Medical Biorepositories of South Africa (MBirSA), a network of medical biorepositories and collections was established to nurture and strengthen the network of medical biorepositories and collections across South Africa. Our vision is ambitious yet inclusive, as we aspire to become the national hub for harmonising critical principles and governance that shape the landscape of medical biorepositories and collections in the region. To support MBirSA in its mission, MBirSA hereby adopts this Constitution.
The name of the organisation shall be the ” Medical Biorepositories of South Africa (MBirSA).”
MBirSA is a non-profit, unincorporated voluntary association.
The objectives of MBirSA are to:
4.1 Membership shall be open to all South African biorepositories, biobank managers, researchers, institutions, and individuals involved in biorepository-related work, who support the objectives of MBirSA.
4.2 Categories of membership may include:
4.3 The Steering Committee shall approve all applications for membership.
5.1 MBirSA shall be governed by a Steering Committee.
5.2 The Steering Committee shall consist of a minimum of 5 and a maximum of 11 members.
5.3 New members shall be appointed by the MBirSA Steering Committee. When MBirSA membership grows to 50, this constitution shall be revised to introduce an Annual General Meeting (AGM), with the Steering Committee elected at the AGM.
5.4 External advisors can be appointed to the Steering Committee by the Steering Committee in a non-voting capacity.
5.5 The Steering Committee shall include the following office-bearers:
5.6 The term of office for Steering Committee members shall be three years and may be renewed.
5.7 The Steering Committee shall comprise representatives with relevant expertise, at a minimum, in biobanking, ethics, law, research, public health, and community engagement. Membership shall aim to reflect diversity in expertise, geography, institutional affiliation, and demographic representation.
6.1 MBirSA may establish thematic or functional committees and working groups, that may be deemed to be necessary
6.2 Each committee or working group shall operate under a Terms of Reference approved by the Steering Committee.
6.3 Each committee or working group shall report to the Steering Committee.
7.1 An annual report will be made available to members each year.
8.1 MBirSA may raise funds through grants, donations, or membership fees.
9.1 The MBirSA Steering Committee shall review its governance documents every three years.
This document sets out the governance framework for membership to the Medical Biorepositories of South Africa (MBirSA). It defines membership categories, eligibility criteria, the application process, rights and responsibilities, and terms of membership. This governance structure aims to ensure inclusive, equitable, and transparent participation in MBirSA’s activities, in alignment with its mission to support ethical, effective, and sustainable biorepositories in South Africa.
MBirSA offers four categories of membership:
Biorepository membership is open to any biorepository operating within South Africa that supports and aligns with MBirSA’s principles and objectives.
Institutional membership is open to South African institutions (e.g., universities, research councils, hospitals) that oversee or house multiple biorepositories.
Individual membership is open to professionals, researchers, ethicists, policy experts, or community advocates with a demonstrated interest in medical biorepositories in South Africa.
Associate membership is open to individuals or institutions located outside South Africa who support the aims of MBirSA and wish to collaborate or contribute to its work.
A biorepository and/or institution that may be considering membership, can join as an observer for one year only.
Membership remains valid until such time as either the member or MBirSA chooses to terminate it, subject to continued eligibility, active engagement, and payment of membership fees (if applicable).
Membership may be suspended or terminated if:
For publications (including papers or abstracts) that describe MBirSA as a whole, rather than a specific project, biorepository, or working group component, authorship shall be attributed to the “MBirSA Initative”.
Any individual who has made a significant contribution to the work and meets the authorship criteria outlined below may be included under this banner. Authorship is not automatic by virtue of membership in the Steering Committee, a working group, or a biorepository, but is determined by merit in line with recognised international standards.
Designated MBirSA leads (e.g. Steering Committee/Working Group co-chairs or nominated leads for the work) will serve as corresponding authors for such publications, unless otherwise justified.
MBirSA adopts the authorship criteria outlined by the International Committee of Medical Journal Editors (ICMJE). To qualify as an author, an individual must meet all of the following criteria:
Accountability: Agreed to be accountable for all aspects of the work, including integrity and accuracy, and can identify which co-authors are responsible for specific parts.
For publications describing specific aspects of MBirSA’s work (e.g., a working group report on benefit sharing, or a study on biorepository governance), standard authorship practices shall apply:
First and last authorship shall be determined based on contributions and disciplinary norms.
All publications using the “MBirSA Initative” authorship banner must be circulated to the MBirSA Steering Committee for internal review prior to submission.
All publications arising from MBirSA-supported work must include the following acknowledgement:
This work was supported by the Medical Biorepositories of South Africa (MBirSA), a national initiative of the Department of Science, Technology and Innovation (DSTI), South Africa. MBirSA is funded by the DSTI to strengthen biobanking infrastructure and research capacity in support of health research.
The Medical Biorepositories of South Africa (MBirSA) is an initiative dedicated to advancing ethical, equitable, and sustainable biorepositories in South Africa. This Code of Conduct establishes shared values and principles to guide all MBirSA members, partners, and collaborators.
This Code applies to all categories of membership (biorepository, institutional, individual, and associate) and to all activities undertaken under the MBirSA banner, including working groups, collaborative projects, meetings, publications, and stakeholder engagement.
MBirSA members agree to uphold the following core principles:
2.1 Respect for Persons and Communities
2.2 Integrity and Transparency
2.3 Equity and Inclusion
2.4 Scientific and Ethical Excellence
2.5 Stewardship and Sustainability
MBirSA members are expected to:
Breaches of this Code include but are not limited to:
Allegations of misconduct will be reviewed by the MBirSA Steering Committee. The Committee may request written responses, convene an investigation, and impose appropriate actions, including warnings, suspension, or revocation of membership.
In the event of disputes among members:
This Code of Conduct shall be reviewed every three years or as required by changes in law, policy, or MBirSA operations. Suggestions for revision may be submitted to the Steering Committee at any time.
All applicants and members of MBirSA shall confirm their commitment to this Code upon joining.
The Medical Biorepositories of South Africa (MBirSA) Steering Committee provides strategic oversight, guidance, and coordination for MBirSA. The Steering Committee ensures alignment of activities with MBirSA’s mission to strengthen biobanking governance, promote best practices, foster collaboration, and support responsible and sustainable use of biospecimens and associated data in South Africa.
The Steering Committee shall:
2.1 All MBirSA Steering Committee members are appointed in their personal capacity. Their opinions expressed at the meetings shall represent their personal views, based on their own experience and expertise, and not the institution from which they are based.
2.2 Proxies cannot be appointed to attend on a Steering Committee member’s behalf.
3.1 All members are expected to:
3.2 All members are expected to attend the meetings of the Steering Committee. If they cannot attend a meeting, they shall notify the Chairperson in advance.
3.3 If a member does not attend three consecutive meetings, a formal warning letter will be issued to the member and a meeting with the Steering Committee held to discuss their continued involved in MBirSA. The Steering Committee can decide to remove a member following a majority vote.
4.1 The Steering Committee shall operate in a collegial, respectful, and inclusive manner. Members are expected to:
4.2 Any breach of this Code of Conduct will be considered by the Steering Committee. In the first instance, concerns will be addressed through informal dialogue or mediation to resolve issues constructively. Where breaches are serious or repeated, the Steering Committee may take formal action, which could include issuing a written warning, temporary suspension from participation in committee activities, or, in exceptional cases, removal from the Steering Committee. All decisions will be made transparently, recorded in the meeting minutes, and guided by the principles of fairness, proportionality, and due process
5.1 The Steering Committee shall meet at least five times a year, with additional meetings when necessary.
5.2 Decisions of the Steering Committee shall be made by consensus where possible; otherwise, by a majority of those present and voting.
5.3 A quorum shall consist of at least 50% of members.
5.4 A Chairperson shall be elected for a renewable three-year term.
6.1 In recognition of the time, expertise, and contributions of Steering Committee members, MBirSA shall provide an honorarium for their service. The purpose of the honorarium is to acknowledge members’ professional input, particularly where participation is not otherwise remunerated by their home institution or organisation.
6.2.1 All members of the Steering Committee who attend over 70% of meetings and complete 24 hours of additional MBirSA work, shall be eligible for an honorarium. Each eligible member shall receive the same honorarium
6.2.2 The honorarium is not intended as a salary or consultancy fee but as a token of appreciation for voluntary service.
6.2.3 The honorarium shall be guided by principles of transparency, fairness, and accountability, and shall be aligned with available budgetary resources and prevailing national norms.
6.2.4 All Steering Committee members must submit a time sheet documenting their work as part of the approval process for an honorarium.
6.2.5 External advisors are not entitled to an honorarium.
7.1 Steering Committee members may wish to attend external events, such as conferences, workshops, symposia, or stakeholder meetings, where they will represent and promote MBirSA.
7.2 To support such engagement, MBirSA may provide limited financial assistance, subject to the following conditions:
7.3.1 Funding may only be requested for events where the member is formally participating in a capacity that directly involves MBirSA, such as:
7.4.1 A written request for funding must be submitted to the Steering Committee at least 30 days prior to the event.
7.4.2 The request must include:
7.5.1 The Steering Committee will review the request and make a decision based on relevance, budget availability, and equitable distribution of opportunities.
7.5.32 Decisions are final and not subject to appeal.
7.6.1 Members may only receive MBiRSA-funded support for one event per calendar year, unless there is strong justification and approved by the Steering Committee.
7.6.2 Preference will be given to members who have not received such funding in the previous three years.
8.1 Members receiving funding support are expected to:
8.2 Share with MBirSA Steering Committee in advance for input and review.
8.3 Acknowledge MBirSA in their presentation or participation.
8.4 Share any presentation materials with the Chair for recordkeeping.
8.5 Provide a brief written report (maximum one page) on the event outcomes and relevance to MBirSA within 30 days of their return
9.1 From time to time, MBirSA may require specific outputs or services that fall outside the usual responsibilities of Steering Committee members. Where a Steering Committee member possesses the relevant expertise, they may be considered for appointment on a consultancy basis.
9.1.1 Steering Committee members may be appointed as consultants to undertake defined pieces of work for MBirSA.
9.2.1 Any consultancy appointment of a Steering Committee member must be approved by a majority vote of the full Steering Committee.
9.2.2 The member under consideration for the consultancy must recuse themselves from all discussions and shall not participate in the vote.
9.2.3 The terms of the consultancy, including scope, deliverables, timeline, and remuneration, must be clearly documented and agreed upon prior to commencement.
9.3.1 Members who are appointed as consultants for specific tasks shall not claim their standard Steering Committee honorarium for work completed on the consultancy.
9.3.2 The consultancy is considered separate from their regular duties as a Steering Committee member and must not overlap with or duplicate work expected in their governance role.
9.4.1 All consultancy appointments of Steering Committee members shall be reported in the minutes of the relevant Steering Committee meeting and disclosed in MBirSA’s annual report or equivalent public accountability mechanism.
10.1 These Terms of Reference shall be reviewed and, if necessary, renewed every three years.
