Microscopy Society of Vietnam

The Microscopy Society of Vietnam is a non-profit organization, operating purely and solely related to the research, manufacture and application of Microscopy. The Society strives to be an official member of the Asia Pacific Society of Microscopy (APSM) and other appropriate domestic and foreign societies, associations and organizations when needed and necessary to achieve the goals of the Society.

Microscopy Society of Vietnam

Chapter I – General Provisions

Article 1. Name

1. Name of the Organization

Full name in Vietnamese: Hội Kính Hiển Vi Việt Nam
Official and abbreviated Vietnamese name: Hội Kính Hiển Vi Việt Nam
English name: Microscopy Society of Vietnam
English abbreviation: MSV

2. Characteristics

The Microscopy Society of Vietnam is a national-level organization that brings together scientists, researchers, and professionals working in the field of microscopy, with a core focus on fostering the development and integration of physics, biology, and materials science.

Life sciences, materials science, and nanomaterials technology are rapidly growing interdisciplinary fields that combine pure and applied physical principles with biology to study the physical and chemical properties as well as transformation processes in biological systems and advanced materials. Among these, nanomaterials technology plays a pivotal role in designing, fabricating, and applying materials at the nanoscale to provide innovative solutions in biomedical applications, energy, and the semiconductor industry.

3. Logo

The logo of the Microscopy Society of Vietnam is copyrighted and appears on all official publications and related materials.
Detailed description of the logo:

Article 2. Headquarters

Headquarters of the Microscopy Society of Vietnam:
International Center for Interdisciplinary Science and Education (ICISE), Gềnh Ráng, Quy Nhơn City, Bình Định Province, Vietnam
Phone:
Website: www.vietmicroscopy.vn
Email: MSV@vietmicroscopy.vn

Article 3. Bank Account and Official Seal

The Microscopy Society of Vietnam is a legal entity entitled to register its own bank account and official seal. The Executive Director holds the authority over the use of the account.
The official seal is legally valid only when affixed with the signature of the Executive Director and co-signed by the Co-Chairs or Vice-Chairs authorized to sign on behalf of the Chair.

Article 4. Official Language
Throughout its establishment and operation, the legally binding and official language of the Microscopy Society of Vietnam is Vietnamese. English is used as a translated version for international reference only. It is derived from the original Vietnamese documents and holds no legal binding power. Legal documents prepared in Vietnamese include:

The Society’s Charter
Documents related to the establishment and governance of the Society’s Charter
Documents concerning appointments, personnel management, and the management of scientific, business, and other activities serving the Society’s objectives
Amendments to the Charter
Dissolution documents of the Society

Article 5. Sponsoring Organizations

The Microscopy Society of Vietnam is a non-profit organization dedicated solely to the research, development, and application of microscopy.
The Society aspires to become an official member of the Asia-Pacific Society for Microscopy (APSM) and other relevant domestic and international societies, associations, and organizations when necessary and beneficial to achieving its goals.

Chapter II – Objectives and Activities

Article 6. Objectives
The overall aim of the Society is to promote the advancement and dissemination of microscopy, thereby contributing to the development of science and technology in Vietnam. The specific objectives of the Microscopy Society of Vietnam are as follows:

The establishment of the Society aims to:

Promote progress in interdisciplinary research in life sciences, materials science, and nanotechnology—including biomaterials and semiconductors;
Facilitate scientific collaboration among researchers domestically and internationally;
Apply advancements in microscopy and nanotechnology to fundamental research and practical applications;
Organize scientific conferences and specialized training workshops;
Publish journals or newsletters to share updated knowledge and recent achievements;
Provide resources and support for members in research, development, and commercialization activities related to life sciences, nanomaterials, and semiconductors.

Article 7. Activities
The Society’s activities shall be directed by its governing body, council members, and executive committee. All activities aim to fulfill the above-stated objectives. The Society will consistently focus on the following core activities:

Organize an annual Microscopy Conference, including joint meetings with international biophysics societies, thematic scientific workshops, and training programs in life sciences and materials science;
Publish scientific journals, books, and other publications related to microscopy in life and materials sciences;
Maintain comprehensive cooperation with relevant organizations, societies, and associations in Vietnam and promote international collaboration;
Provide training/support to enhance the professional and scientific leadership skills of young Vietnamese scientists and other stakeholders involved in microscopy in life and materials sciences;
Initiate and implement projects related to research, application, innovation, or community outreach led by microscopy experts;
Offer scientific and technological consulting support to individuals, businesses, and institutions with interests in microscopy for life sciences and materials;
Identify, support, and honor outstanding young Vietnamese talents in microscopy during the Society’s annual plenary meeting;
Award the Scientist of the Year to individuals with exceptional publications, nominated by members and approved by the Society’s Scientific Council;
Hold the Society’s annual general meetings;
Undertake other necessary activities to achieve the Society’s goals.

Chapter III – Members and Personnel

Article 8. Membership Admission

Regular Members:
Vietnamese individuals engaged in microscopy-related research or teaching both domestically and abroad, and foreign nationals working in life and materials sciences who have lived and worked in Vietnam for over five years, may apply. Applicants must submit a membership application form and scientific curriculum vitae (CV) as required. Those meeting the criteria must register as regular members and pay an annual membership fee. Only regular members may vote or run for election to the Society’s senior executive committee.
Student Members:
Open to all high school, undergraduate, or postgraduate students who meet the Society’s objectives and regulations. Student members enjoy the same benefits as regular members but are not eligible to vote or be nominated/elected to the executive committee. Students must register and pay the annual membership fee.
Institutional Members:
Open to universities, research institutes, companies, and other organizations, both domestic and international, that support the Society’s mission. Institutional members enjoy the same benefits as regular members but are not eligible to vote or be nominated/elected to the executive committee. Institutions must register and pay the annual membership fee.
Affiliate Members:
Open to individuals and organizations of all ages, genders, occupations, nationalities, and religions, both in Vietnam and abroad. All interested parties who meet the membership criteria and objectives of the Society may apply. Affiliate members enjoy the same benefits as regular members but are not eligible to vote or be nominated/elected to the executive committee. All affiliates must register and pay the annual membership fee.
Honorary and Distinguished Members:
Reserved for individuals who have made outstanding contributions to the advancement of microscopy in life and materials sciences. They are nominated by the Society’s executive committee. These members receive all benefits of regular membership and are exempt from paying annual dues.
Membership Policy:
In line with the principles of openness and international integration, the Society does not impose a limit on the number of members. New members may be admitted, and members may be removed (e.g., for failing to pay membership dues for two consecutive years). Membership changes will be announced at and after the Society’s General Assembly.
Membership Fees:
The registration fee for all membership types is 250,000 VND or 10 USD and is considered the annual fee for the financial year of joining. Annual renewal fees will be defined and announced on the Society’s official website each year. All members are required to pay their annual dues. Membership fees may be paid in Vietnamese dong (VND) or US dollars (USD).

Article 9. Member Rights

To be registered, awarded a badge, and issued a certificate of membership;
To attend the annual general meetings of the Society;
To nominate, be nominated, and vote for the positions of Co-Chairs, Vice-Chairs, and Executive Committee members of the Society;
To be considered for priority fee waivers or reductions for scientific conferences/workshops organized or co-organized by the Society;
To receive monthly or quarterly updates from the Society and its partners;
To participate in programs/projects, events, or awards organized by the Society;
To be considered and recommended as a representative of the Society to attend conferences, workshops, training courses, and related events domestically and internationally;
Members assigned as Society representatives for official duties may be considered for reimbursement of travel and accommodation expenses according to regulations;
To be nominated or self-nominated for consideration of the “Outstanding Scientific Achievement of the Year” award;
Members with significant or outstanding contributions to the Society’s activities and development may be honored at the Society’s annual general meetings;
To have the right to request withdrawal of membership.

Article 10. Member Responsibilities and Obligations

To fully comply with the Society’s charter;
To contribute to building, developing, and upholding the reputation of the Society;
To adhere to the commitments made in the membership application and fulfill assigned duties;
Not to use Society membership status to conduct activities or make statements that violate the Constitution and laws of Vietnam or international law;
Not to claim to represent or speak on behalf of the Society on domestic or international matters without written approval from the Co-Chairs, Council members, and Society leadership;
Members elected to positions (including Co-Chairs, Vice-Chairs, and Executive Committee members) are not salaried by the Society;
Members must pay the annual membership fee to maintain their status. Failure to pay fees for two consecutive years will result in the termination of membership.

Article 11. Co-Chairs, Vice-Chairs, and Executive Committee

The Executive Committee includes up to 20 elected members every 2 years by the Society’s members. The composition includes 15 members (8 based permanently in Vietnam and 7 Vietnamese working permanently abroad). The remaining 5 members serve as the Standing Committee;
Co-Chairs and Vice-Chairs are elected from among the Executive Committee members;
Candidates for Co-Chair must be reputable scientists in the field of Microscopy for Life and Material Sciences and meet the Society’s membership standards. A maximum of one Co-Chair based in Vietnam and one based abroad may be elected;
Vice-Chair candidates should preferably be reputable scientists in the same field and meet the regular membership standards. A maximum of two Vice-Chairs based in Vietnam and two based abroad may be elected;
The Executive Committee, led by the Co-Chairs, is responsible for planning, directing, and managing all Society activities;
The term for Co-Chairs and Vice-Chairs is 2 years. At the beginning of each new term, the Executive Committee will select, nominate, and vote on replacements at the General Assembly (see Chapter IV).
The term for Executive Committee members is up to 3 years. After this term, members must step down and take at least a 1-year break from the Committee. Vacant positions in the Standing Committee will be nominated by the Co-Chairs and Vice-Chairs, and new members added to maintain the 20-member total will be elected at the General Assembly.

Article 12. Management Office Staff

The Director/Deputy Director, Secretary, and Chief Accountant of the Management Office are appointed for a 3-year term by the governing authority and receive salaries in accordance with its regulations;
The core staff of the Management Office may include up to 5 persons. Additional staff may be hired on a contract basis (short-term or long-term) depending on project scale;
The Management Office is responsible for financial management and for receiving and processing the Society’s daily information;
It is also responsible for assisting and coordinating with the Co-Chairs, Vice-Chairs, and Executive Committee in financial reporting and annual financial planning at the annual General Assembly;
The Management Office supports the Co-Chairs, Vice-Chairs, and Executive Committee in implementing the Society’s daily activities;
It is responsible for maintaining the Society’s information channels, such as websites, journals, bulletins, and social media (if any);
The Management Office is accountable to the governing authority and Vietnamese law for all assigned activities. It may not independently use or spend funds outside the approved plan without agreement from the Co-Chairs.

Article 13. Advisory Board

The Advisory Board consists of reputable scientists from Vietnam and abroad, policy advocates, or key patrons of the Society’s activities;
Advisors are nominated by Executive Committee members, led by the Co-Chairs;
The Chair/Vice-Chair of the Advisory Board (if any) must be a reputable scientist either in Vietnam or abroad.

Article 14. Finance

The Society is a non-profit organization operating under financial autonomy. Its main income sources include annual membership fees, sponsorships from individuals and organizations, scientific journal/book publishing, and advertisements;
The Society accepts donations from individuals and organizations unconditionally or without any attempt to influence its direction or goals;
The fiscal year runs from January 1 to December 31. The annual budget and operational plan are proposed by the Co-Chairs and Executive Committee before December of the previous year. The Executive Committee is responsible for managing and consolidating these accounts;
No Society member or Advisory Board member receives a salary from the Society under any form. Travel and accommodation costs for key meetings arranged by the Society may be approved for reimbursement from Society funds, only with prior approval from the Co-Chairs and the leadership board.

Chapter IV – General Assembly of Members
Article 15. Criteria for the General Assembly of Members

The General Assembly of Members shall include all members of the Management Board, the Executive Committee, and the Advisory Board. It shall be organized by the Management Board and the Co-Chairs and announced at least 30 days in advance to all regular members, with details on the location and timing. The General Assembly is expected to be held in person at least once a year, upon agreement on time and venue.
In cases of force majeure (e.g., war, natural disasters, pandemics), the General Assembly may be held online.
Depending on the actual conditions each year, such as scientific conferences or related activities as specified in Article 6, the number and format of General Assembly meetings may vary (in-person or online). Voting procedures may also be adapted accordingly (online or on-site).
The General Assembly shall be co-chaired by the two Co-Chairs. It is considered valid if at least two-thirds of the Executive Committee (including the Management Board, Executive Committee members, and Advisory Board) are present. In the absence of one or both Co-Chairs, the Vice-Chairs shall fill the vacant position(s) and jointly preside over the assembly.

Article 16. Main Agenda of the General Assembly of Members

Discuss and evaluate the progress made, identify shortcomings, and propose solutions for the upcoming years to achieve the short- and long-term goals of the Society. All Executive Committee members have the right to propose and participate in discussions.
Discuss the criteria for reviewing applications for membership.
Discuss the criteria for revoking membership (if necessary).
Discuss the nomination or removal of regular members of the high-level Executive Committee (including the Management Board, Executive Committee members, and the Advisory Board) based on their fulfillment of responsibilities assigned by the Society (if necessary).
Honor and award outstanding scientists of the year and members who have made significant contributions to the development of the Microscopy Society of Vietnam.
Summarize and approve the financial statement of the current year; assess spending efficiency based on the achievement of the Society’s objectives.
Plan and approve the budget for the next fiscal year to prioritize short- and long-term goals.
Discuss other activities such as organizing scientific conferences or forming specialized scientific societies to serve the interests and strategic goals of the Microscopy Society of Vietnam.
Discuss and plan activities for technology transfer, advertisement, and collaboration between research institutes/universities and domestic and international businesses/corporations to increase financial resources for the Society.
Discuss plans to expand the Society’s international cooperation and networking.
Discuss amendments to the Charter if any reasonable proposals are raised. Any Executive Committee member may propose amendments to the Charter.
Discuss the continuation or dissolution of the Society (if necessary).

Chapter V – Amendments to the Charter and Dissolution of the Society
Article 17. Amendments to the Charter

The Charter may be reviewed, amended, replaced, or supplemented at the General Assembly of Members if specific and reasonable proposals are submitted. Any Executive Committee member may propose and vote on amendments at least two months prior to the General Assembly via written submission.
The Management Board and Co-Chairs will review and decide whether to present the proposed amendments for discussion at the General Assembly.
The Charter will be amended if approved by more than two-thirds of the votes.
The official language for issuing amendments to the Charter is Vietnamese.

Article 18. Dissolution of the Society

Any Executive Committee member may propose the dissolution of the Society, to be discussed collectively during the annual General Assembly.
The Society will be dissolved immediately after the General Assembly if full consensus and approval are obtained from all Executive Committee members.
The official language for issuing the dissolution of the Society is Vietnamese.

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