Rules and Bylaws

CONSTITUTION AND BYLAWS OF THE VETERINARY ASSOCIATION OF INDIA (VAI)

(An Initiative of ARDF, Registered under Section 8 of ROC, Govt. of India)

Headquarters:  VAI House, D Block-36, Tilak Nagar, New Delhi – 110018

Registered Office: Flat No. 112A, Yuvraj Enclave, Dimna Road, Mango, Jamshedpur, Jharkhand – 831012, India

Email: veterinaryassociationofindia@gmail.com |

Website: www.vai.org.in | Mobile: +91-9431309542 / +91-8092877290

Approved and Effective From: 15.08.2025 (Revised: 18th August)

REGISTRATION & CERTIFICATION DETAILS

The Association operates under the statutory identifications listed below:

SECTION 1 – PREAMBLE & DEFINITIONS

1.1 Preamble

We, the registered veterinarians of India, recognizing the noble profession of veterinary science as a vital pillar for the health and welfare of animals, livestock productivity, food security, and public health, hereby constitute and establish the Veterinary Association of India (VAI) under the aegis of the AgroVet Research & Development Foundation (ARDF). Guided by the principles of professional excellence, ethical integrity, and mutual cooperation, and inspired by the ideals of service to society and the nation, we resolve to:

• Promote the unity and fraternity of the veterinary profession in India.
• Protect the rights, dignity, and welfare of veterinarians.
• Advance veterinary education, research, and practice.
• Advocate for animal welfare and sustainable livestock development.
• Foster collaboration with national and international veterinary organizations.

We commit ourselves to the highest ethical standards and pledge to work for the progress of the profession and the well-being of the people of India through improved animal health and productivity.

1.2 Short Title

This document shall be cited as the “Constitution and Bylaws of the Veterinary Association of India” (hereinafter referred to as the VAI Constitution & Bylaws).

1.3 Definitions

Unless the context otherwise requires, the following definitions shall apply:

• “Association” means the Veterinary Association of India (VAI).
• “Foundation” means the AgroVet Research & Development Foundation (ARDF), under whose aegis the Association functions.
• “National Council” means the highest policy-making body of the VAI.
• “Central Executive Committee (CEC)” means the executive body responsible for day-to-day administration.
• “State Chapter” means a registered state-level unit of the VAI.
• “Special Interest Group (SIG)” means a group of members with common professional interests within the Association.
• “Life Member” means a registered veterinarian who has paid the prescribed life membership fee.
• “Associate Member” means a veterinary or allied professional recognized under the membership categories but without voting rights unless specified.
• “Honorary Member” means a person of eminence conferred honorary membership by the National Council.
• “Student Member” means a student pursuing a recognized veterinary qualification in India.
• “Office Bearers” means persons elected or appointed to official positions in the Association.
• “Year” means the financial year from 1st April to 31st March unless otherwise specified.
• “Regulations” means rules made under the authority of this Constitution & Bylaws.
• “Code of Ethics” means the set of professional and ethical guidelines for members.

1.4 Jurisdiction

The jurisdiction of the Association shall extend to the whole of the Republic of India and may include overseas members in accordance with the provisions of this Constitution.

1.5 Language

The official language of the Association shall be English. Hindi may be used for communication and publications wherever deemed appropriate by the National Council.

1.6 Interpretation

In case of any dispute regarding the interpretation of any provision of this Constitution & Bylaws, the decision of the National Council shall be final and binding.

SECTION 2 – NAME, REGISTERED OFFICE & EMBLEM

2.1 Name of the Association

The name of the Association shall be “Veterinary Association of India” (hereinafter referred to as VAI).

2.2 Registered Office and Headquarters

• The Registered Headquarters of the Association shall be located at Jamshedpur, Jharkhand.
• The headquarters may be shifted to any other location in India by a two-thirds majority resolution of the National Council, subject to the prior approval of the Governing Body of the AgroVet Research & Development Foundation (ARDF).
• The Association may establish Zonal Offices, State Chapter Offices, or Liaison Offices within or outside India with the prior approval of the National Council.

2.3 Territorial Scope

The jurisdiction of the Association shall extend to:

• All States and Union Territories of India.
• Overseas members, including Non-Resident Indian (NRI) veterinarians and foreign veterinarians granted membership in accordance with these Bylaws.

2.4 Emblem & Motto

The official emblem of VAI is a circular insignia reflecting the identity, mission, and national presence of the organization, comprising:

• Circular Frame: Encircled with the title “VETERINARY ASSOCIATION OF INDIA” in bold blue letters, signifying unity and institutional integrity.
• Central Symbol: A prominent blue “V” stands at the heart of the emblem, representing the veterinary profession’s foundational role in animal health and welfare.
• Caduceus Symbol: Positioned above the “V” is the classical caduceus—a staff entwined by two serpents and topped with wings—symbolizing healing, medical ethics, and the global heritage of veterinary science.
• Map of India: A light blue silhouette of the Indian subcontinent forms the backdrop, emphasizing VAI’s pan-India reach.
• Acronym: The text “VAI” is displayed boldly below the central “V”.

2.4.1 Motto

The emblem embodies VAI’s guiding motto: “National Unity, Scientific Integrity, and Compassionate Care,” reflecting its dedication to uniting professionals, upholding scientific standards, and promoting animal welfare.

2.4.2 Usage Restrictions

The emblem shall be used only for official purposes and with prior written approval of the CEC. The logo and emblem shall be protected under the Copyright Act of India. State Chapters must include their respective State Chapter name below the emblem; unauthorized use will invite disciplinary action.

2.5 Seal of the Association

The Association shall have an official Common Seal kept in safe custody at the Registered Office. The Seal shall be affixed to any instrument only in the presence of the President and the Secretary General (or any other authorized officer).

SECTION 3 – AIMS, OBJECTIVES & FUNCTIONS

3.1 General Aims

The Association shall work for the advancement, dignity, unity, and welfare of the veterinary profession in India, and for the promotion of animal health, livestock productivity, public health, and environmental sustainability.

3.2 Specific Objectives

• 3.2.1 Professional Unity & Representation: To foster solidarity among veterinarians; represent the profession before government, statutory, and international bodies; and safeguard professional autonomy.
• 3.2.2 Advancement of Veterinary Science: To promote scientific research, facilitate knowledge exchange via conferences/symposia, and publish peer-reviewed journals and bulletins.
• 3.2.3 Education & Capacity Building: To promote Continuing Veterinary Education (CVE), encourage super-specialization, and provide scholarships/fellowships to deserving students and professionals.
• 3.2.4 Animal Welfare & Public Health: To promote the humane treatment of animals, support disease eradication programs, educate the public on zoonoses, and advance “One Health” initiatives.
• 3.2.5 Welfare of Members: To operate benevolent funds, insurance schemes, and welfare programs; assist in cases of professional harassment or legal issues; and promote safe, fair working conditions.
• 3.2.6 Policy Advocacy: To liaise with governments for beneficial animal husbandry policies and advocate for adequate veterinary representation in administrative and technical positions.
• 3.2.7 Collaboration & Networking: To collaborate with national/international veterinary bodies, establish institutional exchange programs, and partner with NGOs and academic entities.

3.3 Functions

To achieve its objectives, the Association shall execute annual conventions, issue guidelines and public advisories, establish Special Interest Groups (SIGs) in emerging specialties, maintain an updated pan-India database of veterinarians, run digital networking platforms, and provide legal defense for members in professional disputes when approved by the National Council.

SECTION 4 – MEMBERSHIP

4.1 Categories of Membership

• 4.1.1 Life Member: Open to any veterinarian possessing a degree recognized under the Indian Veterinary Council Act, 1984. This category holds full voting rights and eligibility to contest for office, upon paying a one-time fee.
• 4.1.2 Associate Member: Open to professionals in allied sciences (animal husbandry, dairy technology, fisheries, wildlife, public health, etc.). May have limited voting rights as prescribed by the Council, but cannot hold the position of President, Vice-President, or Secretary General.
• 4.1.3 Student Member: Open to students enrolled in a recognized B.V.Sc & A.H. program. Holds no voting rights but receives event concessions; automatically converts to Life or Associate membership upon graduation and payment of fees.
• 4.1.4 Honorary Member: Conferred upon distinguished personalities for exceptional contributions to veterinary science or public health. Nominated by the CEC and approved by a two-thirds majority of the National Council. Holds no voting rights unless already a Life Member.
• 4.1.5 Overseas Member: Open to veterinarians of Indian origin or foreign nationals with recognized qualifications. Granted observer status without voting rights unless specifically permitted by the National Council.
• 4.1.6 Nominated Member (Chairperson / Chief Operating Officer): Reserved for the individual nominated by ARDF to serve as the Chairperson or Chief Operating Officer (COO) of VAI. Acts as the official strategic link between ARDF and VAI , holds full voting rights and superseding executive powers over other office bearers , and is exempt from General Body elections.

4.2 Eligibility Criteria

An applicant must agree to abide by the Constitution, Bylaws, and Code of Ethics; must not have been convicted of an offence involving moral turpitude or professional misconduct; and must submit the prescribed application, supporting documents, and fees.

4.3 Application Procedure

Applications must be submitted to the State Chapter Secretary (or directly to the CEC if no State Chapter exists), accompanied by proof of qualification, two references from existing members, and the prescribed fee. The CEC shall scrutinize and process applications within 60 days of receipt.

4.4 Membership Register

The Association shall maintain an up-to-date digital and physical register containing the name, address, membership number, category, and joining date of all members. It shall be available for inspection with prior permission from the Secretary General.

4.5 Rights and Privileges Matrix

• Life Members: Full voting and election rights; eligibility for all committees and welfare schemes.
• Associate Members: Participation in approved programs/committees; limited voting rights if approved by the National Council.
• Student Members: Access to youth activities, training programs, and publications at concessional rates; no voting or election rights.
• Honorary Members: Attend events as special invitees; no voting rights unless holding an underlying Life Membership.
• Nominated Member (Chairperson / COO): Full voting rights and executive authority over all organizational matters (second only to the provisions of the byelaws); exempt from election; right to preside over meetings, sign MoUs, and supervise all office bearers and committees with unrestricted access to all assets and publications. Priority in national representation, media engagement, and policy advocacy.

4.6 Cessation of Membership

Membership shall cease, without any refund of fees, upon:

• Death of the member.
• Resignation submitted in writing to the Secretary General.
• Expulsion by the National Council for non-payment of dues, violation of the Constitution, or professional misconduct.
• Conviction for an offence involving moral turpitude.

4.7 Readmission

Members expelled for non-payment of dues may be readmitted upon clearing outstanding arrears and paying a readmission fee. Members expelled for misconduct require a two-thirds majority approval from the National Council for readmission.

4.8 Membership Fees

Fee structures are decided by the National Council and may be revised periodically. Concessions may be granted to newly graduated veterinarians (within 1 year of graduation), senior citizens, and members from economically weaker sections.

SECTION 5 – ORGANIZATIONAL STRUCTURE

5.1 Overview

VAI operates through a three-tier organizational framework to ensure robust representation and seamless execution:

1. National Level: National Council & Central Executive Committee (CEC)
2. State Level: State Chapters
3. Specialized Units: Zonal Committees, Special Interest Groups (SIGs), and Affiliated Forums

5.2 National Council

• 5.2.1 Definition: The supreme policy-making body of the Association formed by ARDF, representing all State Chapters and member categories.
• 5.2.2 Composition: Chairperson/COO (deputed by ARDF); elected Office Bearers of the CEC; State Chapter Presidents and Secretaries (or nominees); one additional delegate from each State Chapter for every 200 Life Members; Chairpersons of Standing Committees/SIGs; National Convenor; Chairman Advisory Board and Past Presidents (ex-officio).
• 5.2.3 Powers & Functions: Frame and amend policies and bylaws; approve the annual budget and accounts; elect or remove national office bearers; and approve the formation or dissolution of State Chapters and SIGs.
• 5.2.4 Meetings: Shall meet at least once a year at the Annual General Meeting (AGM). Special meetings may be convened by the President, COO, or via a written requisition by one-third of the Council members. Quorum is set at one-third of total members or 25 members, whichever is less.

5.3 Central Executive Committee (CEC)

• 5.3.1 Definition: The executive body formed by ARDF responsible for implementing policies and managing the day-to-day administration of VAI.
• 5.3.2 Composition: * Chairperson or Chief Operating Officer (COO) of CEC (Nominated by ARDF)
  • National Convenor
  • President
  • Chairman, Advisory Board
  • Vice Presidents (Four: one from each zone)
  • Secretary General
  • Treasurer
  • Joint Secretaries (Maximum two)
  • Director – Media & Public Relations
  • Assistant Secretaries (Maximum four)
  • Immediate Past President (Ex-officio, advisory role)

• 5.3.3 Powers & Functions:

  Execute programs approved by the National Council; manage finances; supervise State Chapters; maintain membership registers; and appoint sub-committees or special task forces.
• 5.3.4 Meetings: Shall meet at least three times a year. Quorum requires half of the total members. Urgent matters may be decided via video conference or electronic voting, subject to subsequent ratification.

5.4 State Chapters

• 5.4.1 Formation: State Chapters may be established in any State or Union Territory with a minimum of 20 Life Members, subject to CEC approval and National Council ratification.
• 5.4.2 Structure: Consists of a State President, State Secretary, State Treasurer, and an Executive Committee of 5 to 15 members.
• 5.4.3 Functions: Implement VAI policies at the state level; organize regional conferences and training; maintain a regional database; and liaise with state government departments.

5.5 Zonal Structure

The country is partitioned into four zones for balanced operational execution:

• North Zone: Jammu & Kashmir, Himachal Pradesh, Punjab, Haryana, Delhi, Uttarakhand, Uttar Pradesh, Rajasthan.
• South Zone: Andhra Pradesh, Telangana, Karnataka, Kerala, Tamil Nadu, Puducherry, Lakshadweep.
• East Zone: Bihar, Jharkhand, Odisha, West Bengal, Andaman & Nicobar Islands, Assam, Arunachal Pradesh, Manipur, Mizoram, Meghalaya, Nagaland, Sikkim, and Tripura.
• West Zone: Gujarat, Maharashtra, Goa, Madhya Pradesh, Chhattisgarh, Dadra & Nagar Haveli, Daman & Diu.

Note: Each zone shall be represented by a Vice President, Zonal Secretary, Joint Secretary, and Organizing Secretary.

5.6 Special Interest Groups (SIGs)

SIGs are thematic professional bodies within VAI (e.g., Companion Animal Practice, Large Animal Practice, Poultry & Avian Medicine, Wildlife & Zoo Medicine, Veterinary Public Health, Veterinary Education & Research) established to conduct technical seminars, publish position papers, and provide expert advisory to the National Council.

5.7 Affiliated Forums

The Association may establish specialized member forums, including the Women Veterinarians Forum, Young Veterinarians Forum, and Veterinary Students Forum, which operate under guidelines approved by the CEC.

SECTION 6 – OFFICE BEARERS

6.1 Governance Structure

The National Office Bearers shall comprise the Chairperson/COO of the CEC, National Convenor, President, Chairman of the Advisory Board, four Zonal Vice Presidents, Secretary General, Treasurer, up to two Joint Secretaries, up to four Assistant Secretaries, Director – Media & Public Relations , appointed Editors and the Immediate Past President.

6.2 Eligibility Criteria

To be eligible for election or appointment as a National Office Bearer, a member must be a Life Member in good standing for at least three years (exempt for the foundational election) ; have no convictions involving moral turpitude or professional misconduct ; and not hold an executive position in any other national veterinary association creating a conflict of interest. Alternatively, individuals may be directly nominated by ARDF.

6.3 Term of Office

Elected National Office Bearers hold office for three years. The President is eligible for up to two consecutive re-elections. Other office bearers may serve a maximum of two consecutive terms in the same position, except for the ARDF-nominated COO. The term concludes at the triennial National Council meeting when successors assume office.

6.4 Powers & Duties of Office Bearers

6.4.1 Chairperson or Chief Operating Officer (COO) of the CEC

The Chairperson/COO is the highest executive authority within VAI, responsible for strategic leadership and operational oversight, serving as the principal link between ARDF and VAI.

• Appointment & Tenure: Nominated by the Governing Council of ARDF for a three-year renewable tenure. Non-removable during the tenure except under exceptional circumstances defined by ARDF.
• Ex-Officio Authority: Ex-officio Chairperson of all national committees and task forces.
• Final Signatory Power: All strategic MoUs and institutional declarations require the COO’s final signature to be valid.
• Executive & Emergency Powers: Holds final authority over operational, administrative, and financial decisions. In crises, the COO may exercise emergency powers to protect the reputation of VAI, subject to ARDF ratification within 30 days.
• Strategic Alignment: Directs VAI’s roadmap to align with ARDF’s vision of sustainable livestock development and Viksit Bharat @2047.
• Accountability: Submits quarterly and biannual strategic reports to ARDF.

6.4.2 National Convenor

The National Convenor serves as the principal operational strategist and national coordinator of VAI.

• Appointment: Elected by the CEC through a majority vote for a three-year term, renewable once. Must be a senior member with proven leadership credentials.
• Program Leadership: Designs and coordinates national-level programs, including CVE modules, fellowships, and membership mobilization drives.
• Operational Coordination: Coordinates all regional activities across state convenors, zonal coordinators, and technical committees.
• Reporting: Submits quarterly progress reports to the COO and presents annual outcomes at the General Body Meeting.

6.4.3 President

Acts as the chief spokesperson for the Association ; presides over all meetings of the National Council and the CEC ; supervises policy implementation in coordination with the COO ; holds the casting vote in the event of a tie during voting ; and represents VAI at official and ceremonial functions nationally and internationally.

6.4.4 Chairman, Advisory Board

Provides strategic vision, chairs the Advisory Board, renders expert advice to the National Council and CEC, and facilitates external institutional liaisons with government and industry entities.

6.4.5 Vice Presidents

Assist the President in discharging duties. Each Zonal Vice President coordinates activities within their designated zone. In the absence of the President, the Senior Vice President or the senior-most by age shall officiate.

6.4.6 Secretary General

Serves as the chief administrative officer of VAI. Responsible for maintaining membership registers, handling official correspondence, safe custody of records, and issuing meeting notices. Prepares the annual report and signs official documents jointly with the President after receiving approval from the COO.

6.4.7 Joint Secretaries

Assist the Secretary General in administrative duties and handle specific assigned portfolios such as training, conferences, or publications.

 6.4.8 Director – Media & Public Relations

He shall serve as the chief communications strategist of the Veterinary Association of India (VAI), responsible for managing the public profile, media engagement, and digital presence of the Association in alignment with national objectives.

6.4.9 Assistant Secretaries

Assist the Secretary General and Joint Secretaries in administrative functions, record-keeping, membership data management, and meeting coordination as assigned by the CEC.

6.4.10 Treasurer

Serves as the chief financial officer. Responsible for maintaining accurate financial accounts, receipts, and disbursement records ; preparing the annual budget in consultation with the CEC ; and ensuring accounts are audited annually by a Chartered Accountant.

6.4.11 Editor(s)

Responsible for the content, production, and quality of the Association’s official publications, working in coordination with the CEC.

6.4.12 Immediate Past President

Serves in an ex-officio advisory role to the CEC to ensure institutional continuity of policies between successive terms.

6.5 Removal of Office Bearers

An Office Bearer may be removed prior to the completion of their term via a two-thirds majority vote of the National Council for gross misconduct, failure to perform duties, or breach of the Constitution. Due process demands a written notice of allegations, an opportunity to respond in writing, and a formal hearing before the Ethics & Disciplinary Committee.

6.6 Vacancies

Vacancies occurring due to death, resignation, or incapacity shall be filled by the CEC for the remainder of the term. In the case of a vacancy in the office of the President, the Senior Vice President or the COO shall officiate until the next election.

SECTION 7 – ELECTIONS & NOMINATIONS

7.1 Electoral Framework

• Each State/UT shall elect one representative member to the Central Executive Committee (CEC).
• Within each Zone, the elected CEC members shall choose from among themselves a Vice President, Zonal Secretary, Joint Secretary, and Organizing Secretary.
• The National President and Secretary General shall be elected from among all CEC members across the four zones under the supervision of the Election Committee, ensuring equitable regional representation.

7.2 Election Authority

The independent Election Committee, appointed by the CEC at least six months prior to scheduled elections, consists of one Chief Election Officer (CEO) and two Election Officers. Members of the Election Committee are strictly barred from contesting the elections.

7.3 Frequency of Elections

Elections for both National and State Chapter Office Bearers shall be held once every three years. If elections cannot be held within the stipulated period, the current CEC shall function in a caretaker capacity until fresh elections conclude.

7.4 Voter and Candidate Eligibility

• Voters: Only Life Members and eligible Associate Members in good standing as of 31st December of the preceding year are entitled to vote. The final voters list shall be published 90 days before the election; members in arrears are disqualified.
• Candidates: Must be Life Members for at least three years (except for the foundational election), have no pending disciplinary cases, and satisfy all criteria in Section 6.2. A member can contest for only one post and cannot hold the same office for more than two consecutive terms.

7.5 Nomination and Scrutiny

Nominations must be submitted in the prescribed form, signed by a proposer and seconder (both Life Members in good standing), and accompanied by a non-refundable fee at least 60 days prior to the election date. The Election Committee shall scrutinize nominations, and the final list of candidates shall be published 45 days before the election. The decision of the CEO on any nomination objection is final.

7.6 Voting, Counting, and Disputes

• Voting: Conducted via secret physical ballot or a secure electronic/online voting system approved by the National Council.
• Counting: Executed under Election Commission supervision; the candidate with the highest number of valid votes wins. Ties are resolved by drawing lots.
• Disputes: Must be filed in writing to the CEO within 7 days of the result declaration and resolved within 15 days. Final appeals may be made to the National Council.
• Assumption of Office: Newly elected office bearers assume charge at the first National Council meeting following the election after a structured handover.

SECTION 8 – MEETINGS

8.1 Types of Meetings

The Association convenes Annual General Meetings (AGM), National Council Meetings (NCM), Central Executive Committee (CEC) Meetings, State Chapter Meetings, Emergency/Special Meetings, and Committee/Forum Meetings.

8.2 Meeting Specifications and Protocols

The operational requirements for official meetings are structured as follows:

8.3 Voting and Minutes Regulation

• Agenda and Minutes: The Secretary General prepares meeting agendas in consultation with the President and COO. Minutes must be recorded and circulated within 30 days, remaining as permanent records.
• Voting: Normally conducted by a show of hands unless a secret ballot is demanded. Resolutions pass by simple majority, except for structural amendments or member expulsions, which require a two-thirds majority. The President holds the casting vote in case of a tie.

SECTION 9 – COMMITTEES & FORUMS

9.1 Core Framework

VAI operates permanent Standing Committees, temporary Special Committees, specialized thematic Special Interest Groups (SIGs), and identity-based member Forums.

9.2 Standing Committees Structure

• 9.2.1 Ethics & Disciplinary Committee (EDC): Consists of a Chairperson appointed by the National Council and 4 senior Life Members of 10 years’ standing (exempt during VAI’s first decade). Responsible for investigating professional misconduct, advising on code compliance, and recommending disciplinary action.
• 9.2.2 Scientific & Research Committee: Consists of a senior academic Chairperson and 5 members from diverse veterinary fields. Tasked with promoting collaborative research, managing conference scientific tracks, and facilitating peer-reviewed publications.
• 9.2.3 Animal Welfare Committee: Consists of a Chairperson and 4 members with active animal welfare experience. Liaises with governments and NGOs, promotes humane handling, and designs public awareness campaigns.
• 9.2.4 Finance Committee: Chaired by the Treasurer (ex-officio) along with 3 financial experts. Oversees asset investments, prepares annual corporate budgets, and ensures financial compliance.
• 9.2.5 Membership Committee: Comprised of the Secretary General, the COO (ex-officio Chairperson), and 3 CEC-appointed members. Reviews new applications, maintains the master membership database, and drives growth strategies.

9.3 Special Committees, SIGs, and Forums

Special Committees are established for temporary tasks (such as managing national conferences or drafting specific policy papers) and automatically dissolve upon completion.

SIGs drive clinical and academic fields. Dedicated Member Forums—such as the Women Veterinarians Forum (WVF) , Young Veterinarians Forum (YVF) , and Veterinary Students Forum (VSF)—operate under guidelines approved by the CEC to foster leadership and career development. Committees must meet at least twice a year, taking decisions by a simple majority.

SECTION 10 – PUBLICATIONS

10.1 Official Portfolios

The Association manages the following official publications:

• VAI Bulletin: A quarterly newsletter detailing association news, policy shifts, and updates.
• VAI Journal: A biannual peer-reviewed scientific journal publishing original research and clinical case studies.
• Special Reports & Position Papers: Periodically released documents addressing emerging legislative and professional matters.
• Digital Publications: E-newsletters, technical blogs, and online knowledge repositories.

10.2 Editorial Management and Review

The CEC appoints an Editorial Board for each publication, consisting of an Editor-in-Chief (3-year term) and 2 to 5 Associate Editors. The board operates independently on editorial content but remains accountable to the CEC.

All scientific submissions to the VAI Journal undergo a double-blind peer-review process by at least two domain experts. English is the primary publication language; Hindi or regional languages may be deployed for public awareness material. Online materials are free for Life and Associate members. A Digital Media Committee and Director – Media & Public Relations monitors online platforms to ensure alignment with the Code of Ethics.

SECTION 11 – WELFARE SCHEMES

11.1 Institutional Programs

VAI operates dedicated welfare programs to support members and their families:

• 11.1.1 VAI Benevolent Fund: Provides lump-sum financial assistance to the nominees of deceased Life Members who were in good standing for at least two consecutive years prior to death. Claims must be verified by the State Chapter and disbursed within 60 days of CEC approval.
• 11.1.2 Health & Life Insurance Scheme: Group insurance policies covering life, accidental disability, and medical hospitalization, subsidized based on fund availability.
• 11.1.3 Professional Indemnity Insurance: Group policies arranged at concessional rates to protect members against legal claims arising during their professional duties.
• 11.1.4 Emergency Assistance Fund: Financial aid for members severely affected by natural disasters, sudden accidents, or critical medical crises.
• 11.1.5 Education & Training Grants: Competitive grants awarded to support members presenting research or undertaking advanced training.

11.2 Financial Oversight and Welfare Committee

Welfare funds are maintained in separate dedicated accounts or under the main ARDF account. A Welfare Scheme Committee, comprising an appointed Chairperson, the Treasurer (ex-officio), and three senior members serving a 3-year term, processes applications and manages operations. Scheme alterations require a two-thirds majority of the National Council.

SECTION 12 – CODE OF ETHICS

12.1 Core Professional Tenets

Every member must act with absolute honesty, prioritize animal welfare over personal financial gain, comply with the Indian Veterinary Council Act, 1984, and preserve client confidentiality unless disclosure is legally mandated.

12.2 Conduct Regulations

• Client & Patient Relations: Treat all animals humanely; render services with appropriate diligence; ensure transparent and fair fee structures; and provide clear diagnostic explanations to clients.
• Professional Relations: Treat colleagues with respect, refrain from malicious criticism, cooperate in professional referrals, and avoid predatory fee undercutting intended to harm peers.
• Advertising: Factual, non-exaggerated advertising is permitted. Misleading statements or competitive comparisons are prohibited. Using VAI’s name or logo in promotions requires written clearance.

12.3 Prohibited Practices

Members are strictly barred from issuing fraudulent certifications; dispensing prescription drugs without a valid prior diagnosis; participating in illegal animal trade or unethical breeding; facilitating animal fighting for entertainment; and coercing clients. Members must disclose any financial conflicts of interest.

12.4 Disciplinary Enforcement

Breaches of the Code of Ethics are investigated by the Ethics & Disciplinary Committee. Sanctions include formal warnings, membership suspension, permanent expulsion, and referral to the Veterinary Council of India (VCI) for statutory action. Decisions are made by a simple majority of the National Council following a full hearing. The Code is subject to review every five years.

SECTION 13 – AWARDS & RECOGNITIONS

13.1 Award Categories

The Association honors outstanding achievements annually through the following awards:

• 13.1.1 Lifetime Achievement Award: Honors a veterinarian with over 25 years of exceptional service. Requires a minimum 15-year underlying VAI Life Membership. Includes a citation, memento, and honorarium.
• 13.1.2 VAI Fellowship: Confers the distinction of Fellowship and the title “FVAI” (Fellow of the Veterinary Association of India) upon Life Members with at least 25 years of notable national or international repute.
• 13.1.3 VAI Associate Fellowship: Recognizes mid-career excellence (minimum 15 years of professional experience) in research, clinical practice, or administration, conferring the title “AFVAI”.
• 13.1.4 Young Veterinarian Award: Recognizes outstanding research or community practice by a veterinarian under 35 years of age who has been a Life Member for at least 3 years.
• 13.1.5 Specialty and Chapter Awards: Includes the Excellence in Veterinary Research Award, Animal Welfare Excellence Award, Best State Chapter Award, and Best Special Interest Group (SIG) Award.

13.2 Nomination and Evaluation Mechanics

Nominations must be invited at least 90 days prior to the national conference and can be submitted by any Life Member, State Chapter, or the CEC. An Awards Selection Committee—comprising an appointed Chairperson, the Chairman of the Advisory Board, three senior members, and an optional external eminent personality—reviews submissions to ensure total impartiality. No member can receive the same award twice; the National Council retains final approval authority.

SECTION 14 – DISPUTE RESOLUTION & DISCIPLINE

14.1 Complaints Framework

This section governs disputes between members, office bearers, or organizational units, as well as constitutional breaches. Written complaints must be submitted to the COO or the Ethics & Disciplinary Committee (EDC), including the complainant’s identity, specific allegations, and supporting evidence. Anonymous entries are dismissed unless backed by immediate verifiable evidence.

14.2 Investigation and Enforcement Protocols

• Preliminary Review: The EDC determines if a prima facie case exists within the Association’s jurisdiction; if not, it is dismissed in writing.
• Procedure: The respondent is notified and given 15 days to submit a defense. The EDC may conduct physical or video hearings, call witnesses, and review files. Legal representation is barred unless explicitly permitted by the EDC.
• Sanctions: The EDC can recommend warnings, formal censures, membership suspension, or permanent expulsion to the National Council.
• Adjudication & Appeal: The National Council decides the matter by a simple majority, communicating its decision within 30 days. Aggrieved parties can file an appeal to the National Council within 30 days, which is final and binding.
• Mediation: Non-misconduct disputes regarding constitutional interpretation are handled by a CEC-appointed Mediation Committee, which must attempt resolution within 60 days. Retaliation against whistleblowers or complainants is strictly prohibited.

SECTION 15 – AFFILIATIONS & INTERNATIONAL RELATIONS

15.1 National and International Affiliations

• National: VAI may affiliate with bodies such as the Veterinary Council of India (VCI), State Veterinary Councils, Indian Veterinary Research Institute (IVRI), National Dairy Development Board (NDDB), and animal welfare boards etc.
• International: VAI may establish ties with the World Veterinary Association (WVA), World Organisation for Animal Health (WOAH/OIE), Commonwealth Veterinary Association (CVA), and Federation of Asian Veterinary Associations (FAVA) etc.

15.2 Protocols and Representation

Affiliations require a two-thirds majority approval from the National Council. The CEC prepares formal agreements defining mutual rights, financial dues, and timelines. The President or an officially nominated representative represents VAI in external bodies and must present periodic reports to the CEC. Affiliations may be terminated via a two-thirds Council vote if ethical irregularities occur or if interests conflict.

SECTION 16 – AMENDMENTS

16.1 Authority and Proposals

The National Council, acting on the recommendation of ARDF, holds exclusive authority to amend, alter, or repeal provisions of this Constitution & Bylaws. Amendments may be formally proposed by the CEC, ARDF, the Chairman of the Advisory Board, any State Chapter Executive Committee, or jointly by 20 Life Members in good standing. Proposals must be submitted in writing to the COO with clear justifications.

16.2 Notice, Voting, and Restrictions

The COO must circulate proposed amendments to all National Council members and State Chapters at least 60 days prior to the voting meeting. Passing an amendment requires a two-thirds majority vote of the members present and voting.

16.2.1 Inviolable Restrictions

No amendment shall be valid if it:

• Alters the non-profit status of the Association.
• Contradicts the laws of India or the Indian Veterinary Council Act, 1984.
• Permits the distribution of surplus funds or assets among members.
• Contradicts the Memorandum of Association (MoA) & Articles of Association (AoA) of ARDF.

SECTION 17 – DISSOLUTION

17.1 Authority and Initiation

VAI can be dissolved only in accordance with the provisions of ARDF’s Constitution & Bylaws. A dissolution proposal can be initiated by the CEC, a written request signed by two-thirds of the National Council, a petition signed by 50% of active Life Members, or a direct written directive from ARDF.

17.2 Notice, Vote, and Asset Disposal

A written notice detailing the asset disposal plan must be dispatched to all members 60 days prior to the meeting. Approval requires a three-fifths (3/5) majority vote of the total membership, executed in person or via electronic/postal ballot.

Upon dissolution, after settling all outstanding liabilities, all remaining assets must be transferred to another non-profit organization with similar objectives, as determined by the National Council and ARDF. No assets shall be distributed among members. The process must comply with Section 8 of the Companies Act (Registrar of Companies) and related tax laws.

SECTION 18 – LEGAL JURISDICTION

In the event of any legal dispute, proceeding, or litigation arising out of or in connection with the governance, membership, or activities of the Veterinary Association of India (VAI), the jurisdiction shall lie exclusively with the competent courts located at Jamshedpur, Jharkhand. This clause applies to all members, affiliates, partners, and stakeholders, and is deemed accepted automatically upon admission to membership or formal engagement with the Association.