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Organizational Structure

ORGANIZATIONAL STRUCTURE

According to Article 9 (Chapter B) of theStatutes, the organizational structure of the Hellenic Society for Extracellular Vesicles consists of:

  1. the General Assembly,
  2. the Board of Directors, and
  3. the Audit Committee.

In summary:

  1. The General Assembly is the supreme governing body of the Association and is entitled to decide on any matter concerning it. Its lawful decisions are binding even for members who are absent or dissent (Article 10).
  2. The Hellenic Society for Extracellular Vesicles is governed by a five-member Board of Directors, consisting of the President, Vice President, Secretary, Treasurer, and one ordinary member. The Board of Directors is elected by the General Assembly for a two-year term (Article 11).
  3. Temporarily, as defined in Article 20 (Chapter C, Transitional - Final Provisions), the newly established Society is governed by a five-member Provisional Governing Committee. However, due to exceptional circumstances, a sixth member was appointed to the Committee to serve as Deputy Treasurer, in accordance with the appropriate procedures, to facilitate and complete the necessary processes. The members of the Provisional Governing Committee are as follows:
  1. President: Maria Eleni Lekka
  2. Vice President: Ioannis Sotiropoulos
  3. Secretary: Marianna Antonelou
  4. Treasurer: Dimitra Kolatsi
  5. Deputy treasurer: Paraskeui Yfanti
  6. Member: Konstantinos Vekrellis

The term of the Provisional Governing Committee will last until the first Ordinary General Assembly, which will elect the Board of Directors, as provided in Article 11 of the Statutes.

Finally, the audit and supervision of the Board of Directors’ management is entrusted to a three-member Audit Committee, in accordance with Article 15 of the Statutes.

MATERIALS - ARCHIVES – BOOKS
  1. Seal (Official Stamp)
  2. Membership Registry (Book & Archive)
  3. General Assembly Minutes (Book & Archive)
  4. Board of Directors & Electoral Committee Minutes (Book & Archive)
  5. Inward-Outward Correspondence Protocol (Register)
  6. Financial Records Archive (Cash Book / Income-Expenses Ledger)
  7. Cash Book: Special numbered duplicate receipt book. It shall be signed at the end of the Board of Directors’ term by the Audit Committee.
  8. Fixed Asset & Property Register of the Society
  9. Audit Committee Minutes Book

PROCEDURES

  1. Operation of a Bank Account
  2. E-mail operation
  3. Website (Greek / English)
  4. Operation of an electronic platform for meetings

DOCUMENT TEMPLATES

  1. Application for Membership (Addressed to the President of the Board of Directors, including name, father’s name, tel, e-mail, website (optional), residential or work address, a brief CV, and the name of one regular member acting as a sponsor/proposer).
  2. Letter of Admission/Acceptance of Membership
  3. Notice of Board of Directors Meetings
  4. Notice of General Assembly Meetings
ZEUS ELECTRONIC VOTING

The "Zeus Digital Ballot Box" is an electronic voting system designed to conduct secure, tamper-proof secret ballots entirely online. Both the preparation and administration of the election by the organizing authority, as well as the casting of votes by the voters, are carried out over the Internet.

In the ZEUS information system, the following distinct roles exist:

  • Administrator:Prepares, supervises, and manages the voting process.
  • Electoral Committee:Ensures the secrecy and integrity of the vote.
  • Voters:Cast their votes electronically via a unique secure link.

The Procedure
The voting process in brief:

  • The conducting authority prepares the ballots and the voters' list and appoints the electoral committee.
  • The voters' list consists of their full names and their email addresses.
  • Voters receive an email invitation to cast their vote. The message contains a link that leads to the digital voting booth where the vote is submitted.
  • The voting booth is activated once the electoral committee initiates the election.
  • The administrator starts and, upon completion, closes the voting process.
  • Voters cast their votes within the designated time period and receive a digital receipt of their participation.
  • Once voting has closed, the administrator initiates the automatic ballot count.

Communication between the election authorities, voters, and the "Zeus" information system is conducted through a standard web browser, and is protected using the same security measures as online financial transactions.

Security of the Procedure
The integrity of the election is mathematically verifiable by anyone through the use of cryptographic techniques, without compromising ballot secrecy.
Ballot secrecy is safeguarded by the Electoral Committee and is practically guaranteed provided that at least one committee member acts honestly.

ZEUS User Helpdesk (powered by GRNET www.grnet.gr)
The administrator submits a request to helpdesk@zeus.grnet.gr and receives a unique username and password, as well as instructions for creating a poll (https://zeus.grnet.gr/zeus/resources/).

Request Details:

  • Entity Name (e.g., Institution - Department/Faculty…)
  • Type of Election (e.g., Teaching/Laboratory Staff, Head of Department, etc.)
  • Date of Election
  • Estimated Number of Voters
  • Legal Representative’s Details(The Legal Representative of the Institution is the Rector, unless another person is explicitly designated)
    • Full Name
    • Email address
    • Contact phone number
  • Administrator’s Details
    • Full Name
    • Email address

The request must be simultaneously copied (cc) to the Directorate of e-Government and Simplification of Procedures of the Ministry of Education and Religious Affairs, at the email address egovgram@minedu.gov.gr, as defined in Article 10 of the aforementioned Government Gazette (FEK).