TDB Student Branch Bylaws

TURKISH DENTAL ASSOCIATION
STUDENT BRANCH BYLAWS

(Enforced by a decision of the Central Executive Board dated November 14, 2013)

 CHAPTER
ONE Purpose, Scope, Legal Basis, Definitions

Purpose and Scope
ARTICLE 1 - (1) These Bylaws aim to identify the issues faced by dental school students, develop solutions, foster a sense of organization, encourage scientific research, organizing student exchange programs, contributing to preventive dentistry practices, conducting in-house training, and ensuring their representation in international dental student organizations of which they are members, as well as to facilitate their contribution to the activities of the Turkish Dental Association.

Legal Basis
ARTICLE 2- (1) These Guidelines have been established pursuant to Article 26 of the Turkish Dental Association Law No. 3224.

Definitions
ARTICLE 3-(1)

Association: The Turkish Dental Association;
CEC: The Central Executive Committee of the Turkish Dental Association;
Chamber: The Dental Chambers;
Student Branch: The Turkish Dental Association Student Branch, which uses the name TURK DENTSIC (Turkish Dental Students International Committee) in international correspondence.
Faculty: The Faculty of Dentistry,
Central Commission: The student commission established at the Association’s headquarters,
Local Commission: The student commission established within the Chambers,
Executive Board: The Executive Board elected by the General Assembly,
IADS (International Association of Dental Students): The International Association of Dental Students,
EDSA (European Dental Students Association): The European Dental Students Association,
NSO (National Scientific Officer): The National Scientific Officer,
LSO (Local Scientific Officer): The Local Scientific Officer,
NEO (National Exchange Officer): The National Student Exchange Officer,
LEO (Local Exchange Officer) : Local Student Exchange Officer,
NPO (National Prophylaxis Officer) : National Preventive Dentistry Officer,
NTO (National Training Officer): National Training Officer,
EDSA CO (EDSA Communication Officer): EDSA Communication Officer,
UDAP: International Dental Research Program,
Delegate: Delegates to the Central Commission General Assembly,

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SECTION
TWO Establishment and Duties of the Commissions

Local Commission

ARTICLE 4- (1) A Local Commission shall be established in Chambers that have a dental school within their region. The Local Commission shall consist of student representatives elected in elections held at dental schools.

(2) Elections are held at dental schools every two years in December to determine the members of the Local Commission. Faculty students have the right to vote and be elected in these elections. The election date is determined by the Association.

(3) Elections are held at the faculty whenever possible. The elections are conducted by students under the supervision of the Chamber.

(4) (Amended: MYK decision dated May 4, 2016) In the election, three regular and three alternate representatives are elected for every 0–200 students enrolled at the faculty, and one regular and one alternate representative are elected for every additional 100 students beyond 200. Students cast their votes by presenting their identification and signing a ballot. A number of candidates equal to the number of representatives to be elected is nominated. Based on the election results, students are elected as regular representatives starting with the candidate receiving the most votes, followed by an equal number of students elected as alternate representatives. Objections to the elections are definitively resolved by the Chamber Executive Board within two days.

(5) Those elected as regular members of the Local Commission hold their first meeting within one week to elect a commission chair and a secretary.

(6) Among those elected to the Local Commission, alternate members are called to replace those elected to the Central Commission’s Executive Board, starting with the candidate who received the most votes.

(7) The Local Commission meets at least once a month. Meetings may be held at the Chamber or at the faculties. At each meeting, the location of the next regular meeting is determined. Members of the Local Commission who fail to attend three consecutive regular meetings without a valid excuse shall automatically forfeit their membership, and the alternate members with the highest number of votes shall be called to replace them in order.

(8) The Local Commission convenes with the participation of a majority of the elected members and makes decisions by a majority vote of those present. Decisions are recorded in the Minutes Book, prepared and sealed by the Chamber, and are also communicated in writing to the Chamber within two days at the latest.

(9) The Secretaries of the Local Commission shall submit, via a cover letter containing the decisions, opinions, requests, and recommendations adopted at Local Commission meetings, a report to the Executive Board of the Central Commission no later than one month prior to its regular meeting, on the date specified by the General Secretary.

ARTICLE 5-(1) The duties of the Local Commission are as follows:

a) To develop solutions to student issues at dental schools,
b) To carry out the local responsibilities related to international student exchange programs,
c) To work toward strengthening the bond between the Association and students,
d) To carry out other duties assigned by the Association and the Central Commission.

Central Commission
ARTICLE 6- (1) The bodies of the Central Commission are as follows:

a) General Assembly
b) Executive Board
c) Permanent National Officers

General Assembly
ARTICLE 7- (1) It is the highest decision-making body of the Student Branch of the Turkish Dental Association. It was established to operate at the headquarters of the Turkish Dental Association with the participation of full members of the Local Commission as delegates.

(2) The General Assembly of the Central Commission convenes every two years in January in Ankara. The General Assembly is convened by notice issued by the Executive Board of the Central Commission. The date, location, time, and agenda of the meeting are announced to the Chambers at least two weeks prior to the meeting date. This announcement also specifies the date, location, time, and agenda of a second meeting to be held if a quorum cannot be achieved.

(3) The General Assembly of the Central Commission convenes with an absolute majority of delegates. If a quorum is not achieved at the first meeting, a quorum is not required for the second meeting.

(4) General Assembly meetings of the Central Commission are held on the day, at the location, and at the time specified in the announcement. Delegates enter the meeting venue by signing next to their names on the list prepared by the Central Commission Executive Board. After the meeting is opened by the Central Commission Executive Board or a board member designated by it, a presiding officer, a vice chair, and two secretaries are elected to conduct the meeting. In addition to delegates, members of the Central Commission Executive Board from previous terms may be elected to the Presiding Officer position.

(5) At General Assembly meetings of the Central Commission, the items on the previously announced agenda are discussed. However, motions that a majority of the delegates present decide to discuss are also included in the meeting agenda and debated. During the meeting, issues and proposed solutions, as well as actions to be taken in the next term, are discussed and decided upon.

(6) The meeting is presided over by the chairperson of the presiding board. The secretaries prepare the meeting minutes and sign them together with the chairperson. Decisions at General Assembly meetings of the Central Commission are made by a simple majority of those present.

(7) Ex officio members of the Turkish Dental Association Student Branch may attend the General Assembly of the Central Commission as observers. However, they have no voting rights or eligibility to be elected.

(8) The duties of the General Assembly are as follows:
a) To review the work reports of the Central Commission Executive Board for the previous and upcoming terms separately and decide whether to approve or reject them,
b) To elect the Executive Board,
c) To elect the Permanent National Officers,
d) To carry out other duties assigned by the Central Executive Board.

(9) Procedures related to elections held at the General Assembly are conducted by delegates under the supervision of the Central Executive Board of the Turkish Dental Association. Voting is conducted by presenting the delegate cards issued by the Central Executive Board of the Turkish Dental Association and signing next to one’s name on the list. In the election, each delegate may cast as many votes as there are positions to be filled on the body being elected. As a result of the election, the number of candidates who received the most votes equal to the number of positions to be filled are deemed elected as regular members, and the same number of candidates with the next highest number of votes are deemed elected as alternate members. Objections to the election results must be filed within two days and are definitively resolved by the Central Executive Board of the Turkish Dental Association. The same procedure applies to the election of Permanent National Officers.

Executive Board
ARTICLE 8—(1) The Central Commission Executive Board consists of seven members elected from among the delegates for a two-year term.

(2) Those elected as regular members of the Central Commission Executive Board shall hold their first meeting within one week to elect a Chair, a Vice Chair, a Secretary General, a Treasurer, an NSO, an NEO, and an Editor.

(3) The Chairperson represents the Turkish Dental Association Student Branch and presides over the Central Commission Executive Board. The President is responsible, together with the Treasurer, for the financial affairs of the Student Branch of the Turkish Dental Association and for maintaining the relevant books and records; and, together with the Secretary General, for other books and correspondence. In the President’s absence, the Vice President acts as his or her proxy.

(4) (Amended: Central Executive Board Decision dated December 14–15, 2022) The Central Commission Executive Board meets at least once every three months. Meetings may be held at the Association’s headquarters or via an electronic platform deemed appropriate by the Association, provided that audio and video recordings are made. At each meeting, the date of the next regular meeting is set. It may also convene on an extraordinary basis upon the President’s written summons. The Central Executive Board of the Turkish Dental Association may also convene the Central Commission Executive Board.

(5) The Central Commission Executive Board convenes with the participation of at least four members and makes decisions by a vote of no fewer than half of those present. In the event of a tie, the side supported by the Chairperson prevails. Executive Board meetings are also open to Permanent National Officers and Local Commission Chairs, though they do not have voting rights.

(6) Decisions are recorded in the Decision Book, which is prepared and sealed by the TDB Central Executive Board, and are also communicated in writing to the Central Executive Board on the same day. (Addendum: Central Executive Board Decision dated December 14–15, 2022) If the meeting is held electronically, the meeting minutes and the decisions taken are prepared by the Secretary General and communicated to the Central Executive Board.

(7) The membership of those who fail to attend two consecutive regular meetings of the Central Commission Executive Board without a valid excuse shall be automatically revoked, and the alternate members who received the most votes shall be called to replace them in order.

(8) The duties of the Central Commission Executive Board are as follows:

a) To prepare the agenda for the General Assembly and convene the General Assembly,
b) To prepare the Student Branch’s activity report and present it to the General Assembly,
c) To ensure that Student Branch activities are conducted in accordance with General Assembly decisions,
d) To develop solutions to student issues in dental schools and ensure coordination among Local Commissions,
e) To carry out, at the central level, the necessary tasks and procedures related to the international student exchange program,
f) To implement decisions adopted by the General Assembly,
g) To evaluate reports submitted by Local Commissions, prepare the Quarterly Activity Report, and submit it to the Local Commissions and the Central Executive Board of the Turkish Dental Association,
h) To carry out other duties assigned by the Central Executive Board. 

Permanent National Officers
ARTICLE 9- (1) The Permanent National Officers are as follows:

a) National Preventive Dentistry Officer
b) National Education Officer
c) EDSA Communications Officer

(2) (Amended: CEC Resolution dated December 18–19, 2024) Permanent National Officers are elected for a two-year term from among delegates who possess the qualifications required for the position and have advanced proficiency in English, to serve under the Central Commission Executive Board.

National Preventive Dentistry Officer (NPO)
ARTICLE 10- (1) The NPO is the authorized representative of their country before the IADS Preventive Dentistry Commission and serves as the country’s representative within the IADS Preventive Dentistry Commission. The NPO carries out their work in collaboration with the LSOs.

(2) The NPO informs the Central Commission Executive Board of the work carried out after each meeting.

(3) The NPO conducts official correspondence with the IADS with the approval of the Chair of the Central Commission Executive Board and the NSO.

(4) The NPO is accountable to the Central Commission Executive Board.

National Training Officer (NTO)
ARTICLE 11—(1) The NTO is the authorized representative of their country before the IADS Education Commission and serves as the country’s representative on the IADS Education Commission. The NTO carries out their work in collaboration with the Local Commission Chairs.

(2) The NTO informs the Central Commission Executive Board of the work carried out after each meeting.

(3) The NTO conducts correspondence with IADS only with the approval of the Chair of the Central Commission Executive Board.

(4) The NTO is accountable to the Central Commission Executive Board.

EDSA Communications Officer (EDSA CO)
ARTICLE 12- (1) The EDSA CO is the authorized representative of their country for communications with EDSA and serves as the country’s representative within EDSA. The EDSA CO carries out their duties in collaboration with the LEOs.

(2) The EDSA CO informs the Central Commission Executive Board regarding the work carried out after each meeting.

(3) The EDSA CO conducts correspondence with EDSA only with the approval of the Chair of the Central Commission Executive Board and the NEO.

(4) The EDSA CO is accountable to the Central Commission Executive Board.

SECTION
THREE Central Subcommittees and Boards

Presidents’ Council
ARTICLE 13— (1) A meeting of the Presidents’ Council shall be held at least once a year with the participation of the Central Commission Executive Board and the Local Commission Presidents. (Amendment: Central Commission Executive Board Decision dated December 14–15, 2022) The meeting may be held in person or via an electronic platform deemed appropriate by the Union.

(2) The Council of Chairs is convened by the Central Commission Executive Board.

Research and Education Commission
ARTICLE 14 (1) Local Commissions select one LSO from each faculty either from among their own members or, if they deem it appropriate, from outside the Commission members.

(2) The NSO serves as the authorized representative of the country for the International Dental Research Program and as the country’s representative on the IADS Research and Education Commission. The NSO carries out its work in collaboration with the LSOs.

(3) UDAP is a program established to implement research and community oral health projects. UDAP is administered by the Research and Education Commission. The Commission may conduct its work in collaboration with research groups at the faculties that are UDAP members of the TDB Student Branch.

(4) With the participation of the NSO and LSOs, the Central Commission Executive Board holds an online meeting at least one month prior to its regular meeting. The date and time of the meeting are communicated to the LSOs by the NSO. The NSO chairs these meetings.

(5) The NSO informs the Central Commission Executive Board, and the LSO informs the Local Commission, about the work carried out at each meeting.

(6) The NSO conducts official correspondence with the IADS with the approval of the Chair of the Central Commission Executive Board.

(7) The LSOs are accountable to the Local Commission and the NSO, while the NSO is accountable to the Central Commission Executive Board.

Student Exchange Commission
ARTICLE 15- (1) Local Commissions select one LEO from each faculty, either from among their own members or, if deemed appropriate, from outside the Commission members.

(2) The NEO is the authorized representative of the country participating in the international student exchange program and the country’s representative within IADS. The NEO conducts its activities in collaboration with the LEOs.

(3) The Central Commission Executive Board holds an online meeting one month prior to its regular meeting, with the participation of the NEO and the LEOs. The date and time of the meeting are communicated to the LEOs by the NEO. The NEO presides over the meetings.

(4) At each meeting, NEO briefs the Central Commission Executive Board, and LEOs brief their Local Commissions, on the work carried out.

(5) NEO conducts official correspondence with IADS with the approval of the Chair of the Central Commission Executive Board.

(6) LEOs are accountable to the Local Commission and NEO, while NEO is accountable to the Central Commission Executive Board.  

Press and Publications Commission
ARTICLE 16— (1) The Press and Publications Commission oversees the written and visual publications of the Student Branch of the Turkish Dental Association, as well as its online publications. The Commission’s members at the faculties also oversee the written and visual publications of their Local Commissions, as well as their activities on the internet.

(2) Local Commissions select one Local Press and Publications Commission member from each faculty, either from among their own members or, if deemed appropriate, from outside the Commission members.

(3) The Central Commission Executive Board holds an online meeting one month prior to its regular meeting, with the participation of the Editor and the Local Press and Publications Commission members from the Local Commissions. The Editor notifies the Commission members of the meeting date and time. The Editor chairs the meetings.

(4) The Editor informs the Central Commission Executive Board, and the Local Press and Publications Commission member informs the Local Commission, about the work carried out at each meeting.

(5) The Editor publishes content on the Turkish Dental Association Student Branch’s press, publications, media, and online platforms with the approval of the Central Commission Executive Board.

(6) Members of the Local Press and Publications Commission are accountable to the Local Commission, and the Editor is accountable to the Central Commission’s Executive Board.

SECTION
FOUR National Student Congress

National Student Congress
ARTICLE 17- (1) The Turkish Dental Association holds National Student Congresses annually. The Congress is organized by a Local Commission in accordance with a decision of the Central Commission Executive Board.

(2) Applications from Local Commissions for hosting the annual National Student Congress are accepted during the dates announced by the Central Commission Executive Board. The hosting responsibility is proposed by the Central Commission Executive Board, taking into account the opinions of the Board of Presidents. The final decision is made by the Association’s Central Executive Board.

(3) After receiving the official congress appointment letter from the Central Commission Executive Board, the Local Commission shall determine the Congress logo within one month at the latest and obtain approval from the Central Commission Executive Board.

(4) The Union President, the Congress Honorary President, and the Chamber President hosting the event participate in the Congress as the Honorary President of the Organizing Committee. The Congress is supervised by the Union Congress Coordinator, a member of the Central Commission Executive Board appointed by the Union Central Executive Board.

(5) At the Congress, the Chair of the Central Commission Executive Board serves as the Congress Chair; a member of the Central Commission Executive Board appointed by the Board serves as the Central Commission Congress Coordinator; and the Treasurer of the Central Commission Executive Board serves as the Congress Financial Officer.

(6) In the Organizing Committee: the Chair of the Local Commission responsible for organizing the Congress serves as the Chair of the Organizing Committee; the Secretary of the Local Commission serves as the Congress General Secretary; the LSOs serve as Scientific Officers; LEOs serve as Social Officers, and members of the Local Press and Publications Commission serve as Press, Publications, and Public Relations Officers. Additionally, the Local Commission appoints the Registration, Exhibition, and Technical Officers from among its members or faculty members outside the commission.

(7) Congress registration is conducted online within the quota limits allocated to the local commissions. Quotas are determined by proportioning the general congress quotas to the number of students in each local commission and, within each local commission, in proportion to the number of students in each faculty.

(8) A report containing the conference program, quotas, and detailed information is submitted by the Central Commission Executive Board to the Union Central Management Board. It is announced by the Central Commission Executive Board upon the decision of the Union Central Management Board.

(9) The Local Commission is accountable to the Chamber Executive Board during the Congress proceedings.

(10) The financial records of the Congress are audited by the Treasurer of the Central Commission Executive Board. The bank account designated by the Union is used as the Congress’s bank account. Expenses must be supported by documentation. Any revenue or loss resulting from the Congress is shared equally between the Union and the Chamber. The revenue generated is used primarily for Local Commission activities.

CHAPTER
FIVE Administrative and Financial Records

Administrative Records
ARTICLE 18- (1) Both the Central Commission and the Local Commissions shall maintain a register of incoming and outgoing documents and a register of decisions.

(2) All ledgers of the Central Commission are kept at the Union Headquarters, while those of the Local Commissions are kept at the Chamber Headquarters.

(3) The ledgers to be used by the Central Commission are numbered and stamped with the Union’s seal on each page, while those to be used by the Local Commissions are numbered and stamped with the Chamber’s seal on each page; the purpose of the ledger and the total number of pages are specified on the first page and signed by the Secretary General. Ledgers prepared in this manner are additionally recorded and tracked by the Union and the Chamber.

Financial Records
ARTICLE 19— (1) The Commissions’ revenues consist of funds allocated from the Union’s budget as needed, proceeds from various events, student exchange programs, and donations. The revenues and expenditures of the Local and Central Commissions are reflected in the Chamber’s and Union’s budgets. The revenue generated is primarily used to finance Commission activities.

(2) Revenues and expenditures must be supported by documentation.

(3) The Chamber and the Union shall assign a sufficient number of staff members, as necessary, to carry out these transactions.

SECTION
SIX Relationships Between the Commissions and the Chamber and the Association

Relationships
with the Chamber and the Federation ARTICLE 20- (1) The Central Commission Executive Board shall conduct its activities with the knowledge of a member of the Federation Central Executive Board designated by the Federation Central Executive Board; Local Commissions shall conduct their activities with the knowledge of a member of the Chamber Executive Board designated by the Chamber Executive Board.

Extraordinary General Assembly
ARTICLE 21— The Central Commission General Assembly shall be convened for an Extraordinary General Assembly upon a written request from the Central Commission Executive Board or one-third of the Central Commission General Assembly delegates, and by a resolution of the Union Central Executive Board.

Removal
from Office ARTICLE 22- (1) The Union Central Executive Board or the relevant Chamber Executive Board may remove a Local Commission from office if it fails to act in accordance with the Union’s principles.

(2) The Central Commission Executive Board may be removed from office upon a written request by two-thirds of the delegates or by a resolution of the Union’s Central Executive Board.

(3) In the event of the removal of a Local Commission or the Central Commission Executive Board, the relevant Chamber or the Union shall make interim appointments and hold new elections within three months.

Termination
of Term of Office ARTICLE 23— (1) In the event that members of a Local Commission or its Executive Board, or Permanent National Officers, graduate or have their student status revoked, alternate members shall be called upon to fill their vacancies, starting with the candidate who received the most votes.

SECTION
VII Final Provisions

ARTICLE 24- (1) The Student Branch Bylaws, adopted by the Union Central Executive Board Resolution dated November 14, 2011, are hereby repealed.

TRANSITIONAL PROVISION– (1) The current structure and committees shall continue to perform their duties until new committees and the executive board are elected.

Entry
into Force ARTICLE 25 – (1) These guidelines shall enter into force on the date of their adoption by the Union Central Executive Board.

Implementation
ARTICLE 26 – (1) These guidelines shall be implemented by the Union Central Executive Board.