to the
IOA President and Officers of the Association, and to the Chairmanof the other Congress Committee.
b. The final balance sheet is to be made available no later than six (6)months after the Congress. The COC final report will include asummary of Congress proceedings, evaluations andrecommendations for future meetings. The CSPC final report will
follow submission of Congress papers in a medline (supplement)journal.
c. Changes, proposals, recommendations and amendments of thetwo (2) Committees should be submitted to the CM and if voted onshould go into the Guidelines for the International Orthoptic
Congress.
3) Role of the IOA President
a. The President is an ex officio member of both Committees, andmust therefore receive a copy of all Committee reports andminutes.
b. The President has a deciding vote between the two (2) Committees
and veto power for both Committees for items returned to Council.

G. The Congress Organising Committee (COC)
1) This Committee, on behalf of the IOA Council, is responsible for mattersin connection with planning and implementing the Congress in theareas of finance, social functions and general administration. It has the
responsibility to announce and to advertise the Congress, but must
confirm the advertisement with the Programme Committee Chairman
prior to circulation.

©2016 International Orthoptic Association692) Committee Requirements:
a. at least one member of the committee, preferably the Chairman, isto have recent experience in organising a National or International
conference, and must have attended at least one IOA Congressb. the Committee Treasurer should have experience in developing abudget, maintaining financial records, and providing financial
advice.
c. the Treasurer’s final report will be presented to Council. Council
reserves the right to request an audited report if any irregularities
are noted.
3) The Committee’s Duties:
a. to select a suitable Congress venue
b. to appoint management organisers with the necessary expertisec. liaise with Congress Scientific Programme Committee via theCommittee Chairs
d. to be responsible for all pre-Congress publicity, including the
preparation and distribution of notices, leaflets (flyers), notices inophthalmic and orthoptic journals, design and printing of stationery
bearing the IOA logo, design and distribution of Congress posters,
and all other relevant publicity material
e. to prepare a leaflet/website that will provide information regarding
the scientific and social programmes for delegates and make thefirst call for papers. This and the mailing list shall be done in liaison
with the Programme Committee. It is recommended that this list
includes all AAPOS-ISA-ESA-WCPOS and CLADE members
f. it is recommended that this preliminary information and call for
papers be publicised two (2) years ahead of the Congress andrepeated fourteen (14) months before the Congress
g. to take responsibility for staging the Congress, including theorganisation of:
1. trade exhibition, including posters and other advertisingmaterial
2. press coverage, including a photographer for the opening andclosing ceremonies
3. a photographer for the Burian Lecture
4. all social functions, and the opening and closing ceremonies inliaison with the Programme Committee
5. travel and accommodation, including when possible theappointment of an official airline carrier and official pre- andpost-Congress tours that will include accompanying persons
6. processing applications and registering delegates
7. helpers, providing bilingual translations if required, English andthe host country’s language©2016 International Orthoptic Association70

8. financial and business aspects of publishing the transactions,printing the programme, abstracts and transactions
9. The CSPC will convey to the COC the requirements for abstract
and paper submissions that will be listed on the Congress
website10. programming lunch and coffee breaks in conjunction with theProgramme Committee
11. The COC will consult with the CSPC about the requirements fortheir audio-visual needs
12. Registration fees should follow Council’s Congress pricing
guidelines
13. waiving the registration fee of the International Orthoptic
Association Research Awardee
14. waiving the Burian Lecturer’s registration fee for the Congress
15. waiving the Congress registration fee for the recipient of the
Education Grant
16. to seek sponsorship for the Congress
17. to liaise with the Public Relations committee regarding the IOACorner
18. to provide a simultaneous translation service, if necessary,
including engaging a firm, drawing up and executing a contract
regarding hours of work and payment of fees
19. to liaise with the Education Forum regarding the venue of their
meeting4) Recommendations to the Committee:
a. make a calendar that includes the first announcement and journal
advertisements, at least three (3) years in advanceb. make a checklist of duties for succeeding committees
c. The COC should be provided with the contact information for priorCongress exhibitors/sponsors
d. the use of a Professional Congress Organiser is recommended
5) Committee Functions:a. all Committee decisions must be made by a democratic vote. Major
decisions cannot be made by an “executive body” without a vote of
the entire Committee. The quorum of the Committee is not lessthan half the total membershipb. the Committee has the power to appoint subcommittees of its
members and to delegate to the subcommittees such of its powers
and responsibilities that it considers advisablec. the meetings of the Committee will be held at such times and places
as determined by the Committee Chairman, with notice of at least
twenty four (24) hours given to member
d. the Committee has the responsibility to provide the Council with anannual, up-to-date report of its activities. Copies of agenda and©2016 International Orthoptic Association

71

minutes of all meetings are to be sent to the IOA President and to
the Chairman of the Programme Committee
6) Guidelines for Registration Feesa. It is suggested that registration fees should be calculated with theassistance of the PCO and agreed upon by the Finance Committee
before publication on the Association’s Congress Website. The
following instructions should be adhered to wherever possible:
1. The registration fee for orthoptists, both IOA members andnon-members must be lower than the fee for ophthalmologists
2. Associate member ophthalmologist fees must be lower than
the fee for non-member ophthalmologists
3. Delegate fees should where possible include all coffee breaks,
lunches, get together social event, abstract/programme book,transactions, access to the Trade Exhibition and plenary
sessions
4. It is suggested that accompanying persons registration fee
include get together social event and tourist information
5. The Education Forum is a subsection of the Congress andregistration fees should cover the cost.
6. Additional registration categories may be added to theregistration form following discussion with the CSPC and the
IOA President
b. The following categories must always be included:
1. Orthoptist IOA member
2. Orthoptist non-member
3. Ophthalmologist associate member
4. Ophthalmologist non-member
5. Students
6. Residents/fellows
7. Othersc. At the discretion of the COC:
Accompanying persons
d. Types of registration
1. Early bird
2. Late3. Onsite
4. Daye. Additional items for registration form
Other social events not included in the registration fee, e.g.,
Congress dinner, excursion©2016 International Orthoptic Association

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H.

The Congress Scientific Programme Committee (CSPC)
1) On behalf of Council, this Committee is responsible for the Scientific
Programme of the Congress.
2) This committee is also responsible for the selection of papers,
invitations to speakers, and preparation of abstracts and thetransactions for publication. The Chairman of the Committee is
responsible for collecting papers to be published and for decisions
regarding format, type of cover, and printing method to be used.
3) In organising the Scientific Programme, the Committee will decide theformat, which may change from one Congress to another, select anoverall theme, specific topics if desired, and decide the papers to be
included in the programme by a grading system.
4) Committee Requirements:a. Council elects the Chairman at the Council meeting in the year
following the Congress. The Council may invite nominations from
National Association and other members of the Association.
b. nominations must be accompanied by a letter of recommendationfrom the National Association; a curriculum vitae is requiredc. the Committee is to have five (5) full members. The IOA President is
an ex officio member of the Committee
d. one (1) elected member must be an experienced CSPC member
e. one (1) member must come from the host country; they will be
nominated by the host association and ratified by the ScientificCommittee
f. Two (2) additional elected members will serve on this committee(international representation is desirable)
g. it is recommended that members should not serve more than two(2) consecutive terms
h. a Committee quorum is to be three (3) [CM Salzburg, 24.25.05.1989]
5) The Committee’s Duties:
a. liaise with the Congress Organising Committee via the Committee
Chairsb. to prepare the forms for submission of abstracts, papers, video
presentations, workshops and posters
c. to instruct speakers concerning their presentations, briefing
arrangements, slide projection requirements, facilities, length anddeadline for abstracts for publication, and transaction requirements
d. to instruct poster, video and Power Point exhibitors concerning theirpresentations, including format to be used, time schedules,©2016 International Orthoptic Association

73

mounting, audio-visual facilities, and deadline for receipt of material
for publicatione. to arrange programme timing with the Organising Committee, i.e.
commencement and end of sessions, including workshops and aposter discussion session
f. to allow time on the Congress programme for a suitable
introduction and presentation by the Chairman of the CSPC of acertificate of merit to the International Orthoptic Association
Research Awardee
g. to allow time on the Congress programme for a suitable
introduction and presentation by the IOA President of a certificate
of merit to the Burian lecturer
h. to select Chairmen and Moderators for each session, with anemphasis on orthoptic representationi. to circulate papers to Moderators and Translators
j. to brief Speakers, Chairmen and Moderators prior to the session
k. to collect papers for publicationl. to maintain liaison with the Organising Committee to provide a listof participants in the Scientific Programme and other details for
publication of the programme
m. to thank in writing all participants in the Scientific Programmen. to decide on the content and format of the Transactions, to be
published in English
o. to compile in liaison with the organising committee the Final
Programme booklet
6) Recommendations to the Committee:
a. produce a calendar at least three (3) years before the Congress thatwill include the date for the call of papers, posters and videos. To
this should be added deadline dates for distributing flyers, printing
and mailing the provisional and final programme, and the deadline
for receipt of papers for publication in the transactions
b. when creating a skeleton programme, work closely with theOrganising Committee so that, if possible, sessions end earlier ondays with evening social functions
c. include in the Provisional Programme the names of all speakers
whose papers have been acceptedd. it should be made very clear to any “invited” participants (Chairmen,
Moderators, Panel members, Workshop participants) that theymust register for the meeting at the regular fee
e. presenters, who are orthoptists should be designated as such in the
programme
f. produce a checklist of duties for succeeding committees©2016 International Orthoptic Association74

g. allow discussion time after each session
h. consider including a panel discussion with invited panellists
i. make the necessary arrangements for any planned poster
presentations
j. maintain close communication with the Organising Committee
7) Committee Functions:a. the Committee has the power to appoint a sub-committee and todelegate to it such of its powers and responsibilities that it considers
advisableb. the Committee Chairman determines the date and place of theCommittee’s meetings. Copies of notices, agenda and minutes areto be sent to the IOA President and to the Organising Committee
Chairman. Meetings are usually arranged to coincide with a National
orthoptic meeting or an Organising Committee meetingc. the Committee maintains liaison with Council via the President andSecretary over dates and times of Committee meetings. This isessential to allow adequate time for integrating of Committee
meetings with Council meetings

I.

General Remarks
1) International Relations
An informal get together party for delegates from non IOA member
countries could be considered if possible at IOA Congresses. Valuable
contacts can be made in this way and one of the IOA’s aims will be
fulfilled. Sponsorship should be sought to continue this arrangement.
2) IOA Corner
The IOA corner, part of the industrial exhibition, should always be apart of IOA congresses, and should be organised by the PR committee.
3) Zoran Georgievski Education Forum
This half day meeting is a formal session of the Congress and organisedby the IOA Education and Research Program in conjunction with hostcountry program reps or country reps where no program exists
4) Professional Congress Organiser
When using a Professional Congress Organiser the COC will negotiate afair and reasonable contract that details all services and their costs tobe provided along with a list of what would be considered subject toany additional charges.
5) Policy regarding economic assistance in conjunction with IOA
Congressesa. All queries regarding economic assistance, i.e. reduced registration
fees, reduced exhibition fees, personal invitations, etc., in©2016 International Orthoptic Association

75

b.

c.
d.
e.

J.

conjunction with IOA congresses should be referred to the IOAPresident.
Each case will be judged on its merit and a joint decision taken
following discussion between the PCO, Chairman of the COC and the
IOA President.
Background information should be collected where necessary,
Where possible assistance and advice will be offered (noneconomic).
In principal the majority of this type of demand will not behonoured.

The Congress Format
1) The Burian Lecture (for further details, see also Section 41)
a. The Burian Lecture was instituted in 1975 to commemorate
Hermann Burian for his contribution to strabismology and his
support of orthoptics. It is the highlight of each Congress.
b. The Lecture must be scientific in content.
c. The Lecture must be given at each Congress by an orthoptist.
d. The orthoptist who is elected to be the Burian Lecturer must be amember of the IOA.
e. Any IOA member is entitled to nominate an orthoptist to deliver the
Lecture.
2) Guest Symposia (for further details, see also Section 39)
It is for the CSPC to decide which organisations should run guest
symposia at IOA Congresses but consideration should always be given
to having the International Strabismological Association (ISA).
3) The IOA Research Award (For further details see also Section 42)
a. The IOA Research Award was instituted in 1991. It is presented atevery IOA Congress for the most outstanding research paper andpresentation given by an orthoptist.
b. The objective of this award is to promote the science of orthoptics
internationally by furthering the study of orthoptics and its
associated disciplines.
4) The IOA Education Grant (For further details see also Section 43)
The IOA Education Grant was instituted in 2003 to give financial help to one
orthoptist qualified in a non-IOA country to attend an International Orthoptic
Congress relating to the International Orthoptic Association Exchange
Programme.

5) The IOA Student Research Award (For further details see Section 44)©2016 International Orthoptic Association

76

The IOA Student Research Award was instituted in 2015 to promote
and recognize students who engage in research. This award is given
every four years at the IOA Congress.
6) The IOA Stephenson Honorary Fellow Award (For further details see
Section 45)
a. The IOA Stephenson Honorary Fellow Award was instituted in 2015
in memory of Professor Gail Stephenson, former IOA Deputy
President and Council member. Professor Stephenson devoted
many hours of service of orthoptics nationally and internationally.
She achieved great distinction for her commitment to orthoptic
education and the development of the profession.
b. This award recognizes orthoptists’ outstanding contributions anddistinguished service to the profession of orthoptics at the local andinternational level.
c. It is an award of high order and will be rarely conferred.
d. The awardee must be an IOA member.
7) The IOA Early Career Clinician-Scientist Research Award (For further
details see Section 46)
a. The IOA Early Career Clinician-Scientist Research Award was
instituted in 2015 to recognize recent orthoptic graduate
researchers who are engaged in basic or clinical research and arecommitted to careers as orthoptic clinician-scientists.
b. The awards are presented every four (4) years in recognition ofsignificant research work by a new researcher at the IOA Congressor other suitable IOA event.
c. The awardee must be an IOA member.
8) The Zoran Georgievski Education Forum (For further details see also
Section 40)
a. The inaugural IOA Education Forum was an adjunct meeting at the2004 IOA Congress in Melbourne, Australia. The forum wasincorporated into the Congress in 2012.
b. The Education Forum is a meeting organized for orthoptists andothers who work primarily with or who have a special interest in
the education and training of orthoptic students.
c. The Education Forum was renamed The Zoran Georgievski
Orthoptic Education Forum in 2015 in memory of Mr. Zoran
Georgievski, former IOA Deputy President and Council member,
who founded the Education Forum.
9) The Transactions
a. Transactions may be in a digital or electronic format (to be decided
by the COM on recommendation from the CSPC for each individual
Congress).
©2016 International Orthoptic Association77

b. The format and the content, including posters, are the responsibilityof the Programme Committee. Details are to be given to theOrganising Committee, which is responsible for the business side of
the Congress and the publications.
c. For the Transactions, the authors should be asked not to put page
numbers on the original manuscript. Tables, figures and photos
should be placed within the manuscript near their point ofreference. They should not be added at the end of the manuscript
as extra pages.
d. Again, very specific format instructions are necessary for thecamera-ready manuscript.
e. The printing should be done in the Congress’ host country, and the
Chairmen of the two (2) Congress Committees share joint
responsibility for publication.
f. Liaison between the two (2) Congress Committees is essential.
g. Indexing of the Transactions must be investigated in conjunction
with the appointed publisher.
h. The Transactions should, if possible, be published so that they areavailable for distribution at the end of the Congress.
i. Copies are to be held for distribution to all partner countries, to allindividual orthoptist members, to all ophthalmologist members,
and all affiliate members who are not able to attend the IOA
Congress.
j. The cover is to be of semi-hardback style.
k. The Transactions must list the following:
1. copyright date
2. publication date
3. publisher’s name
4. ISBN number
5. the members of the CSPC and of the Organising Committee
10) Abstracts
a. The Chairman of the Congress Scientific Programme Committee will
receive abstracts, record the names, medical centre affiliations andnumber of papers from each centre.
b. Instructions for abstract submissions should be exceedingly clear
and explicit. To avoid extra communications with authors and tominimize the amount of work in preparing the final programme andabstract book, be sure that:
1. The abstracts will be submitted camera-ready for the final
programme. Make sure that the format is uniform and that no
portion is handwritten
2. correspondence addresses and fax/phone numbers are typed
and include the country code
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c.

d.
e.
f.

3. presenting author is indicated
4. that all programme participants will be required to register forthe meeting
If selection of abstracts will be masked, have the authors submit
three (3) masked copies of their abstract along with the original andone (1) unmasked copy.
If anonymous selection is preferred, the names will be removed anda copy of each abstract will be sent to each Committee member.
Each Committee member will review and grade each abstract
before returning it to the Committee Chairman.
The Committee may recommend a change in the format of thepresentation.

11) Technical Equipmenta. All appropriate technical equipment will be considered.
b. The technical equipment to be used at the Congress should bestated on the preliminary notice.
12) Posters
Poster abstracts or an extended abstract shall be published in theTransactions.

13) Simultaneous Translationa. English is the official language of the Congress. There may besimultaneous translation into the language of the host country if
there are five hundred (500) or more registrants from the hostcountry, otherwise the cost will be borne by the venue country.
b. Consideration should be given to the inclusion of Japanesetranslation.
c. Any country with a smaller association membership may ask for areview of the above policy.

39. Guidelines for Congress Invited Symposia
A.

History of symposia at the IOA Congress:
1) The first invited symposium presented by another organization at an
IOA Congress was held in 1999 in Stockholm, Sweden.
2) An ISA symposium has been invited and presented at each Congresssince 1999.
a. 1999 “Role of Binocularity”: EC Campos and G Kommerellb. 2004 “Update on the Pharmacological Treatment of Strabismus”: J
Lee (Chair), A Scott, J Lee, S Christiansenc. 2008 “The Most Difficult Strabismus Cases I have been Asked toTreat”: DT Sprunger, J Lee, E Helveston, JT DeFaber, C Timms©2016 International Orthoptic Association79

d. 2012 “Eye Movement Disorders: Clinical and Surgical Aspects”: S
Kraft (Chair), K Arnoldi, N Matta, R LaRoche
3) ISA has reciprocated by inviting the IOA to present a symposium at their
meetings since 2002.
a. 2002 “Vision Screening”: Kathleen Lantau, Liane Wilcox, Sarah
Richardson, Gun Kvarnstromb. 2006 “The Role of the Orthoptist”: Daisy Godts, Leslie France,
Louise Garnham, Cindy Pritchard
c. 2010 “Vision Screening Strategies Around the Globe”: Leah Walsh,
Jan Roelof Polling, Anna O’Connor, Noelle Matta
d. 2014 “Ophthalmic Prisms from Diagnosis to Therapy”: Gail
Stephenson (moderator), Daisy Godts, Helen Davis, Birgit Wahl, A
WakayamaB.

The CSPC shall extend an invitation to the ISA to present a symposium ateach Congress.
1) The invitation shall be extended to a minimum of two (2) years prior to
the Congress.
2) The topic of the symposium shall be selected by the CSPC and the ISA
Program Committee Chair or his/her representative.
3) The Chair of the Symposium shall be selected by the ISA Program
Committee, with optional input from the CSPC.
a. It is encouraged that the symposium speakers include a mix oforthoptist and ophthalmologist presenters of the ISA.
b. Presenters are encouraged to submit abstracts for inclusion in theCongress Program book.
4) The symposium shall be no more than sixty (60) minutes.
5) The CSPC shall invite the symposium chair and speakers to submit theirmanuscripts to the Transactions of the Congress.

C.

The CSPC may invite additional organizations to present symposia basedon the following guidelines:
1) The number of invited symposia at any Congress be limited to three (3),including the ISA symposium.
2) Only “supranational” organizations may be invited.
3) Only organizations willing to reciprocate by inviting the IOA to present
a symposium at their scientific meetings (if applicable) may be invited.
4) The invitation should be extended to a minimum of two (2) years prior
to the Congress.
5) Organizations are encouraged to include a mix of orthoptist and nonorthoptist speakers.

©2016 International Orthoptic Association

806) Presenters are encouraged to submit abstracts for inclusion in theCongress Program book.
7) The symposium shall be no more than sixty (60) minutes.
8) The symposium presenters shall be invited to submit theirpresentations to the Transactions of the Congress.

40. The Zoran Georgievski Education Forum[Min (C) 2013; 26 A-C]A.

History of the Education Forum:
1) The Inaugural IOA Education Forum was an adjunct meeting at the2004 IOA Congress in Melbourne, Australia. The forum wasincorporated into the Congress in 2012.
2) The Education Forum is a meeting organized for orthoptists and others
who work primarily with or who have a special interest in the educationand training of orthoptic students.
3) The Education Forum was renamed The Zoran Georgievski Orthoptic
Education Forum in 2015 in memory of Mr. Zoran Georgievski, former
IOA Deputy President and Council member, who founded the
Education Forum [Min (C) 2015; 23D].

B.

Education Forum Organizing Committee: A committee to organize theeducation forum is to be developed for each Congress. The committee
should include:
1) Two representatives from the Education Network
2) Up to two representatives from the host country orthoptic training
school(s) or two representatives from the host country where no
training school is available.

C.

Responsibilities of the Education Forum Organizing Committee:
1) Liaise with the chairman of the COC in all questions relating to timing,
locality, AV requirements, etc. of the forum.
2) Liaise with the chairman of the Scientific Committee regarding
education forum abstracts.
3) Discuss registration procedure for the Forum with the COC and PCO.
4) Advertise the Forum via IOA Social Media.
5) Coordinate and oversee the program.
6) Present a short report of the proceedings at the Annual General
Meeting held during the Congress.

©2016 International Orthoptic Association

817) Present a written report to the webmaster for publication on thewebsite.

D.

Education Forum Guidelines:
1) Should be open to any delegate involved or interested in teaching.
2) Should generally be scheduled prior to the scientific congress but canbe organized during or after the congress.
3) Two components of the forum:a. A themed section with invited speakers
b. A free papers section: A call for education papers is to be made withthe general call for congress abstracts.
4) An additional fee should be determined for the education forum as theregistration fee is developed.
5) The forum should be advertised on IOA Social Media and information
distributed via national associations.

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IOA RECOGNITIONS(Sections 41-46)

41. Burian Lecture............................................................................. 84
42. IOA Research Award ................................................................... 85
43. IOA Education Grant ................................................................... 87
44. IOA Student Research Award ...................................................... 87
45. IOA Stephenson Honorary Fellow Award..................................... 88
46. IOA Early Career Clinician-Scientist Research Award ................... 90©2016 International Orthoptic Association

8341. Burian LectureA.

The Burian Lecture was instituted in 1975 to commemorate Hermann
Burian for his contribution to strabismology and his support of orthoptics.
It is the highlight of each Congress.

B.

The Burian Lecture will be provided by a distinguished IOA Orthoptist who
is being honoured for their lifetime scientific and evidence-based clinicalcontributions to orthoptics and vision science.

C.

The Burian Lecturer should possess a proven body of expertise that isrecognized worldwide.

D.

No one individual may receive the award more than once.

E.

Any IOA member is entitled to nominate an Orthoptist to deliver the
Lecture.

F.

The IOA Scientific Committee and The Congress Scientific ProgrammeCommittee will decide on the Burian Lecturer by secret ballot. The
nomination process consists of submitting a nominating letter, the CV of
the nominee, and at least two supporting letters. Up to three letters of
support may be submitted (total number does not include the nomination
letter). Nomination and supporting letters must clearly articulate how thecandidate’s research over a sustained period of time has made significant
impact on the field. The letters must explain the contributions and theirimportance so that they can be understood by their peers and thoseoutside the nominee’s specific work/research area.

G.

The first paragraph of each nomination and supporting letter should
include the name of the candidate and a few sentences giving the overallreasons for nominating or supporting the candidate. The body of thenominating letter, which could be a few paragraphs, should give a brief andconcise history of the candidate’s work and any publications and/or
outcomes that have resulted. Both the nomination and supporting lettersshould state how the work has contributed to the field overall and/or to
the growth of the field, as well as insights that have been gained and what
impacts the work will have on current and future work.

H.

The last paragraph of the nomination and supporting letters shouldsummarize the work, state who has benefitted, and highlight some of thecandidate’s recognitions and notable service to his/her field.

I.

There will be a call for nominations three (3) years prior to the Congress at
which the Burian Lecture is to be delivered.

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J.

The IOA President will notify the Lecturer and the nominator as soon as thedecision has been made.

K.

The Congress registration fee and the costs of the Congress dinner shall be
waived for the orthoptist chosen to present the Burian Lecture.

L.

The IOA shall provide accommodation for the Burian lecturer for theduration of the Congress.

M. The Burian Lecture shall be publicized in the final transactions of each IOA
scientific congress.

42. IOA Research AwardD.

Objective
To promote the science of Orthoptics internationally by furthering thestudy of orthoptics and its associated disciplines.

E.

Prerequisites
1) The Awardee must be an orthoptist and a Full, Associate or Individual
member of the IOA.
2) The Awardee must be the presenter and principal investigator of theresearch presented.

F.

Role of the CSPC and SC
1) The CSPC shall decide, from papers accepted for presentation, which
are eligible for the award.
2) The three (3) best papers selected by vote of the CSPC will be
forwarded to the IOA President and each member of the ScientificCommittee (SC).
3) The CSPC will inform Council of their choice (title and author’s name).
4) In case of a tie, the Chairman of the CSPC will have the casting vote.

G.

Criteria for judging
The criteria for judging will be as follows:
1) Both the oral presentation and written paper will be judged.
2) Judging will be conducted by the CSPC (5 members) and the SC (ad hoc)
(4 members).
3) In the event of too few members or only an even number of members
being present at the oral presentation the IOA President will be asked
to take their place.

©2016 International Orthoptic Association854) In case of a tie, the Chairman of the CSPC will have the casting vote.
5) In the event that on presentation, none of the selected papers is
considered to be of an appropriate standard, no award will be made.

B.

Paper presentation (20 points possible)
Scientific content, quality and validity of the research presented
1) Clarity with which the question is posed and matched withthe methodology used ............................................................ 4 points
2) The originality and creativity of the research presented ......... 4 points
3) The degree to which the contents of the paper could
substantially contribute to the current state of knowledge
and research in the field of orthoptics and/or its associateddisciplines ............................................................................... 4 points
4) The conclusions made are warranted on the basis of theresearch design and findings .................................................. 4 points5) Literature search, set up of experimental work, clarity oftables and graphs ................................................................... 4 points

C.

Oral presentation (10 points possible)
1) Clarity of presentation (easy to hear and follow train ofthought ................................................................................... 5 points
2) Use of AV material (power point, video etc.) .......................... 5 points

D.

Award
1) The successful paper will be recognised by retrospectively waiving theregistration fee for the current congress of the principal presenter only.
2) A certificate of merit will be presented to this orthoptist at thecongress, directly prior to the closing ceremony.
3) The Award will be presented by the Chairman of the CSPC.

E.

Publicity
1) The Award will be publicised in the call for papers for each IOA Scientific
Congress as well as by IOA Council of Management members in eachcountry.
2) The Awardee`s name will be added to the Honours Section of the IOA
website.
3) The CSPC must allow time on the programme, prior to the closing
ceremony, for a suitable introduction and presentation of a certificate
of merit to the Awardee.

©2016 International Orthoptic Association

8643. IOA Education Grant
A.

The IOA Education Grant was instituted in 2003 to give financial help toone (1) orthoptist from a non IOA country to attend an International
Orthoptic Congress (relating to the International Orthoptic Association
Exchange Programme).

B.

The Candidate must be from a non-IOA country.

C.

The Candidate must be sponsored by an IOA representative andassociation.

D.

Each representative can only submit one (1) candidate.

E.

The Candidate must have received some training from an IOA orthoptist
and their clinical skills must have been observed by the orthoptist who
recommended them.

F.

The Candidate must present a plan for ongoing orthoptic education.

G.

The Candidate must display a plan to share their knowledge with theircolleagues.

H.

The Council of Management will decide on the awardee at the Council ofManagement meeting two (2) years prior to the Congress at which theaward is to be given.

I.

The Recipient may be decided as early as three (3) years prior to thecongress.

J.

This Award will not be given if no suitable applicant presents.

K.

The National Organisations should be informed.

44. IOA Student Research Award [Min (C) 2015; 23]A.

The IOA Student Research Award was instituted in 2015 to promote andrecognize students engaged in research. This award is given every four
years at the IOA Congress.

B.

Purpose: This award is meant to stimulate student interest in research inorthoptic science and engage in evidence based practice. It is also meant
to encourage students by participation in research to pursue a research
career in orthoptic science.

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C.

Eligibility: Applicants must be registered at the time of application in arecognized orthoptic program (undergraduate or graduate) located in an
IOA member or associate member country. To hold the award theapplicant must have completed all the course requirements of at least thefirst year of orthoptic study (or two academic terms). Additionally, theapplicant must have obtained, over the previous years of study, acumulative average of at least second class (a grade of "B" or "B-," ifapplicable) as defined by their orthoptic program.

D. Apply: Candidates wishing to be considered will apply online and submit
the following information:
1) A completed online application form.
2) Submission of an abstract for the IOA Congress.
3) Completed registration for the IOA Congress.
4) Letter from Orthoptic Training Program Director confirming theapplicant enrolment and year of study plus their good standing in thatorthoptic program (defined as a cumulative average of at least secondclass grade of “B” or “B-“ as determined by the program).
5) Letter of support from Research Supervisor which outlines a clear
description of the student’s role in the research, the novelty of thiswork and the implications of this work.

E.

Selection: Submissions will be reviewed by the IOA Congress Scientific
Program Committee (CSPC) and selection for this award will be made bythem. Selection will be based on both the submitted information and theactual presentation of the work by the student at the Congress. If amember of the CSPC is involved in the training of the applicant they will be
required to depose themselves from the selection process.

F.

Award: Free registration to the IOA Congress and a certificate that will beawarded at the Congress. Costs of this award will be covered by the IOA.

G.

Application date: Deadline for applications is 6 months prior to Congress
opening date.

45. IOA Stephenson Honorary Fellow Award [Min (C) 2015; 23]A.

The IOA Stephenson Honorary Fellow Award was instituted in 2015 inmemory of Professor Gail Stephenson, former IOA Deputy President andCouncil member. Professor Stephenson devoted many hours of service oforthoptics nationally and internationally. She achieved great distinction
for her commitment to orthoptic education and the development of theprofession.

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B.

This category of recognition is for outstanding contributions anddistinguished service to the profession of orthoptics at the local andinternational level.

C.

The person nominated for this award must have made an exceptional
impact to the profession within IOA member or associate member
countries or developing countries the IOA is assisting. There must be
evidence of excellence and outstanding performance over a number ofyears in various aspects of orthoptics e.g.:
1)

Development and promotion of the profession

2)

Exceptional service in an elected position over and above what is
expected3)

Education of orthoptists

4)

Pioneering work in orthoptics

5)

Volunteer and humanitarian work

6)

Exceptional advocacy related efforts on the state, provincial,territory or national level for the profession

7)

Special service or specific effort for a cause that improves thequality of eye care

8)

Other evidence of awards

D.

The award of Honorary Fellow is a cumulative award which will be
submitted to stringent review by the IOA Council of Management. It is anaward which is of high order and will be rarely conferred.

E.

Eligibility: Candidate holds IOA membership. Consideration will be given
to posthumous candidates.

F.

Application: Nominations for this award can be made by any IOA member.
Applications should include:
1) A completed online application
2) A letter of support from the IOA member Country Association fromwhich the candidate hails
3) Two additional letters of support (e.g., from individuals with direct
knowledge of the candidate’s work, letters from organizations, etc.)

G.

Application deadline: All applications must be received by the IOAPresident annually by February 1st.

H.

Selection: The IOA Council of Management will review all applications andselect the winner.

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I.

Award: Certificate and pin to be presented at a prestigious function (i.e.,
Congress, AGM, etc.)

46. IOA Early Career Clinician-Scientist Research Award[Min (C) 2015; 23]A.

The IOA Early Career Clinician-Scientist Research Award was instituted in2015 to recognize recent orthoptic graduate researchers who are engaged
in basic clinical research and are committed to careers as orthoptic
clinician-scientists.

B.

The Awards are presented every four (4) years in recognition of significant
research work by a new researcher at the IOA Congress or other suitable
event.

C.

Purpose of the award: to recognize individuals for conducting outstanding
research early in their careers. The IOA recognizes that this award willcontribute to the growth of the career of the awardee.

D.

Eligibility: Must have completed training or have shown other evidence of
research career starting < 6 years prior to IOA Congress (i.e. research
conducted within 5 years of doctoral and post-doctoral work, completed
master’s training or completed orthoptic training). Must be an IOA
member.

E.

Apply: candidates wishing to be considered will apply online and submit
the following information:
1) A completed online application form.
2) A research statement: The research statement should be 1,000 words
maximum. Citations and references are allowed but not required. Intext citations do count towards the maximum word limit. Reference
lists on a separate pate will not count towards the word limit. This may
be submitted as either a Word document or a PDF. APA format should
be used and this statement should include:a. Information on past research experience, including a section thathighlights at least one project that has been completed recently(within 12 months preceding the date of application). Do notinclude figures or tables.
b. Information about current research and why it is important.
c. Future proposed research projects.
d. The research statement should be used to highlight independenceof research, novelty of ideas and implications of research.
3) A curriculum Vitae: This may be submitted as either a Word document
or a PDF.

©2016 International Orthoptic Association904) Two letters of recommendation: These letters should highlight theindependence of the applicant’s work and the significant contributionof this research, as well as the potential of this new researcher within
their field of interest.

F.

Selection: An ad hoc three member committee will be appointed by the
IOA Education Research Program to review applications for this award andselect the winner. Focus will be placed on the applicant’s general researchexperience and specific completed research projects. The research
independence of the applicant as well as the novelty and implications ofresearch performed will be assessed.

G.

Application date: Deadline for applications is 6 months prior to IOACongress opening date.

H.

Award: 400 Euros plus a certificate. IOA to be responsible for costs of thisaward and for seeking sponsorship.

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IOA POLICIES(Sections 47-50)

47. Policy: The IOA and Public Benefit ............................................... 93
48. Policy: Participation in IOA Symposia at Other Meetings ............. 94
49. Policy: Use of Members’ E-mail Addresses & Membership Lists .. 94
50. Policy: IOA Recognition of National Orthoptic Programs ............. 95©2016 International Orthoptic Association

9247. Policy: The IOA and Public Benefit
The Articles of Memorandum of the International Orthoptic Association (IOA)
state the objectives of the Association. By meeting these objectives the
Association fulfils the legal requirements and principles of Public Benefit
imposed by the Charities Act 2006.

A.

The objectives are:1) to promote the science of orthoptics, the publication of relatedscientific material and an internationally accepted terminology for use
by orthoptists and others involved in the field of strabismology2) to provide information and assistance to national authorities andindividuals in order to initiate and develop the practice of orthoptics
worldwide3) to promote high standards of orthoptic education and practice4) to organise international congresses for orthoptists and others
concerned with the practice of orthoptics and the treatment ofdisorders of the binocular system and for the generation of knowledgeof the science of orthoptics

B.

The Association meets the above objectives by the work carried out
throughout the year in the Committees and Networks of the Council ofManagement, (Executive board).

C.

The Association does not impose any geographical or ethnic restriction on
its members or beneficiaries.

D.

Public benefit is achieved:1) by increasing the awareness of the science of orthoptics and therefore
eye health care2) by the dissemination of knowledge to members and others involved in
the eye care of children and adults3) by offering a service to authorities and governmental bodies wishing toestablish and/or improve eye health education and screening
procedure4) by the exchange of knowledge and experience through the Partner
Country, Exchange and Volunteer Programmes where eye care in thedeveloping world is in focus5) by organising congresses that present a forum for discussion, stimulate
research and encourage an exchange of knowledge, all of which benefit
international eye care6) The Association will continue in its endeavours to uphold its objectives
and increase its contribution to improved eye health care worldwide.

©2016 International Orthoptic Association

9348. Policy: Participation in IOA Symposia at Other
Meetings
A.

The IOA are unable to pay air fares, hotels and all other expenses incurredby participants in IOA symposia (e.g. during ISA meetings).

B.

Orthoptists taking part in IOA symposia that are not funded by their placeof work or by other means may apply to the Treasurer of the IOA for theircongress registration fee to be paid by the IOA.

C.

Wherever possible orthoptists who are members of the IOA and who will
be attending a meeting at which an IOA symposium is to be given, should
be asked to take part in the Symposium.

49. Policy: Use of Members’ E-mail Addresses andMembership Lists
The International Orthoptic Association (IOA) is mindful of its members’ privacy
and has therefore adopted the following policy regarding the use of members’email addresses and membership lists.
Lists of members’ email addresses forwarded to the IOA by National Orthoptic
Associations will only be used for the following purposes:A.

member identification for receipt of an individual password allowing
access to the “members only section” of the IOA website

B.

the dissemination of information regarding forthcoming International
Orthoptic Congresses (max. twice yearly by COC Chair only)C.

in special circumstances, e.g. where legislative bodies require that eachmember receives information individually (permission must be granted byboth the President and Secretary)

Members email addresses and membership lists will not be forwarded to otherorganisations, institutions, journals/periodicals or individuals.
Members’ emails addresses and membership lists will be in the safe keeping of
the IOA Webmaster who is bound by the above criteria and who has signed adocument to that effect. (See Appendix G)©2016 International Orthoptic Association

9450. Policy: IOA Recognition of National Orthoptic
Programs [Min (C) 2014; 6B]
The IOA recognizes national orthoptic programs based on the following
requirements and criterion:

A. Requirement: The national orthoptic professional organization, including
or in collaboration with regulatory bodies for the profession, hasdeveloped
andapprovedanational
entry
competency
profile/requirements for practice document. The national competency
profile/requirements for practice document is used by educational
programs as the framework for curriculum development and thedevelopment of didactic and clinical learning objectives.
Criterion:
1) The orthoptic program goals include reference to the orthoptic
national competency profile for the profession.
Program goals can be multifaceted. They may reflect influencesfrom the educational institution’s vision, program expectations,
government directives, professional association’s directions,
regulatory college’s regulations, employer’s needs, and others. All
these influences contribute to program development andevolution.

2) The orthoptic program has competency based learning objectives thatencompass all orthoptic competencies specified in the national
competency profile.
The program develops competency-based objectives andimplements learning activities to ensure that all competencies
required for the profession are taught. The curriculum provides
opportunities for students to acquire the knowledge, skills andbehaviors specified in the national competency profile.

3) The orthoptic program should enable students to attain thecompetencies specified in the national competency profile for the
profession.
The program plan for student learning facilitates student success inthe attainment of competencies. The student’s path from the
beginning of the program to the end is clear and logical. The
choices made regarding overall length of the program, deliverymode(s), sequence of courses and practicum delivery (clinicalrotations) optimize student learning and attainment ofcompetencies within the particular context, mandate andrestrictions of the program.

4) Orthoptic practice placements must be integral to the program.
©2016 International Orthoptic Association95

a. The practice environment offers invaluable opportunity to apply
and extend student knowledge developed in the program’s studies
and ensure professional competencies for entry to practice are
attained. The process for orthoptic investigation and management
includes orthoptic diagnostic testing, diagnosis, and orthoptic
management. All students should be encouraged to interpret,
analyse and use published evidence to support their clinicaldecisions. In addition, the orthoptist needs to be able to work as
part of an interdisciplinary eye care team and uphold the codes
associated with orthoptic professional practice. These inter andintra-disciplinary skills are best practiced in the real world settingof clinical practice.
b. Learning experience in the practice environment is enhanced byopportunities for enquiry based learning, guided practice,observation and reflection guided by clinical educators. Clinicaleducators are senior, experienced orthoptists, who through theirprofessional expertise, assist in student development andassessment of professional knowledge and skills.

B. Requirement: The program’s resources are adequate to support student
learning and attainment of orthoptic competencies.
Criterion:
1) Personnel with Relevant Qualifications: Program personnel haveprofessional designations/qualifications that are directly related to theorthoptic discipline or subjects being taught. Assessors/preceptors
during laboratory, clinical and practicum settings assess students only
on competencies that are within their scope of practice (i.e. orthoptic
clinical instruction is supervised only by orthoptists). In general,personnel supervising and assessing student performance must holdthe same professional designation/credential as that sought by thestudent in the program. However, program personnel may have ahigher credential related to the profession than the entry level
orthoptist; for example, a PhD or Master in Orthoptics could teach andassess an orthoptic student attaining a bachelor’s degree. In somecircumstances, other qualifications may be appropriate. Specifically,
faculty with relevant qualifications to the topic being taught may be
used for instruction on the following topics: anatomy and physiology,
physical and visual optics, ophthalmic surgery, genetics, pharmacology,
learning disabilities and community health.
2) Personnel with appropriate and current training: Didactic and clinicalsite personnel should be prepared for their roles as educators andengage in professional development to remain current with bothprofessional and educational orthoptic practices. The educational
institution should support professional development activities for its
staff and faculty. Maintenance of clinical knowledge forms part of a©2016 International Orthoptic Association96

faculty’s professional development. Clinical professional development
could include, but is not limited to:a. Maintenance of competence (as required by orthoptic
certification/regulatory bodies)b. Clinical rounds and in-service sessions
c. Attendance/presentations at orthoptic workshops and conferences
d. Enrolment in profession-related certificate, diploma and degree
programs
e. Return to clinical practicef. Orientation to new equipment and procedures by industry
g. Contributions to orthoptic professional journals
h. Participation on orthoptic profession-related committees (e.g.,national exam committee, accreditation teams)
3) Sufficient personnel: There should be sufficient qualified orthoptic
personnel at each didactic site (classrooms and laboratories) to provide
the required instruction, supervision and evaluation of student
learning. Programs should work closely with clinical/practicum sites toensure that sufficient orthoptic personnel are available at eachclinical/practicum site to supervise and evaluate all students placed at
the site.
4) Didactic learning resources: Program’s didactic and laboratory
equipment and resources should provide students with an opportunity
to learn and practice orthoptic skills, attain required orthoptic
competencies and prepare them for the actual practice setting of theprofession.
5) Appropriate and equitable learning resources:
a. Students should have timely, adequate and equitable learning
opportunities that enable them to practice and attain required
orthoptic competencies.
b. The didactic and laboratory components of the program should
prepare students adequately for the clinical/practicum placement.
c. Clinical/practicum learning opportunities are in the actual practicesetting of the profession (hospital, orthoptic clinical unit, orthoptic
office, ophthalmology clinic).
d. The volume and variety of cases/procedures at the orthoptic
clinical/practicum sites are appropriate and sufficient for students
to practice and attain the required orthoptic competencies within
the published length of the clinical education portion of the
program. Rotations to different orthoptic clinical/practicum sites
are scheduled when required for attainment of competencies
and/or equitable learning opportunities.

©2016 International Orthoptic Association

97

C. Requirement: The program supports the student educational interest andprotects their rights by providing students with accurate information on
the orthoptic profession.
Criterion: Information is provided on the orthoptic profession including:the physical and psychological demands of the practice; the scope ofpractice of the orthoptist; the practice setting of orthoptic professionals;
and the requirements for licensure/certification.
Programs provide prospective students with information that enables
them to make an informed career choice and allows them to be fully
aware of the requirements of the profession. Information on thephysical or psychological demands of the profession and the practicesetting are communicated to the prospective student, as are the scopeof practice of the orthoptist and the requirements for certification or
licensure. Programs and their clinical sites ensure that students are
asked to perform only procedures for which they have the required
background knowledge and that are within the scope of practice of theorthoptist.

©2016 International Orthoptic Association

98

APPENDICES(A-J)

A. Application Form for Full or Associate Membership(National Orthoptic Associations)
B. Application Form for Individual Membership (Orthoptists)
C. Application Form for Associate Membership(Ophthalmologists)
D. Application Form for Affiliation
E. Proxy Appointment
F. International Orthoptic Congress Agreement between IOA
and National Association
G. Email Policy Agreement
H. Memorandum of Understanding with the International
Strabismological Association (ISA)
I. IOA Congress Bid Invitation & Planning Guide
J. Preparing an IOA Congress Bid©2016 International Orthoptic Association

APPENDICES

Application Form – Full or Associate Membership(National Orthoptic Associations)Representatives of National Orthoptic Associations seeking membership with theInternational Orthoptic Association (IOA) with a seat or observer status on the IOA Council ofManagement are requested to complete this form.
All questions should be answered in English and must be typed.
1. Date form completed:
2. Name of country:
3. Exact name of your association:

4. Year of formation of your association:
5. Number of current members in your association:
6. Name, address, telephone, fax number and e-mail of your present chairperson:

7. Name, addresses, telephone, fax number and e-mail of the orthoptist who will be corresponding
with the IOA:

8. What categories of membership are there in your association?
FullAssociate
HonoraryStudentOther (please specify):____________________________________a)What are the requirements for each membership type in your association:b) What voting rights are held by each category of memberhip in your association (i.e., full
members have full voting priviledges, etc.):

9. Is your national membership open to orthoptists exclusively?

YES
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Appendix A

Application Form – Full or Associate Membership(National Orthoptic Associations)NOa) If NO, please check the professions of those admitted as members who are not orthoptists: Ophthalmologists Doctors in general practice Opticians Nurses Ophthalmic Aids / Assistants Optometrists Ophthalmic Assistants, Technicians and/or Technologists Other (please specify):b) Are these non-orthoptist members provided equal voting privileges?

YES
NOc) What voting conditions are applied (if any) for non-orthoptic members?

10. State briefly the objectives of your association:

11. Where can an orthoptist work in your country? (In hospitals, private practices, rehabilitation
centres, vision screening, independently, others):

12. Is there more than one organisation representing orthoptists in your country?

YESNO
If YES, please explain the arrangements (e.g. geographical, state, provincial, etc.):

13. Is the orthoptic profession officially recognised in your country?

YES
If YES, do orthoptists enjoy the privileges of State Registration?

NO
If NO, how is the orthoptic profession recognized/governed in your country?

2016

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Appendix A

Application Form – Full or Associate Membership(National Orthoptic Associations)

14. Is there a national qualifying examination, which permits orthoptists to practice?

YESa) Name of the qualification:b) Name of the certificate/diploma/degree/license:**PLEASE ENCLOSE A COPY OF A TYPICAL CERTIFICATE/DIPLOMA/DEGREE**

NO
Please describe how orthoptists are selected to perform their duties:

15. Can orthoptics be practiced in your country without passing a qualifying examination?

YESNO
16. Is there more than one qualification which permits orthoptists to practice?

YES
Please state the names of the other qualifications that are acceptable:

NO
17. Are orthoptists with foreign qualifications permitted to practise in your country?

YES
If YES, are all foreign qualifications recognized?
YES
NO. Please state the selected qualifications that are recognized:

NO
18. Is there a recognised orthoptics education program in your country?

YESa) Recognised by whom?
b) Is this a national program or are there regional or individual programs as well?
c) How many schools/universities are currently educating orthoptic students?
d) How many students are there currently enrolled in your country?

2016

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Appendix A

Application Form – Full or Associate Membership(National Orthoptic Associations)NO. If you have answered NO, you can only apply for ASSOCIATE MEMBERSHIP. Proceed toquestion 27 to complete the application.
19. What level of education is required to study orthoptics?
Level of education =a) Is this equivalent to university entrance standards?

YES
NOb) Is this equivalent to nursing school entrance standards?
YES. What level of nursing education? Is it higher or lower?

NOc) Is this equivalent to other allied health professions?

YES
NO
20. Does a national syllabus exist?
YES
If YES, who is responsible for developing and approving the national syllabus?

*PLEASE SUPPLY AN UP-TO-DATE SYLLABUS (OR COPY) AND A SUMMARY IN ENGLISH*

NO
21. How is the syllabus implemented?

22. How is the education of orthoptics organised?
 University Course Undergraduate (BA – BSc) Graduate (Master – PhD)

 School / Academy
 Apprenticeship
23. What is the duration of orthoptic education?
a) Please give a description of the typical schedule (years, hours, full-time or part-time, holidays):b) How many theoretical lessons/lectures are given?

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Appendix A

Application Form – Full or Associate Membership(National Orthoptic Associations)c) How is clinical instruction given?

d) If the number of theoretical and clinical lessons/lectures are different from one school toanother, please state how:

24. Do the clinical lessons include supervised practical work?
YES
If YES, under whose supervision is the practical work undertaken?

NO
25. Explain the examinations in detail (oral/written, how many, in which subjects, theoretical/practical,
at what stages in the education, etc.):

26. Describe the practical/oral examinations, if any are held:

27. Is your national association prepared to send a representative to attend the IOA Council, whichmeets each year?

YES…You can apply for FULL MEMBERSHIP
NO…You can apply for ASSOCIATE MEMBERSHIP_____________________________________________________________________
Signature of the National Chairman

2016

Date

Page 5 of 6

Appendix A

Application Form – Full or Associate Membership(National Orthoptic Associations)
Remember to submit the following:
1. This completed questionnaire
2. Copy of certificate / diploma / degree / license
3. Syllabus (or copy) and English summary

Please submit completed application packet to:

Daisy Godts, Chairman of IOA Membership Committee
Antwerp University Hospital, Dept. of Ophthalmology
Wilrijkstraat 10
B 2650 Edegem, BELGIUM
Tel: +32 38 21 48 45
Fax: +32 38 25 19 26
E-mail: daisy.godts@uza.be

2016

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Appendix A

Application Form – Individual Membership(Orthoptists)
Orthoptists seeding Individual Membership with the International Orthoptic Association (IOA)
are requested to complete this application form in full.

All questions should be answered in English and must be typed.
1. Date form completed:
2. Family name:
3. Given name:Title:
4. Full address:

Work Telephone:Home Telephone:
Fax Number:
E-mail address:
5. Qualification:
University/hospital/school:
Date:
6. Where do orthoptists practice in your country? (In hospitals, private practices, rehabilitation
centres, vision screening, independently, other):

7. Is the orthoptic profession officially recognised in your country?

YES
If YES, do orthoptists enjoy the privileges of State Registration/Licensure?

YES
NO
If NO, how is the orthoptic profession recognized/governed in your country?

NO
8. Is there a national qualifying examination which permits orthoptists to practice?

YESa) Name of qualification:

2016

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Appendix B

Application Form – Individual Membership(Orthoptists)b) Name of certificate / diploma / degree:**PLEASE ENCLOSE A COPY OF YOUR CERTIFICATE / DIPLOMA / DEGREE**NO
If NO, how do orthoptists qualify to perform their duties?

9. Can orthoptics be practiced in your country without passing a qualifying examination?

YESNO
10. Is there more than one qualification which permits orthoptists to practice?

YES. If YES, please state the names of the other qualifications that are acceptable:
NO
11. What level of education is required to study orthoptics?
Level of education =a) Is this equivalent to university entrance standards?

YES
NOb) Is this equivalent to nursing school entrance standards?

YES. What level of nursing education? Is it higher or lower?
NOc) Is this comparable to other allied health professions?

YES
NO_____________________________________________________________________
Signature of Applicant

2016

Date

Page 2 of 3

Appendix B

Application Form – Individual Membership(Orthoptists)
Remember to submit a copy of your certificate / diploma / degree with application.

Please submit completed application to:

Daisy Godts, Chairman of IOA Membership Committee
Antwerp University Hospital, Dept. of Ophthalmology
Wilrijkstraat 10
B 2650 Edegem, BELGIUM
Tel: +32 38 21 48 45
Fax: +32 38 25 19 26
E-mail: daisy.godts@uza.be

2016

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Appendix B

Application Form – Associate Membership(Ophthalmologists)
Ophthalmologists seeking Associate Membership with the International Orthoptic Association(IOA) are requested to complete this application form in full.
All questions should be answered in English and must be typed.
1. Date form completed:
2. Family name:
3. Given name:Title:
4. Education:a) University:
Date:b) Area of speciality:
Date:
5. Full address:

Work Telephone:Home Telephone:
Fax Number:
E-mail address:_____________________________________________________________________
Signature of Applicant

Date

Please submit completed application to:

Daisy Godts, Chairman of IOA Membership Committee
Antwerp University Hospital, Dept. of Ophthalmology
Wilrijkstraat 10
B 2650 Edegem, BELGIUM
Tel: +32 38 21 48 45
2016

Fax: +32 38 25 19 26

Page 1 of 1

E-mail: daisy.godts@uza.beAppendix CApplication Form – Affiliation
Persons seeking affiliation with the International Orthoptic Association (IOA) are requested tocomplete this application form in full.
All questions should be answered in English and must be typed.
1. Date form completed:
2. Family name:
3. Given name:Title:
4. Qualification (CV):a) University:
Date:b) Other qualification:
Date:c) Referee 1 (suitable local referee):d) Referee 2 (IOA member):

5. Full address:

Work Telephone:Home Telephone:
Fax Number:
E-mail address:
6. Motivation of affiliation:_____________________________________________________________________
Signature of Applicant

2016

Date

Page 1 of 2

Appendix DApplication Form – Affiliation

Please submit completed application to:

Daisy Godts, Chairman of IOA Membership
Committee
Antwerp University Hospital, Dept. ofOphthalmology
Wilrijkstraat 10
B 2650 Edegem, BELGIUM
Tel: +32 38 21 48 45
Fax: +32 38 25 19 26
E-mail: daisy.godts@uza.be

2016

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Appendix DProxy Appointment

I,________________________________________of___________________________________________________________________________
a member of the International Orthoptic Association Limited, hereby
appoint_____________________________________________________
of_________________________________________________________
and failing him,_______________________________________________
of_________________________________________________________
to vote for me and on my behalf at the Council or General Meeting of the
Association to be held on the _____day of_______________, 20____ andat every adjournment thereof.

As witness my hand this_____________day of______________, 20_______________________________________________________________
Signature(NOTE: The instrument appointing a proxy shall be deemed to confer authority to demand or
join in demanding a poll.)

2016

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Appendix E

International Orthoptic Congress
AGREEMENTAGREEMENT

betweenInternational Orthoptic Association Limited
and__________________________________________________________________Name of National Association

Relating to the XIVth International Orthoptic Congress in___________________________________________________________________
City and Country

Dated_______________________________________________________________
2016

Page 1 of 6

Appendix F

INITIALS: _________________ _________________
National Association Chair

Congress Organising Committee Chair

International Orthoptic Congress
AGREEMENTThis Agreement is made this ________day of_____________________, 20________
Between the INTERNATIONAL ORTHOPTIC ASSOCIATION LIMITED (hereinafter called “theIOA”) whose registered office is at RPG Crouch Chapman LLP, 62 Wilson Street, London EC2A
2BU, United Kingdom and the_____________________________________________________________________________________________________________(hereinafter called “the National Association”) whose address is______________________________________________________________________________________

Whereas:It has been agreed that the National Association shall organise the ______________
International Orthoptic Congress to be held in_______________________________and the parties hereto have agreed that their rights, duties and obligations in respect of said
Congress will be those set out in this Agreement,

It is hereby agreed as follows:
1) This Agreement shall be governed by the law of England and Wales.
2) It is agreed that the authority and responsibility for the International Orthoptic Congress(hereinafter called “Congress”) shall, subject to the provisions of this Agreement, be with
the IOA by virtue of the international character of the Congress and the IOA’s financial
obligations in respect of the Congress as set out in this Agreement.
3)

The “Guidelines for the International Orthoptic Congress” (hereinafter called “theGuidelines”) are attached hereto and are made a part of this Agreement. In the event ofany discrepancy between the provisions of this Agreement and the Guidelines, theprovisions of this Agreement shall prevail. The National Association acknowledges and2016

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Appendix F

INITIALS: _________________ _________________
National Association Chair

Congress Organising Committee Chair

International Orthoptic Congress
AGREEMENT
agrees that it will conduct itself and will organise the Congress in accord with the letterand the spirit of the Guidelines and this Agreement.
4) The National Association has established an organising committee known as the Congress
Organising Committee. The Congress Organising Committee shall have the responsibility
for planning and organising the Congress according to this Agreement and the Guidelines.
The membership of the Congress Organising Committee shall be determined by the
National Association but shall include as ex-officio voting members, the President and theSecretary of the IOA. The Congress Organising Committee shall have a Chairman and a
Treasurer each of whom shall be members of the National Association, but the Treasurerof the Congress Organising Committee shall be someone other than the Treasurer of the
National Association. The Congress Organising Committee shall act as agent for and on
behalf of the IOA in organising the Congress and it shall be accountable directly to the
IOA. The Congress Organising Committee’s obligations, duties and role shall be set out inthis Agreement and in the attached Guidelines.
5) In the event that the Congress Organising Committee does not comply with the provisionsof this Agreement, including the Guidelines, to the reasonable satisfaction of the IOA, thePresident of the IOA shall have the right, at her discretion, to dismiss any or all themembers of the Congress Organising Committee and replace the removed members withpersons chosen by the IOA.
6)This Agreement shall constitute a letter of authority that the Congress Organising
Committee is the agent of the IOA for the limited purpose of organising the Congress andauthorising the Committee to act as agent of the IOA pursuant to the terms of thisAgreement.

7)

The Congress will be funded by the IOA in the following manner:

On or about________January________the IOA will provide an interest-free loan to the amount of_____________pounds Sterling to the Congress Organising Committee for its use inorganising the Congress according to the terms and conditions of this Agreement and the
Guidelines. These funds shall be repaid pursuant to paragraph eleven (11) below.
8) It is understood that the Congress will be financed mainly by the IOA. One year prior tosigning of the Contract, the Congress Organising Committee shall submit a preliminary
2016

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Appendix F

INITIALS: _________________ _________________
National Association Chair

Congress Organising Committee Chair

International Orthoptic Congress
AGREEMENT
budget to the IOA for approval. A revised budget which includes the amount of estimatedexpenses and the approximate time of payment shall be provided within two (2) months
following the signing of the Contract. If the budget shows that the funds will not cover
the expenses, the Congress Organising Committee shall ask permission of the IOA to raisea loan for the uncovered expenses. The decision about the amount of the loan is within
the responsibility of the IOA. The approval will be given in writing both by the President
and the Treasurer of the IOA. Furthermore a forecast shall be reported in writing everysix (6) months to the President, Secretary and Treasurer of the IOA. It is further
understood that all funds received by the Congress Organising Committee in connection
with the Congress, including the loan set forth in paragraph seven (7) above and all
registration fees, royalties, license fees and other payments whatsoever, are IOA funds
and will be held by the Congress Organising Committee in trust for the IOA.
9) The National Association shall not mix its funds with those of the Congress Organising
Committee or with any IOA funds. The Congress Organising Committee shall establish aseparate bank account into which all funds related to the Congress, including all funds
loaned by the IOA, shall be deposited. All cheques drawn on said account shall require
the signatures of both the Chairman and the Treasurer of the Congress Organising
Committee. The Congress Organising Committee shall maintain separate books andrecords, including appropriate ledgers, records and books of account, and shall record allreceipts and expenditures pursuant to generally accepted accounting methods. The
Congress Organising Committee shall record all expenses and receipts and shall make four(4) monthly financial reports in writing to the President, Secretary and Treasurer of the
IOA. The bookkeeping system utilised by the Congress Organising Committee shall be
subject to the approval of the IOA. All books of the Congress Organising Committee,
including all ledgers, records, books of account and bank statements, shall be open forinspection by the IOA upon request.
10) In the event that the Congress Organising Committee does not properly account forreceipts and expenditures as set forth in paragraph nine (9) above or in the event that it
fails to maintain proper ledgers, accounts and records as set forth in paragraph nine (9)above, or to make said ledgers, records, books of account and bank statements available
for inspection by the IOA, then the President of the IOA, at her discretion, may declare
2016

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Appendix F

INITIALS: _________________ _________________
National Association Chair

Congress Organising Committee Chair

International Orthoptic Congress
AGREEMENT
this Agreement null and void and the Congress Organising Committee and the National
Association shall return all amounts paid to them by the IOA, and any additional funds
received by them in respect of the Congress, to the IOA within five (5) working days of thedate of notification from the IOA. In the event that such funds are not returned, the IOA
will be entitled to charge and collect interest on said unreturned funds at the rate of
twelve percent (12%) per annum from the date of the loan as set forth in paragraph seven(7) above until the date of repayment.
11) Within six (6) months following the conclusion of the Congress, the Congress Organising
Committee and the National Association shall pay to the IOA the net profits from theCongress. Net profits shall mean total revenues less total expenses, including the IOA
funds loaned pursuant to paragraph seven (7). The National Association and the Congress
Organising Committee shall, simultaneously with the payment of said funds, provide a fulland final accounting of all receipts and expenditures in connection with the Congress andshall provide to the IOA, upon request, a complete set of books and records maintainedby it. Any funds due to the IOA that are not paid within six (6) months following the last
day of the Congress shall bear interest at the rate of twelve percent (12%) per annum
commencing on the due date of said funds. The National Association agrees that it shallbe responsible and liable for the payment of all funds due the IOA.
12) At the discretion of the Council a payment may be made to the National Associationequivalent to 20% of the net profit.
13) In this Agreement where the context so requires the female gender shall be deemed toinclude the male gender and the singular to include the plural. Any agreement or
covenant given under or in pursuance of this Agreement by two (2) or more persons shallbe deemed to be given jointly and severally.

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Appendix F

INITIALS: _________________ _________________
National Association Chair

Congress Organising Committee Chair

International Orthoptic Congress
AGREEMENTAs Witness the hand of__________________________________________________
on behalf of the IOA
the hand of____________________________________________________________
on behalf of the National Association
and__________________________________________________________________
on behalf of the Congress Organising Committee
this_____________________day of_______________________________, 20______

Signed for and on behalf of the International Orthoptic Association Limited:_____________________________________________________________________
President_____________________________________________________________________
Secretary or Treasurer

Signed for and on behalf of the National Association:_____________________________________________________________________
Chairman/President

Signed for and on behalf of the Congress Organising Committee:_____________________________________________________________________
Chairman

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Appendix F

INITIALS: _________________ _________________
National Association Chair

Congress Organising Committee Chair

E-Mail Policy Agreement

Agreement to Abide by theInternational Orthoptic Association (IOA) E-Mail Policy

I_____________________________in my position of IOA Webmaster doagree to abide by the rules set out in IOA policy for the use of members’
e-mail addresses and membership lists.

The lists/database of members’ e-mail addresses and membership lists
will remain in my safekeeping for such time as I may hold the position ofWebmaster.

Following my retirement from the position of IOA Webmaster/official IOA
record keeper the (database) information in my position will be handed
over on instruction of the Officers of the Association to my successor.

__________________________________________________________
Webmaster / Official IOA record keeper

2016

Date

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Appendix G

Memorandum of Understanding
between the IOA and the ISA

2016Page 1 of 4

Appendix H

Memorandum of Understanding
between the IOA and the ISA

2016Page 2 of 4

Appendix H

Memorandum of Understanding
between the IOA and the ISA

2016Page 3 of 4

Appendix H

Memorandum of Understanding
between the IOA and the ISA

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Appendix H

IOA Congress Bid Invitation &Planning Guide
This document has been prepared to guide National Associations contemplating
making a bid to host a future IOA Congress. It summarizes key Congress elements
and introduces roles and responsibilities of the IOA and Host Association.

Invitation to submit a bid
The annual International Orthoptic Congress is an important forum, allowing hostassociations, their members and colleagues from around the world to exchange ideas.
It also affords the local hosts the ability to showcase their city and institution.
To assist you in preparing a bid, we have developed a comprehensive Congress Bid
Planning guide. The formal bid needs to include only a letter of intent, a description of
the city/venue, and a very preliminary “broad-brush” Congress plan that includes
financial considerations and plans to attract delegates and exhibitors.
Each IOA Representative will inform his/her national association of the deadline tosubmit a Congress bid.
The completed bid should be sent to:
The IOA President: president@internationalorthoptics.org
and copied to IOA Secretary: secretary@internationalorthoptics.org

About the IOA Congress:
Held every four years, the IOA Congress is the most important orthoptic meeting in
the world. The scheduling of this meeting will be up to the host Association. Careshould be made to avoid conflict with other major conferences that might reduce
attendance of a significant number of IOA members.
During the IOA Congress hundreds of orthoptists from around the world meet to:
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Communicate results of their research
Learn about new developments in their profession
Exchange ideas about teaching
Celebrate and honor the achievements of the Burian Lecturer andCongress Scientific Prize winners
Conduct business of the association via the Annual General Meeting
Network with colleagues from the host country and abroad
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Appendix I

IOA Congress Bid Invitation &Planning Guide
The first International Orthoptic Congress was organized in July 3rd, 1967. At theconclusion of that meeting the International Orthoptic Association was formed.
Attendance at IOA Congresses typically ranges between 300-350 delegates when theCongress is held outside of Europe and 450 – 500 when held in Europe. The official
language of the IOA Congress is English.
The Congress bears the name of the Association and is financed by the Association.
The name of the Congress is the International Orthoptic Congress. The Association
retains full authority over its organisation, the scientific programme, and all fiscal
matters. While it is expected that each host association/Congress Organizing
Committee (COC) will practice appropriate and sound financial management and will
make every effort to return the maximum possible revenue to the association, it must
be recognized that the IOA bears full financial responsibility in the event that theminimum revenue return is not met. It is the responsibility of the hostassociation/Congress Organizing Committee to prepare and maintain a realistic anddetailed Congress budget.

Benefits to the Host Association:
Hosting a Congress, with its associated publicity, gives an association the opportunity
to showcase the accomplishments of its orthoptic researchers, teachers andclinicians, as well as its orthoptic university departments and or hospital based
programs to a wide audience. This in turn raises the profile of the association, its
members and programs on a global scale. On a national scale, hosting a Congress canraise the profile of the association with orthoptists, other eye care professions andwith the public. Hosting a Congress can also have a direct benefit to the city wherethe venue site is located through its conference, hospitality and food services.

Preparing a Congress Bid:
An IOA member association which seeks to host a future IOA Congress must submit aformal bid to the IOA President. The IOA Council of Management (COM) will consider
the bid and will vote to approve or reject it depending on the feasibility of the proposal
based on the submitted information. Associations can make a formal presentation at
the IOA Council of Management meeting upon request prior to any COM vote. The
formal bid needs to include only:
1. A letter of intent
2. A description of the city/venue
3. A very preliminary “broad-brush” Congress plan that includes:
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Appendix I

IOA Congress Bid Invitation &Planning Guidea) Financial considerationsb) Plans to attract delegates and exhibitors

Committees and Advisory Structures:
The responsibilities for various elements of an IOA Congress are assigned toappropriate committees, as summarized below. The key responsibilities of the hostassociation are fulfilled by the Congress Organizing Committee, as described more
fully in the next section.
Congress Organizing Committee (COC):
The Congress Organizing Committee (COC), which is overseen by a chair appointed by
the host association, is responsible for overseeing all local arrangements for theCongress. The number of COC members is up to the host association but at least one
member should act as Treasurer. This committee is directly responsibility for booking
a venue, catering, audiovisual arrangements, social programming, Congress publicity,
meeting signage, registration, and exhibitor arrangements. It is advisable that a
Professional Congress Organizer be used for Congress arrangements.
Congress Scientific Program Committee (CSPC):The Congress Scientific Program Committee (CSPC) is responsible for the planning andcoordination of the Congress program including plenary session talks, any technicalsessions, workshops, invited symposium, the Burian Lecture, judging of Congress
Scientific prizes, production of Congress transactions and publication of Congress
Medline publications. The CSPC chair is elected by Council. The committee members
consist of an elected experienced member, a host country member, and two
additional members ideally with international representation.

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Appendix I

Preparing an IOA Congress Bid
Congress Bid Presentations are made at the IOA Council of Management meeting that
occurs six (6) years before the proposed Congress year. Bid presentations can takeany format (multiple/single presenters, PowerPoint, videos, multimedia). Bidders areinvited to take up to 20 minutes to present their bid the IOA Council of Managementwith an additional 10 minutes for questions. Travel and accommodations for thosemaking the bid presentations are the responsibility of the bidding organization. No
gifts should be provided to Council members at any stage in the bidding process.

Items to consider including in your bid presentation:
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Names of the individuals and roles they might play on your proposed organizing
committee. Providing prior experiences with organizing a conference would be
helpful.
General information on the city proposed for the meeting such as population,
attractions, cultural activities, infrastructure, climate and cuisine.
Discuss accessibility of the city by air: average flying hours from the major cities in
the world from where orthoptists would be traveling, direct flights to and from,frequency, airlines that use this airport, how easily can you travel from the airport
to hotels or the congress venue. What is the accessibility of this city by rail or road
if relevant?
Information Council should know about the Country such as availability of city orstate subsides, taxes, political stability, tourist information, legal requirements forentry and custom regulations.
Provide some specific information on your proposed venue for the Congress: thevenue location, distance from city centre, distance from hotels, public
transportation to venue, what other large meetings have been held at this venue
in the past successfully, the number and size of meeting rooms, their seating
capacity, and size of the exhibit area, floor plans, capacity for simultaneoustranslation, availability of WiFi.
What is the availability of in-house audio-visual, catering, exhibit construction
services, customs brokers etc.? Does the facility have any restrictions for use ofservices other than in-house?
Availability of reliable agencies for housing, audio-visual services, transportation,etc. through private companies.
Documentation on hotels: categories, price ranges, distance from conference
centre, number of sleeping rooms within walking distance and number of sleeping
rooms within reasonable local transport from conference centre.
Preliminary plans for a social program.
Endorsements by local or national societies, health authorities, civil authorities,
government, etc.
Possible financial support or guarantees from local or national governments.
Relationships with sponsors or exhibitors that might contribute to the proposed
meetings success

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Appendix J

Preparing an IOA Congress Bid
Proposed dates for the Congress - what regional, national or international
meetings being held around the same time?

Final Decision:
The IOA Council of Management will vote on the bid submissions. The IOA President
will only vote in the event of a tie vote. The decision will be known at the end of the
COM meeting which occurs six (6) years before the proposed Congress year; which istwo (2) years before the next Congress. Formal announcement of the winning bid will
be made at the end of the next Congress.

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Appendix J