American Association for Cancer Research

Charter of the Associate Member Council

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The Associate Member Council (AMC) is the representative body of the Associate members of the American Association for Cancer Research (AACR). The Associate Member category was created in 1988, and is open to graduate students, medical students and residents, and clinical and postdoctoral fellows who are enrolled in educational or training programs leading to careers in cancer research.

Mission and Purpose

The AMC supports AACR's mission to prevent and cure cancer through promotion of the professional development of early-career scientists throughout the world. The AMC will foster excellence in all areas of cancer research through communication, education, training, and collaboration.

Article I: Council Members and Officers

Section 1. The AMC shall be comprised of at least 12 individuals elected from the Associate membership of AACR. Each member of the AMC shall serve a three-year term. Four members shall be elected annually to replace four retiring members. The newly-elected members of the AMC shall assume office during the AACR Annual Meeting, and shall retire during the AACR Annual Meeting three years later.

Section 2. Officers of the AMC shall include a Chairperson, Chairperson-Elect, and Past Chairperson, each of whom shall serve a one-year term. Officers may not hold a particular office for more than one term, except in the case of the resignation of an Officer.

Section 3. AMC members or officers who advance to Active membership status may remain as members or officers of the AMC until the expiration of their term of office.

Section 4. Duties and responsibilities of the AMC members shall be to:
(a) Promote AACR, its programs, and its membership opportunities to early-career scientists;
(b) Promote the professional development of the Associate members of the AACR in accordance with the Mission Statement of this Charter;
(c) Represent the interests of early-career scientists and act as a liaison and advisory body to the AACR Board of Directors;
(d) Encourage and maintain active participation of all Associate members;
(e) Attend the AACR Annual Meeting and serve as representatives of the Associate membership.

Section 5. Duties and responsibilities of the AMC Officers shall be as follows:
(a) The Chairperson shall be the chief officer of the AMC and shall preside over all Council meetings. The Chairperson shall prepare reports to the AACR Board of Directors; serve as the main point of contact between the AACR-AMC Staff Liaison and the AMC; oversee the AMC Committees; and direct the activities approved by the AACR Board of Directors;
(b) The Chairperson-Elect shall assume the duties of the Chairperson in his or her absence, and shall oversee those activities as delegated by the Chairperson; and
(c) The Past Chairperson shall serve as a mentor to the AMC to preserve programmatic and leadership continuity, and shall assist in the functions and programs of the Council as needed.

Section 6. A member or officer of the AMC who has failed to attend three consecutive AMC meetings shall be considered to have resigned. Reinstatement shall be considered by the AMC upon receipt of a written petition from that member or officer.

Section 7. A member or officer of the AMC may be dismissed upon unanimous vote of the AMC for failure to perform his or her duties and responsibilities. Grounds for dismissal include, but are not limited to: the failure to perform duties and responsibilities as assigned by the AMC Chairperson; the failure to attend three consecutive AMC meetings; and the failure to act in accordance with this Charter or with the Bylaws of the AACR.

Section 8. Should a member of the AMC resign in the first or second year of their term of office, the procedure shall be as follows:
(a) The candidates for the replacement shall be drawn from the alternates from the previous year's election.
(b) The remaining members of the AMC will conduct a vote to determine a replacement. A majority vote is needed by the incumbent AMC. Should the vote result in a tie, the AMC Chairperson will decide the election.
(c) The replacement will only fulfill the remainder of the resigning member's term; thus their total term will be fewer than three years
(d) Should a Member of the AMC resign in the final year of their term, no replacement shall be elected.

Article II: Nomination and Election Procedures: Members

Section 1. All Associate members are eligible to submit themselves as candidates for election to the AMC provided that:
(a) Dues are currently paid through December 31 of the nomination year; and
(b) Eligibility for transfer to Active membership status is not expected for at least two years past the nomination year.

Section 2. A Call for Applications shall be issued to the Associate membership in the summer of each year. Application materials must include the following:
(a) A completed application form.
(b) The nominee's curriculum vitae;
(c) A description of the nominee's research area;
(c) A statement outlining the nominee's intended goals during his or her service on the AMC; and
(d) A letter of support from an Active member in good standing of the AACR.

Section 3. The incumbent AMC shall review the application materials of all candidates and shall vote to elect AMC members to replace retiring AMC members who demonstrate scientific excellence and leadership potential, and who appropriately represent the demographic, geographic and scientific diversity of the Associate membership

Article III: Nomination and Election Procedures: Chairperson

Section 1. AMC members who have served on the AMC for at least one full year but whose term of office will not expire at the next Annual Meeting are eligible to submit themselves as nominees for the office of Chairperson-Elect.

Section 2. Each candidate will prepare a short written statement outlining their intended goals if chosen to be Chairperson-Elect.

Section 3. In the event that more than two AMC members submit nominations, the AMC Nominating Committee will select two individuals to serve as candidates for office. The AMC Nominating Committee shall be comprised of the incumbent Chairperson, Chairperson-Elect, Past Chairperson, and the AACR-AMC Staff Liaison, who shall serve ex officio without vote.

Section 4. The candidates' statements will be provided to AMC members, and each AMC member will submit their vote. The candidate receiving the highest number of votes will be named the Chairperson-Elect.

Article IV. Meetings

Section 1. The AMC shall hold at least two meetings during the course of a year:
(a) A planning meeting held during the AACR Annual Meeting to review AMC activities and discuss future plans; and
(b) A meeting held in the late summer/early fall with the AACR Chief Executive Officer to review and approve proposed AMC programs and initiatives.

Section 2. Other meetings, including regular conference calls, may be called at the request of the AMC Chairperson.

Article V. AACR-AMC Communications Policy

Section 1. An AACR-AMC Staff Liaison shall be appointed by the AACR Chief Executive Officer to serve as the facilitator of communication between the AACR and the AMC, and to perform the administrative functions necessary to successfully execute the initiatives of the AMC, in keeping with the policies of the AACR.

Section 2. AACR must be informed of and approve of all activities well in advance of initiation. Approval is based on feedback from the AACR Board of Directors, the compatibility of the proposed agenda items with those of the AACR, staff availability to complete the tasks necessary to implement the project, and the overall feasibility of the item contingent upon financial resources.

Section 3. All official communications coming from the AMC must first be approved by the AACR. All e-mails, faxes, and letters generated by the AMC should be copied to the AACR-AMC Staff Liaison.

Section 4. To further facilitate interactions between the AMC and the AACR Board of Directors, several options may be considered:
(a) The Chairperson of the AMC may present a report to the AACR Board of Directors, either in written form or in person;
(b) The AMC may submit the names of AMC members to the AACR Chief Executive Officer for consideration by the AACR President and Committee Chairpersons as ex officio, non-voting members on AACR standing committees, as appropriate;
(c) The AMC may give reports of AMC activities to the relevant AACR Committees via written statements; and
(d) The AMC may receive reports of AACR Committee activities, as appropriate.

Article VI. Committees

Section 1. The Chairperson, with the consultation of the AMC and approval of the AACR leadership, may establish standing and ad hoc Committees to carry out the work of the Council, and may dissolve said committees at the conclusion of their work.

Section 2. Unless otherwise governed within this Charter, the Chairperson, with the consultation of the Council and approval of the AACR leadership, will appoint the Committee Chairperson(s) and Committee member(s).

Article VIII. Amendments

Section 1. This charter may be amended according to the following procedure:

(a) Any Associate Member in good standing may submit a proposal to amend the Charter of the AMC. However, only a member of the AMC may raise the amendment for consideration by the Council.
(b) The proposed amendment must be submitted in writing to the full AMC for a review and vote. A 2/3 vote of the AMC is necessary in order for an amendment to be considered for further disposition by the AACR Chief Executive Officer and the Board of Directors.
(c) The proposed amendment must be reviewed and approved by the AACR Chief Executive Officer prior to formal adoption by the Board of Directors.

Effective Date: September 2009