Guidelines for Workshop and Congress

Minutes of the Meeting

Awards Committee of for start of awards by the SAAPD
Virtual meeting, 12 October 2002 at 8 pm

SAAPD Awards committee was constituted in September 2022 with following members:

1. Prof N Sivakumar, Chair
2. Prof Vijay Prakash Mathur, Co-chair
3. Dr Nilmini, Member
4. Dr Sumita Upadhyaya, Member
5. Dr Sharika Sharin, Member
6. Dr Umme Salma Abdullah, President, SAAPD (Ex-officio)
7. Dr Gyanendra Kumar, Secretary, SAAPD (Ex-officio)

The virtual meeting on 12 October 2002 at 8 pm (India time) was attended by

1. Prof N Sivakumar, Chair
2. Prof Vijay Prakash Mathur, Co-chair
3. Dr Nilmini, Member
4. Dr Sumita Upadhyaya, Member
5. Dr Sharika Sharin, Member
6. Dr Umme Salma Abdullah, President, SAAPD

Dr Gyanendra Kumar, Secretary, SAAPD could not attend the meeting.

The draft guidelines were discussed, and relevant changes were made in the draft based on the suggestions from the members.

It was decided that once the council approves the awards in principle, the award committee shall prepare the award criteria for applying and judging.

The guidelines are as follows:

Guidelines for start of an award by the SAAPD

(Version 1.0 created by Awards Committee dated 12 October 2022)

The document is broad guidance document made by the awards committee to guide the SAAPD executive before instituting, accepting, and giving an award on behalf of SAAPD. However, the Governing council shall have the powers to modify the same for specific purposes.

These guidelines shall refer to any award to be given at the time of the Annual/ Biennial Conference of SAAPD or any awards to be given in between in recognition to an activity by a SAAPD member, group of members, an institution or a body duly recognized by the SAAPD.

The group recognizes 3 types of awards for SAAPD as on now.

1. Annual / Biennial Awards – to be given at the time of conference from among the scientific presentations being made during the event. They are a type of regular awards and shall be given on a regular basis.

1. Special Awards – to be given at the time of conference from among the scientific presentations being made during the event for a particular year only (likely to be based on specific theme of the conference). They are a type of non-long term committed awards and meant for that event only.

1. SAAPD special Awards – to be given at the time of conference or any other event of SAAPD due to a specific call for action by SAAPD or overall performance of a SAAPD member, group of members, an institution or a body duly recognized by the SAAPD.

General conditions for each type of awards.

• The awards may be instituted by SAAPD itself or with help from a donor person, group, institution, or a trust. However, for the recurring expenditure (cost of award/ cash prize etc.) to be made from the interest earned from the fixed amount taken from the donor/s and put in a long-term fixed deposit in the bank.
• The award can only be instituted on name of a senior dental/ medical professional who has earned name and reputed due to professional excellence, integrity and clinical care. It can also be on name of an institution or a scientist who has contributed significantly to the society at large and in particular for oral health of children.
• The scientific merit based on judges’ decision (normally 2 or more senior professionals and expert in the area) based on an objective criterion. The donor/s shall not have any role in the judgement related to the award.
• The preparation of plaque/ certificate etc. shall be responsibility of SAAPD Secretariat.
• In case the donor/s are available in the audience at the time the award is being announced or being awarded to the winner, they will be recognized. If the organizing team find it feasible then then donor/s can be called on the stage for the award.
• The award shall only be given to current members of SAAPD and who have registered for the conference and physically available in the conference at the time of award ceremony.
• The BJS Award shall be announced at the end of conference but the award shall be given in the next conference inauguration. The local organizers will provide the complimentary registration to the awardee. SAAPD Secretariat will communicate the details of the awardee in advance to the organizing team so that adequate arrangements can be made.

For category A awards: the donation amount shall be fixed based on expected expenditure as annual interest earned out of the fixed deposit. For example, if the award related expenditure for the SAAPD secretariat is Rs 5000/- then based on fixed deposit current rates, the donation amount shall be Rs. 100,000/-

Generally, no annual regular awards shall be started with amount less than Rs. 100,000/- However if the donor wishes to give cash awards, larger plaque etc. then amount shall be multiplied accordingly.

For category B awards, as the name suggests, it can be only one time for a conference/ event. However, the amount from donor should be charged based on actual expenditure expected on the award/ certificate etc.

For category C awards, it can be based on specific call for proposals (for example World Oral Health Day etc.), the award shall be declared by SAAPD council after a meeting and type of award/ amount shall be fixed in advance before announcing the event and award.

As on now, SAAPD has following named awards in category A.

1. Baba Jaswant Singh Award for best paper in student case report
2. Dr S N Pandey memorial award for faculty case reports
3. Dr Justin Lee Award for best case presentation using Nitrous Oxide Sedation in pediatric dentistry

The Category B award has been committed for 3 years by the students of Dr Amrit Tewari with commitment of Rs 12,000/- per year for cash awards of Rs 5,000, 3,000 and 2,000 for first second and third prize winners. Additional Rs 2,000 shall be for head office for preparing the Plaque and certificates for the winners. For 2022 conference it was for conference theme for “Innovation Category”.