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FINDING CURES TOGETHER<sup>SM</sup>

​AACR Radiation Science and Medicine Working Group Charter

Mission and Purposes

The mission of the AACR Radiation Science and Medicine Working Group (RSM) is to establish radiation oncology as a global priority supported by improved funding, the very latest technologies and best educational strategies. The AACR Radiation Science and Medicine Working Group will provide a forum for communication and collaboration among basic, translational, and clinical scientists, physicians, nurses, as well as practicing medical, surgical, and radiation oncologists in academia, industry and government.

The AACR Radiation Science and Medicine Working Group will accomplish its mission by working to:

1. Foster cross-disciplinary interaction between radiation oncologists, radiation biologists, medical physicists and cancer researchers in other fields

2. Increase the pipeline of radiation oncologists and biologists through mentorship and the teaching of young investigators interested in or actively engaged in cancer research involving radiation

3. Advocate for increased funding for research projects that include the incorporation of radiation

4. Reinforce the importance of radiation oncology in drug development efforts


Article I:  Membership

Section 1. Membership in the AACR Radiation Science and Medicine Working Group is free and open to all members of the AACR interested in radiation science and medicine. AACR members may indicate their wish to join the group via the AACR annual dues invoice or by submitting a request by email to the designated AACR Radiation Science and Medicine Working Group staff liaison.

Section 2. Dues for membership will be assessed on an annual basis. Any imposed dues will be determined and approved at a rate decided upon by the AACR Board of Directors.

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Article II. Steering Committee

Section 1. The leadership body of the AACR Radiation Science and Medicine Working Group shall be known as the Steering Committee.

Section 2. The responsibilities of the Steering Committee members will include, but are not limited to:

a) Encouraging and maintaining active participation in AACR activities, initiatives, and programs involving any aspect of radiation science and medicine;

b) Promoting AACR and its programs related to radiation science and medicine;

c) Representing the field of radiation oncology by serving as liaisons and scientific/medical advisory body to the AACR Board of Directors and Chief Executive Officer;

d) Serving as representative for all individuals in the AACR’s membership who are interested and/or engaged in radiation oncology research as deemed appropriate by AACR leadership;

e) Establishing priorities for the scientific and professional goals of the AACR Radiation Science and Medicine Working Group and its members;

f) Providing input to the Working Group’s Chairperson and AACR leadership on issues such as suggestions for new Steering Committee members; formation and membership of standing or ad hoc committees to carry out the work of the AACR Radiation Science and Medicine Working Group; and recommendations of individuals to be nominated for service on various AACR Committees, Editorial Boards and Association Groups.

Section 3. All Active AACR members in good standing are eligible to serve on the AACR Radiation Science and Medicine Working Group Steering Committee.

Section 4. The AACR Radiation Science and Medicine Working Group Steering Committee shall abide by the following provisions:

a) The Steering Committee’s leadership will consist of three Officers: a Chairperson, a Chairperson-Elect and a Past Chairperson;

b) Additional members decided upon by the Steering Committee, each serving staggered three-year terms; all new Steering Committee members are nominated by the AACR Radiation Science and Medicine Working Group Chairperson-Elect and approved by majority vote of existing Steering Committee members;

c) The overall composition of the Steering Committee must reflect the scientific, ethnic, and geographic diversity of the AACR;

d) Steering Committee members may not serve for consecutive terms, either in the same or in another position on the Steering Committee. Steering Committee members may be nominated, elected, and invited to return to the Steering Committee only after spending at least one year removed from the Steering Committee roster;

e) Terms for all newly elected Steering Committee members will begin at the time of the AACR Annual Meeting immediately following their election, and will terminate as of the AACR Annual Meeting three years later;

f) Term limits for the AACR Radiation Science and Medicine Working Group leadership are as follows: Chairperson-Elect (one year), Chairperson (two years), and Past Chairperson (one year).

Section 5. Steering Committee Officers shall be elected as follows:

a) The election slate for Chairperson-Elect will be developed by a Nominating Committee consisting of five AACR Radiation Science and Medicine Working Group members in good standing. Two of these members shall be the current Chairperson and Past Chairperson of the Steering Committee. In the absence of a Past Chairperson, other Steering Committee members may serve on the Nominating Committee. The remaining three members of the Nominating Committee will be appointed by the Steering Committee Chairperson in consultation with the AACR Chief Executive Officer, with one of these three members also serving as Nominating Committee Chairperson;

b) The Nominating Committee shall identify two primary and two alternate candidates to stand for election for the AACR Radiation Science and Medicine Working Group Chairperson-Elect position;

c) Current members of the AACR Radiation Science and Medicine Working Group Steering Committee as well as all members of the AACR Radiation Science and Medicine Working Group Chairperson-Elect Nominating Committee are ineligible from standing for election for the position of Chairperson-Elect until their terms on either committee have expired;

c) Once two candidates for the Chairperson-Elect position have been finalized, a ballot will be developed summarizing each candidate’s professional background. This ballot will also contain vision statements from each candidate outlining their intended goals for the AACR Radiation Science and Medicine Working Group. Ballots will be issued electronically to all Working Group members for a popular vote. In lieu of an electronically submitted ballot, Working Group members may also vote by mail. All mailed ballots must be submitted and received by AACR’s staff liaison to the Working Group no later than the advertised voting deadline. Any mailed votes received after the advertised deadline will not be counted.

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Section 6. The Chairperson-Elect shall be elected by popular vote of AACR Radiation Science and Medicine Working Group members and will assume office at the AACR Annual Meeting immediately following their election. Upon expiration of the Chairperson's term of office, the Chairperson-Elect will assume the office of Chairperson, while the Chairperson will assume the role of Past Chairperson. The Past Chairperson will subsequently retire from the Steering Committee upon the expiration of his or her term of office.

Section 7. Steering Committee Leadership Duties and Responsibilities:

a) The Steering Committee Chairperson shall preside over all Steering Committee meetings and all other meetings and functions of the AACR Radiation Science and Medicine Working Group;

b) The Steering Committee Chairperson, in collaboration with the Working Group’s staff liaison shall prepare all reports deemed necessary to update the AACR Board of Directors on the Working Group’s activities;

c) The Steering Committee Chairperson shall serve as the main point of contact between AACR and the Steering Committee, oversee any Working Group sub-committees (if applicable), and direct all Working Group initiatives approved by the AACR Board of Directors;

d) The Steering Committee Chairperson-Elect shall assume the duties of the Chairperson in his or her absence and shall oversee all activities delegated by the Chairperson;

e) The Steering Committee Chairperson-Elect, in consultation with the Chairperson, shall appoint all new members of the Steering Committee required to replace outgoing members at the beginning of their term of office;

f) The Steering Committee Past Chairperson shall serve to preserve programmatic and leadership continuity as well as to assist in the functions and programs of the Steering Committee, as needed.

Section 8. A Steering Committee member who has failed to attend three consecutive Steering Committee meetings or conference calls shall be considered to have resigned. Reinstatement shall be considered by the Steering Committee only upon receipt of a written petition from the member facing resignation. Any Steering Committee member may be dismissed upon unanimous vote of the remaining Steering Committee members for failure to perform his or her duties and responsibilities. Grounds for dismissal include, but are not limited to: failure to perform duties and responsibilities as assigned by the Steering Committee Chairperson; failure to attend three consecutive Steering Committee meetings or conference calls; and failure to act in accordance with this Charter, the Policies of the Steering Committee, or with the By-Laws and Policies of the AACR.

Section 9. In the event of a vacancy in the office of Steering Committee Chairperson, the Chairperson-Elect shall assume the office of Chairperson for the remainder of the unexpired term, and shall subsequently continue as Chairperson for the next term of office. In the event of a vacancy in the office of Chairperson-Elect, the Steering Committee shall hold an election following the procedure outlined in Article II, Section 5. In the event of a vacancy of a Steering Committee member’s seat, the Chairperson-Elect shall appoint a Radiation Science and Medicine Working Group member in good standing to serve for the remainder of the term of office associated with the vacated position.

Section 10. Interim Governance Provisions. To facilitate transition from the AACR Radiation Oncology Task Force to the new AACR Radiation Science and Medicine Working Group, the following interim provisions will be in effect beginning April 17, 2015 until the first Working Group election in the fall of 2016. After this election, the provisions outlined within this section will terminate, while the remaining charter language will become fully operative.

a) The AACR Radiation Science and Medicine Working Group shall be organized and led by a Steering Committee consisting of all individuals currently serving as members of the AACR Radiation Oncology Task Force.

b) To preserve continuity, the AACR Radiation Oncology Task Force Chairperson will assume the position of AACR Radiation Science and Medicine Working Group Chairperson.

c) During the transition period, current AACR Radiation Oncology Task Force members, in consultation with AACR staff and leadership, will determine the optimal size of the AACR Radiation Science and Medicine Working Group Steering Committee; Once the Steering Committee size is decided upon, members of the Steering Committee will determine term expirations for all members of the Steering Committee to take effect as of the AACR Annual Meeting 2017.

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Article III. Meetings and Quorum

Section 1. The AACR Radiation Science and Medicine Working Group shall hold an Annual Town Hall Meeting for all Working Group members and any individual interested in the Working Group’s programs during the AACR Annual Meeting, or at any such other AACR meeting or special conference as deemed appropriate by the Steering Committee.

Section 2. Steering Committee meetings and teleconferences may be called by the Chairperson or, in case of the Chairperson’s absence or disability, by the Chairperson-Elect. Notice of all meetings and teleconferences shall be given so as to reach all Steering Committee members at least seven calendar days prior to the date of the meeting.

Section 3. The Steering Committee will conduct meetings via teleconference as needed. In-person meetings may be organized with the approval of AACR leadership.

Section 4. A simple majority of Steering Committee members shall constitute a quorum at all meetings of the AACR Radiation Science and Medicine Working Group Steering Committee.

Article IV. Committees

Section 1. The Chairperson, with the approval of the Steering Committee and AACR leadership, may establish standing and/or ad hoc committees to carry out the work of the Steering Committee. The number of committees to be appointed shall depend upon the approved programs and activities of the AACR Radiation Science and Medicine Working Group, and the financial resources available.

Section 2. The Steering Committee may only appoint committee Chairpersons and members following AACR leadership approval of recommended individuals.

Section 3. The Chairperson, in consultation with the Steering Committee, and with the approval of AACR leadership, may dissolve any standing and/or ad hoc committee as deemed appropriate.

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Article V. Communications

Section 1. An AACR Staff Liaison shall be appointed by the AACR Chief Executive Officer to serve as the facilitator of communication and program administration between AACR’s leadership and the AACR Radiation Science and Medicine Working Group Steering Committee. This appointed individual will provide scientific support and perform all administrative functions necessary to execute the initiatives of the Steering Committee in keeping with the policies of the AACR.

Section 2. AACR must be informed of and approve all AACR Radiation Science and Medicine Working Group activities. Approval is based on feedback from the AACR Board of Directors, the compatibility of the proposed activity with AACR’s mission, staff availability to complete the tasks necessary to implement the activity, and the overall feasibility of the proposed initiative(s) contingent upon financial resources. Written program proposals accompanied by an estimated budget must first be submitted to the AACR Chief Executive Officer for approval, prior to submission to the AACR Board of Directors.

Section 3. All official communications originating from the AACR Radiation Science and Medicine Working Group Steering Committee and sent to the Working Group’s membership must first be approved by the AACR. The AACR staff liaison to the Working Group must be included on all communications, facsimiles, letters, etc. relevant to the activities of the Working Group that are generated and distributed by the Steering Committee.

Article VI. Amendments

Section 1. Any member of the AACR Radiation Science and Medicine Working Group may submit a written proposal to amend this Charter. However, only Steering Committee members may raise such an amendment for consideration by the Steering Committee.

Section 2. A two-thirds vote of all Steering Committee members is required for any proposed Charter amendment to be considered further by AACR’s leadership. All proposed amendments must be first reviewed and approved by the AACR Chief Executive Officer prior to consideration by the AACR Board of Directors.

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