RULES OF AMERICAN ASSOCIATION OF PHYSICISTS IN MEDICINE



1.0  THE BOARD OF DIRECTORS (amended December 1, 2004; August 3, 2006; November 29, 2006)

1.0.0   Duties as specified in the By-Laws (added December 1, 2004)

1.0.1  Conflict of Interest Policy (added December 1, 2004)
Purpose: The primary objective of this policy is to ensure that the work of the Association will not be compromised or diminished by real or perceived conflicts of interest.
Definition: The term “conflict of interest” means any financial or other interest which conflicts with the service of an individual because it (1) could impair the individual’s objectivity or (2) could create an unfair competitive advantage for any person or organization.
Policy: All individuals selected for service to the Association shall be required to complete a “Potential Sources of Conflict of Interest” statement prior to assuming their duties, listing relevant connections and interests. Such statements shall be made available to members of the Association.
Procedure: The Board shall approve a Professional Policy which specifies its scope, the content of the “Potential Sources of Conflict of Interest” statement and the means through which the information submitted shall be made available to members of the association. The process used to ensure that statements are completed and maintained shall be under the general supervision of the Secretary.

1.1  Duties

In addition to the duties specified in the By-Laws, the Board shall also have the following:

1.1.1  The Board shall be responsible for the affairs of the Corporation. No Member, Committee, or Council shall enter into any formal contract or otherwise commit the organization to any obligation, financial or otherwise, without the expressed consent of the Board of Directors.

1.1.2  Interim Appointments: Due to the necessity for certain appointments caused by unforeseen circumstances or to the exigency of certain situations, the Board shall give the President the privilege of making interim appointments without the concurrence of the Board. However, all interim appointments must be presented to the Board as soon as practicable and no later than the next Board Meeting. Such appointments must be approved by the Board to be continuing.

1.1.3  Board Members-at-Large: The Board may assign to a Board Member-at-Large the members in an area not represented by a Representative Board Member in order to have a liaison between those members and the Board.

1.1.4  Executive Director Appointment: As authorized in the By-Laws, the Board may appoint an Executive Director.

1.1.5  Operating Budget: The Board shall approve an operating budget for each fiscal year, which shall last from January 1 through December 31.

1.1.6  (repealed December 1, 2004)

1.1.7  Policies and Procedures (added December 1, 2004; amended November 29, 2006): The Board (or the Executive Committee acting for the Board) shall adopt Administrative Policies and Procedures to express philosophies of administration for the guidance of national officers, committee members, and Members of the AAPM and to provide binding operational controls considered necessary as a supplement to or as an amplification of the AAPM By-Laws and Rules.

The Board shall adopt Policies on professional, educational or scientific issues. These shall consist of statements of policy, statements of philosophy, and statements of opinion that provide the position of AAPM in matters of importance before the public, other related organizations, and the profession of Medical Physics.

1.1.8  Awards and Honors: The Board shall determine the Awards and Honors of the Association, the criteria for eligibility, and the process for administration through Administrative Policies that have been approved by the Board.

1.2  Composition of Board

Voting members of the Board are specified in the By-Laws. Non-voting members of the Board shall include the AIP representatives and the Executive Director.

1.3  Nomination and Election

1.4  Terms of Office

The terms of the Secretary and the Treasurer will be staggered so that both persons will not be elected in the same year.

1.5  Board Meetings (amended November 28, 2001, and December 1, 2004)

1.5.0  A regular meeting of the Board shall be held within ten days after the Annual Business Meeting. A second regular meeting shall be held approximately midway in time between Annual Business Meetings.

1.5.1  Special meetings of the Board shall be called by the President upon written consent or request of the majority of the Board. Notice of special meetings, together with the purpose of such meetings, shall be sent to members of the Board at least one month before the meeting.

1.5.2  Board members, committee chairs or others who wish to place items on the agenda, must deliver these items to the Secretary by the deadline that will be stated by the Secretary before each meeting.

1.5.3  Proxy representatives may be appointed by a Board member for a particular Board meeting. Such designation must be in writing and signed by the regular Board member and state who the proxy will be and the meeting for which that individual will be proxy. Elected Board members may not hold proxy designation for another Board member. No one shall hold more than one proxy for a given meeting. A proxy for a Chapter Representative Board Member shall be from the same Chapter as the Board Member.

1.5.4  (Amended April 12, 2008) In addition to meetings of the board, the business of the Board may be conducted through the mail, or through electronic means of communication, using procedures stated as a current Administrative Policy document that has been approved by the Board. In such cases, the Secretary shall send to all of the Board members a description of the business to be accomplished. Any modification of the proposed action shall only be accomplished through a second notification from the Secretary. An affirmative vote of a majority of the Board eligible to vote shall be required for the adoption of any action, unless the By-Laws or Rules require a super-majority, such as ⅔, in which case the affirmative vote of that fraction shall be required. Proxy voting will not be permitted. The numerical results of any vote will be reported to the Board by the Secretary at the completion of the voting process. The Secretary will retain a record of the voting process until the next regular meeting of the Board. This record will be audited upon written request by any member of the Board. The Secretary will present a written summary of all business conducted under this subsection at the next regular meeting of the Board, which will be included in the minutes of that meeting.

The Administrative Policy document referred to in this subsection must define the following:

  1. The process by which an issue is deemed as eligible for consideration under this subsection.
  2. The process by which a motion is formulated and presented to the Board under this subsection.
  3. The process by which the views of any member of the Board will be presented to the remainder of the Board.
  4. The process for voting and counting of votes.

1.5.5  Any member of the Board who has a conflict of interest on any specific issue under consideration before the Board, as defined in any Conflict of Interest Policy established by the Corporation, will so declare and will abstain from voting on that issue.

1.5.6  Model Agenda

  1. Call to order and roll taking
  2. Reading of minutes
  3. Reports of officers and committees
  4. Unfinished business
  5. New business
  6. New appointments
  7. Adjournment

1.5.7  Votes taken at the Annual Business Meeting are advisory to the Board of Directors and must be considered at the next meeting of the Board.

1.5.8  Motions referred to the Board as a result of a vote taken at the Annual Business Meeting and defeated by the Board of Directors will automatically be referred to the general membership for a written vote.

1.5.9  Except as otherwise provided, the conduct of Board Meetings shall be in accord with a current edition of "Robert’s Rules of Order."

2.0  OFFICES AND SPECIAL APPOINTMENTS

2.1  Elected Offices

2.2  Special Appointments

2.3  Nomination and Election (amended July 26, 2007)

In the event that the office of the President-Elect, Secretary or Treasurer becomes vacant for any reason, a special election shall be held as soon as possible to fill the unexpired portion of the term of office. The Nominating Procedures shall be the same as for regular elections for elected officers.

2.4  Duties of the President (amended April 13, 2010)

In addition to the duties specified in the By-Laws, the President shall:

2.4.1  Call Executive Committee meetings at appropriate times to discuss the affairs of the Corporation.

2.4.2  Make interim appointments as the situation warrants. Such appointments must be presented to the Board for approval as soon as practicable and no later than the next Board meeting.

2.5  Duties of the President-Elect (amended July 31, 2008)

In addition to the duties specified in the By-Laws, the President-Elect shall propose replacements for all appointive vacancies that are expected to occur during his/her term of office as President. At the RSNA meeting, the President-Elect will submit the names of appointees for all vacancies to the Board for their concurrence.

2.6  Duties of the Secretary (amended July 29, 2004, November 30, 2005, March 21, 2009 and November 4, 2009)

In addition to the duties specified in the By-Laws, the duties of the Secretary will include the following:

2.6.1  Distribute the agenda for each Board meeting to all Board members.

2.6.2  Certify the eligibility of proxies named by Board members for meetings at which they are absent.

2.6.3  Transcribe and distribute the minutes of each Board meeting, Annual Meeting, and Executive Committee (EXCOM) meeting as follows:

Board Meeting Minutes: General Membership

EXCOM Meeting Minutes: Board

Annual Business Meeting Minutes: General Membership

2.6.4  Keep an up-to-date record of the membership, including their status and their addresses.

2.6.5  Communicate with each newly elected AAPM member and each AAPM member whose status changes to indicate their membership status and other pertinent information.

2.6.6  Distribute information electronically to Board members as needed and facilitate on-line Board votes as described in relevant Administrative Policies.

2.6.7  Distribute to Members and Emeritus Members the ballot and biographical information for the annual general election at least six weeks prior to the Annual Business Meeting . Instructions shall accompany the ballots and biographical information. The method of balloting shall be as described in a current Administrative Policy document that has been approved by the Board.

2.6.8  (repealed July 29, 2004)

2.6.9  (repealed March 21, 2009)

2.6.10  Communicate with each member whose dues are not paid by March 1 informing him of his condition and the consequences of it.

2.6.11  Coordinate communications to the general membership.

2.6.12  Provide to the Board for their consideration any business of the Board which the Board has decided to conduct through the mail or through electronic means of communication. Report to the general membership all decisions of the Board which have been concluded through the mail or through electronic means of communication.

2.6.13  Provide to Members and Emeritus Members proposed By-Law amendments, statements of the Board on such amendments, and arguments for and against such amendments expressed at the Annual Business Meeting for the purpose of conducting a vote for the adoption or rejection of such amendments.

2.7  Duties of the Treasurer

In addition to the duties of the Treasurer as specified in the By-Laws, the Treasurer shall perform the following duties:

2.7.1  See that the necessary IRS reports are filed.

2.7.2  Bank the Corporation's reserve funds in profitable accounts.

2.7.3  Prepare an annual budget for approval by the Board.

2.7.4  Insure that the accounts of Medical Physics are audited on an annual basis.

2.7.5  Insure that accounts which administer government contracts are audited on an annual basis.

2.7.6  Instruct the Chapters on IRS compliance and the necessary financial reports which should be sent to the Corporation.

2.7.7  Secure the approval of an accountant for all accounting practices.

2.7.8  Certify the adequacy of the dues structure and distribute the dues structure upon request.

2.7.9  Review and approve with the Secretary all requests for membership mailing lists.

2.7.10  Act as legal agent for the Corporation in contracts which require the individual, who is responsible for fiscal affairs, to be the legal representative.

2.8  Duties of the Editor of Medical Physics (amended November 30, 2005 and October 21, 2010)

The Editor of Medical Physics shall be responsible for publication of the primary journal of the Corporation, Medical Physics. The term of office of the Editor shall be three years, renewable at the discretion of the Board of Directors. In addition, the Editor shall perform the following duties:

2.8.1  Serve as Chair of the Editorial Board

2.8.2  Receive all manuscripts proffered for publication in Medical Physics.

2.8.3  Distribute manuscripts received for review including advice from the Editorial Board, where appropriate.

2.8.4  Appoint an Associate Editor for each manuscript, notify authors regarding action taken, and, if accepted, communicate appropriately with the publisher. The individual duties of the Associate Editors will be delegated by the Editor.

2.8.5  Arrange with the publisher a schedule for the publication of each issue, and supply manuscripts and other material to meet this schedule.

2.8.6  Receive, from any AAPM Member, suggestions regarding changes in operations and policy. Such suggestions are to be considered by the Editorial Board:

  1. For information, if operational;
  2. For continued review, if a matter of policy.

2.8.7  Receive assistance from the Editorial Board, which shall consist of the Editor, the Treasurer, and additional members which are appointed by the Editor with concurrence of the Board of Directors. The editorial policy of Medical Physics shall be recommended by the Editorial Board to the Board of Directors for their concurrence.

2.8.8  Editorial Board members may be reappointed on an annual basis. Editorial Board members may serve up to 12 consecutive terms. After serving up to 12 consecutive terms, Editorial Board members shall not be eligible to serve on the Editorial Board for a period of one year.

2.9  (repealed April 13, 2010)

2.10  Duties of the AAPM Website Editor (added February 7, 2008)

The Website Editor shall be responsible for the content of the AAPM website and related activities. The term of office of the Editor shall be three years, renewable at the discretion of the Board of Directors. The Editor shall be guided by the rules and actions of the Electronic Media Coordinating Committee. In addition, the Editor shall perform the following duties:

2.10.1  Nominate Associate Website Editors for consideration by The Electronic Media Coordinating Committee, to serve on a Board of Editors. The individual duties of the Associate Editors will be delegated by the Editor.

2.10.2  Establish, in consultation with the Board of Editors and others as appropriate, overall goals and policies for the website.

2.10.3  Assist and coordinate the web presence of committees and other entities of the AAPM.

2.10.4  Receive, from any AAPM Member or other source, suggestions regarding the website and review them with the Board of Editors and others as appropriate.

2.10.5  Direct periodic redesign of the website or portions of the website consistent with overall goals and policies.

2.10.6  Work with and through the AAPM staff to monitor web-related activities to ensure that web postings are appropriate in content and in placement.

2.10.7  Resolve issues of dispute related to content and placement.

2.10.8  Establish procedures to ensure that postings remain appropriate in content and in placement.

2.10.9  Work with and through the AAPM staff to monitor web traffic.

2.10.10  Develop and maintain related statistics.

2.10.11  Prepare reports for the Electronic Media Coordinating Committee

3.0  COMMITTEES

3.1  Appointments and Tenure (amended December 3, 2003, November 4, 2009, April 13, 2010 and February 4, 2014)

3.1.1  Eligibility for Appointment

3.1.1.1  Standing Committees
As specified in the By-Laws for standing committees. The eligibility requirements for voting members of councils and categorical council committees shall be the same as that for other standing committees. Standing committee members that are appointed by virtue of an office or position held may be designated as ex-officio. Where appropriate, specific ex-officio appointments may be designated as non-voting. Ex-officio appointments of committee members that are not Members or Emeritus Members will be as non-voting. Consultants may be appointed to committees in a non-voting capacity.

3.1.1.2  Subcommittees, Working Groups, Task Groups
Subcommittees may be appointed by standing committees. Working groups may be appointed by standing committees or subcommittees. Task groups may be appointed by standing committees, subcommittees and working groups. The eligibility for appointment to voting membership in subcommittees, working groups and task groups is the same as specified in the By-Laws for standing committees.

3.1.2  Process for Nomination and Appointment of the Chair and Members

3.1.2.1  Standing Committees
The President, with the concurrence of the Board, shall appoint the members of standing committees, except for Categorical Council Committees, and will designate a chair from the voting members. Each Council, with concurrence of the Board, shall appoint the members of subordinate Categorical Council Committees and will designate a chair from the voting members. Each Council shall report all appointments and chair designations for subordinate Categorical Council Committees to the AAPM Secretary at the time of initial appointment and at least annually thereafter. Due to the necessity for interim appointments caused by unforeseen circumstances or to the exigency of certain situations, the Board shall give the Councils the privilege of making interim appointments to Categorical Council Committees without the concurrence of the Board. However, all interim appointments must be presented to the Board as soon as practicable and no later than the next Board Meeting. Such appointments must be approved by the Board to be continuing. Each council or committee chair will designate a Vice-Chair from the voting members, and may appoint ex-officio non-voting members and consultants in a non-voting capacity. All terms of appointment begin on January 1 of the year following Board approval of the appointment except as provided for in these By-Laws and in accordance with the Rules.

3.1.2.2  Subcommittees, Working Groups, Task Groups
The parent committee will appoint voting members of a subcommittee and will designate a chair from the voting members. The parent committee or subcommittee will appoint voting members of a working group and will designate a chair from the voting members. The parent committee, subcommittee or working group will appoint members of a task group and will designate a chair from the voting members. The chair of a subcommittee, working group or task group may appoint ex-officio non-voting members and consultants in a non-voting capacity. All terms of appointment begin on January 1 of the year following Board approval of the appointment except as provided for in these By-Laws and in accordance with the Rules. All appointments and chair designations shall be reported to the AAPM Secretary by the responsible standing committee at the time of initial appointment and at least annually thereafter.

3.1.3  Terms of Appointment of Chairs
Chairs of standing committees, including councils, and categorical council committees, shall be appointed for three-year terms, once renewable, subject to annual reappointment, unless otherwise specified in the rules for that council or committee. Council Chair Designates shall be appointed in the year preceding the final year of the current Council Chair. Chairs of subcommittees and working groups shall be appointed for three-year terms, once renewable, subject to annual reappointment, unless otherwise specified in the Rules. Chairs of task groups shall be appointed for the lifetime of the task group, subject to annual reappointment. The term limits for appointment as chair of a given committee, subcommittee, or working group are not constrained by the length of time previously served as member, Vice-Chair or Chair-designate of the same body. After serving one term (or two consecutive terms) as chair, a Member shall not be eligible for re-appointment to the same chairmanship for a period of at least one year. It is desirable that more than one-year elapse between appointments as chair of a specific committee, subcommittee or working group.

3.1.4  Terms of Appointment of Members
Voting members of standing committees, subcommittees and working groups shall be appointed for three-year terms, once renewable, subject to annual reappointment, unless otherwise specified in the Rules. Voting members of task groups shall be appointed for the lifetime of the task group, subject to annual reappointment, unless otherwise specified in the Rules. Ex-officio members shall be appointed and reappointed annually during their term of office. Consultants may be appointed for annual terms without limit to the number of terms. After serving one term (or two consecutive terms) as a member of a committee, subcommittee or working group, a Member shall not be eligible for re-appointment to the same body for a period of at least one year. It is desirable that more than one-year elapse between appointments as a member of a specific committee, subcommittee or working group.

3.2  Standing Committees (amended November 30, 2005, February 7, 2008, November 4, 2009, April 13, 2010 and September 9, 2011)

In addition to the standing committees specified in the By-Laws, there will be the following standing committees:

  1. Categorical Council Committees
  2. Strategic Planning Committee
Chairs of all Standing Committees shall provide a report of committee activity to the Board through the Secretary at least annually. It is the responsibility of the Chair of each committee to keep the Board and the President informed, through the Secretary, of all significant actions of that committee during the year. Categorical council committees will report their annual activities to the Board through their parent councils. Unless otherwise provided for, committees are free to adopt their own rules of operation. A written copy of the procedures of operation should be submitted to the Board through the Secretary.

3.3  Meetings (amended November 4, 2009 and October 21, 2010)

3.3.1  Each standing committee, including councils and categorical council committees, shall meet at least once annually, unless otherwise specified. Each subcommittee, working group and task group shall meet at least once annually, unless otherwise specified. A summary of actions shall be recorded.

3.3.2  Any AAPM member may attend any meeting of the Board, any council, any committee except the Executive Committee, any subcommittee, any working group or any task group except for executive sessions.

3.3.3  In addition to meetings, Councils, Committees, Subcommittees, Working Groups and Task Groups may conduct business through electronic means of communication. When such business involves electronic voting, approval of a motion shall require a simple majority of the votes cast, provided at least half of the voting members cast a vote, unless specified otherwise in the Rules.

3.4  Executive Committee (amended December 4, 2002 and October 9, 2007)

Purpose
The Executive Committee shall provide operational oversight and general supervision of the business of the Association in the intervals between Board meetings as provided in the Rules.

Membership
The Executive Committee shall consist of the President, the President-elect, the Chairman of the Board, the Secretary, the Treasurer and the Executive Director, ex-officio, non-voting.
Officers-designate, ex-officio, non-voting, after their election and for the remainder of the year following certification of the election results by the Secretary.
Immediate Past-Secretary, non-voting for one year following term of office, at the discretion of the Chairman of the Board.
Immediate Past-Treasurer, non-voting for one year following term of office, at the discretion of the Chairman of the Board.

Liaisons and Relationships with Other AAPM Committees and External Entities
With the Board of Directors.
With Councils and Committees in accordance with the standard Rules.

Terms of Office
For the duration of the term of office, or as specified above.

Conduct of Business
The Executive Committee shall meet a minimum of twice annually.
A quorum shall consist of three voting members, one of whom shall be either the President or President-elect.
The Executive Committee may transact all or such part of its business as it deems appropriate in closed session from which Members, except current Board members, may be excluded.

Reporting requirements
The Executive Committee acts for and reports to the Board of Directors, in accordance with the standard Rules.

Activities
The activities of the Executive Committee include, but are not limited to:

  1. Studying and making recommendations on any matter referred to it by the President or the Board.
  2. Assisting the President in executing Board decisions and in coordinating the work of the committees.
  3. Assisting the Secretary in preparing the agenda for the Board and other meetings.
  4. Exercising general supervision of the business of the AAPM in the intervals between Board meetings in accordance with instructions issued from time to time by the Board.
  5. Reporting all actions taken to the Board at the next scheduled Board meeting.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.4.1  The Executive Director of the Association shall be a non-voting member of the Executive Committee.

3.5  Nominating Committee (amended November 29, 2006, July 31, 2008 and November 4, 2009)

Purpose
The Nominating Committee shall make nominations for Board Members-At-Large, President-Elect, Secretary and Treasurer.

Membership
The President, who shall be Chairman.
Two appointed Members who are not currently serving on the Board of Directors.
Liaisons and Relationships with Other AAPM Committees and External Entities
With the Board of Directors.

Terms of Office
One year.

Conduct of Business
The Nominating Committee shall select a slate of candidates for positions for Officers and for Board Members-at-Large. The Nominating Committee shall not nominate one of its own members for any elective office.

At least fifteen weeks prior to the Annual Business Meeting, the Nominating Committee shall present its slate of candidates to the Board of Directors. Nominations for President-Elect, Secretary, and Treasurer require Board concurrence.

Report requirements
To the Board of Directors.

Activities
The activities of the Nominating Committee include, but are not limited to:

  1. Selecting from a list of current or previous Board Members the following:
    • Two nominees for President-elect,
    • At least one nominee for Secretary, and
    • At least one nominee for Treasurer.
  2. Selecting from a list of current Full or Emeritus Members two nominees for Board Members-at-Large for each vacancy.
  3. Affirming that, in each case, the nominee is eligible and willing to serve, if elected.
  4. Obtaining biographical sketches for each nominee.
Subcommittees
None

Task Groups
None

3.6  Education Council (amended December 4, 2002, December 3, 2003, November 30, 2005, November 29, 2006, November 4, 2009, April 13, 2010 and February 4, 2014 )

Purpose
As specified in the By-Laws.

Membership
As specified in the By-Laws.
The Chair of the Council will be appointed.
The Chair-designate, after appointment and for the remainder of time before succeeding as Chair.

Liaisons and Relationships with Other AAPM Committees and External Entities
The Chair of the Education Council shall serve as an ex-officio member of the Board of Directors, without vote.
With all Councils through the Council Chairs, or their designate.
Meeting Coordination Committee
Electronic Media Coordinating Committee.
Education Council of the Radiological Society of North America.
Others as necessary.

Terms of Office
In accordance with the standard Rules.

In order to assure continuity, terms of service should be staggered in such a way that approximately one-third of the Education Council receives new appointments each year. The President may, after consultation with the Chair of the Education Council, dismiss a Council member who is absent from two consecutive meetings of the Education Council.

Conduct of Business
The Education Council shall meet at least twice annually. When the Chair is unable to preside over meetings of the Council, the Vice Chair will preside.

Reporting requirements
Board of Directors
When the Chair is unable to attend meetings of the Board, the Vice Chair will act as a substitute.

Activities

  1. Provide overall direction to the committees of the Education Council.
  2. Receive reports from the categorical Educational Committees.
  3. Review the appointments and charge of Subcommittees, Task Groups and Working Groups appointed by the categorical Educational Committees.
  4. Ensure liaison between the committees of the Education Council and among their respective Subcommittees.
  5. Ensure liaison with other Councils.
  6. Monitor the activities of categorical Educational Committees.
  7. Recommend appointments to the categorical Educational Committees.
  8. Submit an annual report to the Secretary. The report shall include the following material:
    1. Any changes to educational committees formulated by the Education Council since the last report;
    2. The accomplishments of each Educational Committee since the last report and a summary of work in progress (including the work and membership of any task force);
    3. A summary of any educational inquiries addressed to the AAPM since the last report and replies thereto;
    4. Accomplishments, work in progress and recommendations of the Education Council, as a whole, which are not included in the above.
    5. Recommendations on educational policy for the Board of Directors.
Committees
The categorical Educational Committees shall consist of the following:

  • Committee on the Education and Training of Medical Physicists
  • Committee on Medical Physics Education of Physicians
  • Continuing Professional Development Committee
  • Committee on Medical Physics Education of Allied Health Professionals
  • Committee on Public Education
  • International Educational Activities Committee
Subcommittees
Subcommittees may be appointed by a Committee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. The Chair of each Subcommittee will be a voting member of the parent Committee.

Working Groups
Working Groups may be appointed by a Standing Committee or Subcommittee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. The Chair of each Working Group shall be a member of the parent Council, Committee or Subcommittee.

Task Groups
Task Groups may be appointed by a Standing Committee, Subcommittee or Working Group to accomplish specific tasks within their purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. Each Task Group must be endorsed by the Council at least annually or be considered disbanded. The Chair of each Task Group will be a voting member of the parent Council, Committee, Subcommittee or Working Group.

3.6.1  The Committee on the Education and Training of Medical Physicists (amended November 29, 2006 and October 9, 2007)

Purpose
The Committee on the Education and Training of Medical Physicists shall advise the Education Council and, through it, the Board of Directors, on matters related to the training of medical physicists.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
American Board of Radiology Physics Credentials Committee
American Association of Physics Teachers
AIP Committee on Manpower
Others as necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
Education Council
In accordance with the standard Rules.

Activities

  1. Formulate and implement activities to collect information about, and improve the selection and training of, medical physicists:
  2. Collect, analyze and distribute information about
    1. The number of trainees in medical physics;
    2. The number and characteristics of training programs in medical physics.
    3. The need and demand for newly trained medical physicists.
  3. Prepare and distribute guidelines for training of medical physicists and the establishment of appropriate standards for training.
  4. Collect information regarding funding of training.
  5. Recommend programs and activities to further the professional education and skills of established medical physicists.
  6. Award and manage scholarships and grants to individuals or groups in furtherance of the Association’s tax exempt purposes and the Association’s efforts to promote education and research activities
  7. Identify and recommend to the Board the types of scholarships and grants which it deems appropriate for awards.
  8. Maintain all necessary records in conjunction with the awarding of all scholarships and grants and make them available to any interested party upon request.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.6.2  The Committee on Medical Physics Education of Physicians (amended November 29, 2006)

Purpose
The Committee on Medical Physics Education of Physicians shall advise the Education Council and through it, the Board of Directors, on matters related to the medical physics education of radiologists, radiation oncologists, nuclear-medicine physicians, and other physicians.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
The American Association of Academic Chief Residents in Radiology (A³CR²);
The Association of Residents in Radiation Oncology (ARRO);
The ACR Commission on Medical Physics’ Committee on Education; and
The appropriate American Board of Radiology Written Exam Committees.
The Association of Program Directors in Radiology (APDR);
The AAPM-RSNA Education Coordination Subcommittee of the Continuing
Professional Development Committee
Others as necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules

Reporting requirements
Education Council
In accordance with the standard Rules.

Activities

  1. Formulate and implement activities to collect and disseminate information related to the teaching of medical physics to physicians.
  2. Develop and promote audiovisual and other teaching aids that may be used in teaching medical physics to physicians and physicians-in-training.
  3. Develop and promote laboratory exercises that can be performed in the hospital or clinic to illustrate basic physics principles.
  4. Formulate recommendations regarding appropriate medical physics curriculum
  5. Develop and disseminate bibliographies of educational resources.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.6.3  Continuing Professional Development Committee (repealed and reenacted December 4, 2002, amended November 30, 2005 and October 21, 2010)

Purpose
Ensure that sufficient professional educational activities are available to AAPM members to develop and maintain their competencies through the AAPM and through other organizations

Membership and Terms of Office
Membership in according with standard Rules
Chair of the Education Sub-committee of the Meeting Coordination Committee ex officio, voting
Chair of any subcommittee ex officio, voting

Liaisons and Relationships with Other AAPM Committees and External Entities
With the Meeting Coordination Committee through the Chair of the Education Sub-committee of the Meeting Coordination Committee.
With the other organizations to implement stated activities/responsibilities

Terms of Office
In accordance with standard Rules.

Meeting requirements and conduct of business between meetings
In accordance with standard Rules.

Reporting requirements
Through the Education Council

Activities

  1. Assess, periodically, the professional educational needs of the AAPM membership.
  2. Oversee the AAPM Summer School.
  3. Oversee the AAPM on-line educational content and program.
  4. Support educational activities required for maintenance of certification.
  5. Work with the Meeting Coordination Committee to ensure that professional educational programs at the Annual Meeting meet the needs of the AAPM membership.
  6. Ensure coordination between the professional educational activities of the AAPM and those of related organizations and make recommendations to those organizations concerning the professional educational needs of medical physicists.
  7. Provide, with the approval of the AAPM Board, advice to other organizations and government agencies about the professional educational needs of medical physicists.
  8. Ensure that the AAPM engages in other professional educational activities as necessary.
  9. Make recommendations to educational accreditation agencies, such as CAMPEP, concerning the accreditation of medical physics professional educational activities.
  10. Oversee the sponsorship, endorsement and co-sponsorship of professional educational activities in accordance with AAPM policies.
  11. Prepare and ensure dissemination of a calendar of educational events of interest to medical physicists.
  12. Arrange for the publication of professional educational materials.

3.6.4  The Committee on Medical Physics Education of Allied Health Professionals (amended November 29, 2006)

Purpose
The Committee on Medical Physics Education of Allied Health Professionals shall advise the Education Council and, through it the Board of Directors, on matters related to the medical Physics Education of Allied Health Professionals and therapists. It shall promote the upgrading of physics teaching in technology training programs.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
The American Society of Radiologic Technologists
The American Registry of Radiologic Technologists
The American Association of Medical Dosimetrists
The Nuclear Medicine Technologists Certification Board
Others as necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
Education Council
In accordance with the standard Rules.

Activities

  1. Formulate and implement activities to develop, collect and disseminate information related to the education of allied health professionals.
  2. Develop and disseminate audiovisual and other teaching aids
  3. Develop and disseminate laboratory exercises that can be performed in the hospital or clinic radiology facilities to illustrate the principles of physics related to radiography and other disciplines;
  4. Make recommendations for appropriate medical physics curriculum in allied professions; and
  5. Provide bibliographies of medical physics educational resources.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.6.5  The Committee on Public Education (amended November 29, 2006)

Purpose
The Committee on Public Education shall advise the Education Council and, through it, the Board of Directors, on ways of promoting medical physics to the general public.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
The American Institute of Physics
Others as necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules

Reporting requirements
Education Council

Activities

  1. Collect appropriate information related to the practice of medical physics and disseminate to the general public.
  2. Disseminate factual information regarding radiation and its relationship to public health to the general public.
  3. Encourage development of audiovisual and other educational aids that may be used for public education.
  4. Organize and maintain a Speaker’s Bureau available to the general public.
  5. Initiate interaction with the news media to make the public aware of the contributions of medical physicists.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.6.6  (repealed April 13, 2010)

3.6.7  International Educational Activities Committee

Purpose
Ensure that the AAPM provides medical physics educational programs and educational resources to medical physicists working outside of the USA and Canada.
Ensure coordination between these international educational activities of the AAPM and those of related organizations.

Membership and Terms of Office
Membership in accordance with standard Rules.
Minimum of four at-large members, including the Chair.
The following are ex-officio voting members: Chair of International Affairs Committee, Chair of any subcommittee.

Liaisons and Relationships with Other AAPM Committees and External Entities
With the International Affairs Committee.
With the Continuing Professional Development Committee for the development of policies for endorsement, co-sponsorship and sponsorship of international education activities.
Educational liaisons to international organizations such as the International Organization For Medical Physics (IOMP), International Atomic Energy Agency (IAEA), World Health Organization (WHO) and Pan American Health Organization (PAHO).

Terms of Office
In accordance with standard Rules.

Meeting requirements and conduct of business between meetings
In accordance with standard Rules.

Reporting requirements
Through the Education Council

Activities

  1. Assess, periodically, the need for international educational activities and the associated activities of the AAPM.
  2. Develop and maintain policies for allocation of the AAPM’s international educational resources.
  3. Develop and maintain policies for the conduct of AAPM’s international education activities.
  4. Plan, develop, and direct, as appropriate, the international educational programs and activities of the AAPM, including the International Scientific Exchange Program.
  5. Coordinate the educational activities of the AAPM with those of related organizations.
  6. Endorse and Co-sponsor non-AAPM international education activities.
  7. Recommend to the AAPM Board sponsorship of non-AAPM international education activities.
  8. Provide advice to international organizations about educational needs in medical physics.
  9. Recommend to the AAPM Board advice intended for international agencies and foreign governments about the educational needs in medical physics.
  10. Develop budgets for the international educational activities of the AAPM.
Subcommittees
In accordance with the standard Rules.
International Scientific Exchange Program (ISEP).

3.7  Professional Council (amended December 4, 2002, December 3, 2003, November 30, 2005 and November 29, 2006, July 26, 2007, November 4, 2009, April 13, 2010 and February 4, 2014)

Purpose
As specified in the By-Laws.
Act as a clearinghouse for professional inquiries addressed to the Society by members or outside groups and shall route inquiries to the appropriate categorical professional committees.

Membership
As specified in the By-Laws.
The Chair of the Council will be appointed.
The Chair-designate, after appointment and for the remainder of time before succeeding as Chair.
The Chairpersons of categorical Professional Committees and two additional members.

Liaisons and Relationships with Other AAPM Committees and External Entities
The Chair of the Professional Council shall serve as an ex officio member of the Board of Directors, without vote.
With all Councils through the Council Chairs, or their designate.
Meeting Coordination Committee.
Electronic Media Coordinating Committee.
Others as necessary.

Terms of Office
In accordance with the standard Rules.
In order to assure continuity, terms of service should be staggered in such a way that approximately one-third of the Professional Council receives new appointments each year. The President may, after consultation with the Chair of the Professional Council, dismiss a Council member who is absent from two consecutive meetings of the Professional Council. Conduct of Business
The Professional Council shall meet at least twice annually. When the Chair is unable to preside over meetings of the Council, the Vice Chair will preside.

Reporting requirements
Board of Directors.
When the Chair is unable to attend meetings of the Board, the Vice Chair will act as a substitute.

Activities

  1. Provide overall direction to the committees of the Professional Council and monitor their activities.
  2. Receive reports from the categorical Professional Committees.
  3. Review the appointments and charge of Subcommittees, Task Groups and Working Groups appointed by the categorical Professional Committees.
  4. Ensure liaison between the committees of the Professional Council and among their respective subcommittees.
  5. Ensure liaison with other Councils.
  6. The Chair of the Professional Council shall submit an annual report to the Secretary. The report shall include the following:
    1. Any changes to professional committees formulated by Professional Council since the last report.
    2. The accomplishments of each Professional Committee since the last report and a summary of work in progress (including the work and membership of any task force.)
    3. A summary of any professional inquiries addressed to the AAPM since the last report and replies thereto.
    4. Recommendations of professional policy to the Board.
    5. Accomplishments, work in progress and recommendations of the Professional Council as a whole which are not included in the above.
  7. Recommend appointments to the categorical Professional Committees.
Committees
The categorical Professional Committees shall consist of the following:

  • Clinical Practice Committee
  • Committee on Ethics
  • Professional Economics Committee
  • Professional Services Committee
Subcommittees
Subcommittees may be appointed by a Committee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. The Chair of each Subcommittee will be a voting member of the parent Committee.

Working Groups
Working Groups may be appointed by a Standing Committee or Subcommittee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. The Chair of each Working Group shall be a member of the parent Council, Committee or Subcommittee.

Task Groups
Task Groups may be appointed by a Standing Committee, Subcommittee or Working Group to accomplish specific tasks within their purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. Each Task Group must be endorsed by the Council at least annually or be considered disbanded. The Chair of each Task Group will be a voting member of the parent Council, Committee, Subcommittee or Working Group.

3.7.1  The Clinical Practice Committee (amended November 29, 2006 and July 26, 2007)

Purpose
The Clinical Practice Committee shall advise the Professional Council and, through it, the Board of Directors, on matters relating to the clinical practice of medical physics.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
As necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
Professional Council

Activities

  • Developing channels of communication for the effective exchange of information with other organizations having similar interests;
    Conducting a periodic survey of AAPM members to assess the status of the practice of medical physics;
  • Proposing, when appropriate, to the Meeting Coordination Committee and the Continuing Professional Development Committee such activities as can serve to upgrade and update the knowledge and skills of the members in the practice of clinical medical physics;
  • Proposing, when appropriate, to the Committee on Public Education such publicizing efforts as can serve to inform the public of the contributions to society of clinical medical physics;
  • Surveying the relationship of clinical medical physicists to their medical colleagues and informing the membership of the findings.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.7.2  The Committee on Ethics (amended November 29, 2006)

Purpose
The Committee on Ethics shall advise the Professional Council and, through it, the Board of Directors, on matters relating to the ethical practice of medical physics.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
As necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
Professional Council.

Activities

  1. Prepare guidelines on the ethical practice of medical physics.
  2. Investigate complaints involving alleged unethical practices of medical physics by or relating to AAPM members.
  3. Prepare and maintain procedures for resolving ethical problems.
  4. Educate the medical physics community on the ethical principles of professional practice
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.7.3  (repealed April 13, 2010)

3.7.4  (repealed April 13, 2010)

3.7.5  The Professional Economics Committee

Purpose
Monitor and analyze the activities of entities that influence reimbursement for medical physics services, advise the Association on the formal positions it should take on related issues, and provide information to the membership and other organizations.

Membership and Terms of office
Membership in according with standard Rules
Chair of any subcommittee ex officio, voting

Liaisons and Relationships with Other AAPM Committees and External Entities
With other organizations to implement stated activities/responsibilities

Terms of Office
In accordance with standard Rules.

Meeting requirements and conduct of business between meetings
In accordance with standard Rules.

Reporting requirements
Through the Professional Council

Activities/ Responsibilities

  • Review the proposed actions of CMS and other reimbursement agencies
  • Review guidelines that relate to the use of CPT codes and their implementation
  • Ensure coordination between the activities of the AAPM and those of related organizations
  • Work with related organizations to develop consistent responses to proposals and issues of mutual concern
  • Provide information to the membership through existing channels within the AAPM
  • Provide information to other organizations regarding reimbursement for professional medical physics services.
Subcommittees
In accordance with standard Rules

Task Groups
In accordance with standard Rules

3.7.6  Professional Services Committee (amended April 13, 2010)

Purpose
Develop and maintain programs and services related to support, enhancement and development of the career opportunities for medical physicists.

Membership
In accordance with the standard Rules
Chair, Placement Service Subcommittee ex-officio
Chair, Professional Survey Subcommittee, ex-officio
Chair, Member Insurance Services Subcommittee, ex-officio

Liaisons and Relationships with Other AAPM Committees and External Entities
EMCC to facilitate operation of the Placement Service and Professional Survey
AIP Statistics Division for consultation and survey management
Education and Training of Medical Physicists Committee

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules
The Professional Survey Subcommittee will have primary operational responsibility for the Professional Survey, under the overall direction of the Committee.
The Member Insurance Services Subcommittee will have primary operational responsibility for the member insurance program, under the overall direction of the Committee.

Reporting Requirements
Professional Council

Activities

  • Produce, analyze and publish the Professional Survey annually.
  • Gather and analyze workforce statistics.
  • Produce or analyze surveys on workforce information, economic and career statistics.
  • Create and operate a career services booth at the Association annual meeting.
  • Educate the membership on issues related to practice development and business management support.
  • Offer programs and services of value to the membership that support the careers of medical physicists, such as malpractice insurance, legal and contractual guidance, business education, employment counseling, marketing techniques and compensation negotiation.
Subcommittees
In accordance with standard Rules.
Professional Survey
Member Insurance
Medical Physicist Workforce
New Professionals
Peer Review Clearinghouse
Survey Validation

Task Groups
In accordance with standard Rules

3.7.13  (repealed November 30, 2005)

3.8  Science Council (repealed and reenacted in its entirety, December 1, 2004, amended March 21, 2009, November 4, 2009, April 13, 2010, September 9, 2011 and February 4, 2014)

Purpose
As specified in the By-Laws.

Membership
As specified in the By-Laws.
The Chair of the Council will be appointed.
The Chair-designate, after appointment and for the remainder of time before succeeding as Chair.
The Chair of the Committee on Therapy Physics who will serve as Vice Chair of the Council.
The Chair of the Committee on Imaging Physics who will serve as Vice Chair of the Council.
The Chair of the Research Committee
The Vice Chair of the Research Committee
The Chair of the Technology Assessment Committee.
The Vice Chair of the Technology Assessment Committee.
There will be a minimum of 6 other members.
Liaison members will be non-voting.

Liaisons and Relationships with Other AAPM Councils, Committees and External Entities
The Chair of the Science Council shall serve as an ex officio member of the Board of Directors, without vote. With all Councils through the Council Chairs, or their designate.
With the MCC
With the NRC, NIH and FDA
Others as necessary

Terms of Office
In accordance with the standard Rules.
In order to assure continuity, terms of office should be staggered in such a way that approximately one-third of the Science Council receives new appointments each year The President may, after consultation with the Chair of the Science Council, dismiss a Council member who is absent from two consecutive meetings of the Science Council.

Conduct of Business
The Science Council shall meet at least twice annually.
When the Chair is unable to preside over meetings of the Council, a Vice Chair will preside.

Reporting Requirements
Board of Directors.
When the Chair is unable to attend meetings of the Board, a Vice Chair will act as the substitute.

Activities

  • Provide overall direction to the Committees of Science Council.
  • Receive Reports from the Committees of Science Council
  • Review the appointment and charge of subcommittees, task groups and working groups by the Committees of Science Council.
  • Ensure liaison between the Committees of Science Council and among their respective subcommittees.
  • Ensure liaison with the other Councils.
Committees
The Committee on Therapy Physics, the Committee on Imaging Physics, the Research Committee and the Technology Assessment Committee will report to Science Council.

Subcommittees
Subcommittees may be appointed by a Committee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. The Chair of each Subcommittee will be a voting member of the parent Committee.

Working Groups
Working Groups may be appointed by a Standing Committee or Subcommittee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. The Chair of each Working Group shall be a member of the parent Council, Committee or Subcommittee.

Task Groups
Task Groups may be appointed by a Standing Committee, Subcommittee or Working Group to accomplish specific tasks within their purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. Each Task Group must be endorsed by the Council at least annually or be considered disbanded. The Chair of each Task Group will be a voting member of the parent Council, Committee, Subcommittee or Working Group.

3.8.1  Committee on Therapy Physics (amended November 30, 2005 and March 21, 2009)

Purpose
To implement the directives of the Science Council in the area of Therapy Physics.

Membership
A Chair and Vice Chair.
The Chair of each Categorical Subcommittee of this Committee, ex-officio, voting.
The Director of the Radiological Physics Center (RPC), ex-officio, voting.
A minimum of 6 other members.
Liaison members will be nonvoting.

Liaisons and Relationships with Other AAPM Councils, Committees and External Entities
With the Committee on Imaging Physics
With the Research Committee
With the NRC, FDA, Industry, ARS, ASTRO
Others as necessary

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the Standard Rules.
When the Chair is unable to preside over meetings of the Committee, the Vice Chair will preside.

Reporting Requirements
Science Council.
When the Chair is unable to attend meetings of the Council, the Vice Chair will act as the substitute.

Activities

  • Provide overall direction to the Subcommittees of this Committee.
  • Receive reports from the Subcommittees of this Committee.
  • Provide scientific and administrative review of the RPC.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with standard Rules

3.8.2  Committee on Imaging Physics (amended March 21, 2009)

Purpose
To implement the directives of the Science Council in the area of Imaging Physics.

Membership
A Chair and Vice Chair.
Chair of each Categorical Subcommittee of this Committee, ex-officio, voting.
A minimum of 4 other members.
Liaison members will be nonvoting.

Liaisons and Relationships with Other AAPM Councils, Committees and External Entities
With the Committee on Therapy Physics
With the Research Committee
With the NRC, FDA, Industry, RSNA
Other liaisons as necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the Standard Rules.
When the Chair is unable to preside over meetings of the Committee, the Vice Chair will preside.

Reporting Requirements
Science Council.
When the Chair is unable to attend meetings of the Council, the Vice Chair will act as the substitute.

Activities

  • Provide overall direction to the Subcommittees of this Committee.
  • Receive reports from the Subcommittees of this Committee.
Subcommittees
In accordance with standard Rules

Task Groups
In accordance with standard Rules

3.8.3  Research Committee (added March 21, 2009, amended September 9, 2011)

Purpose
To facilitate and promote scientific research involving physics in medicine.

Membership
A Chair and Vice Chair.
Chair of each Categorical Subcommittee of this Committee, ex-officio, voting.
At least one member of the Technology Assessment Committee will be an ex-officio voting member of the Research Committee.
A minimum of 4 other members.
Liaison members will be nonvoting.

Liaisons and Relationships with Other AAPM Councils, Committees and External Entities
At least one member of Research Committee will be an ex-officio voting member of the Therapy Physics Committee.
At least one member of Research Committee will be an ex-officio voting member of the Imaging Physics Committee.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the Standard Rules.
When the Chair is unable to preside over meetings of the Committee, the Vice Chair will preside.

Reporting Requirements
Science Council.
When the Chair is unable to attend meetings of the Council, the Vice Chair will act as the substitute.
Liaison reports to Therapy Physics, Imaging Physics Committees and Technology Assessment Committee.

Activities

  • Provide overall direction to the Subcommittees of this Committee.
  • Receive reports from the Subcommittees of this Committee.
Subcommittees
In accordance with standard Rules

Task Groups
In accordance with standard Rules

3.8.4  Technology Assessment Committee (added September 9, 2011)

Purpose
To identify activities and funded sources for assessing the efficacy and safety of emerging diagnostic and therapeutic technologies potentially important to radiology and radiation oncology, including database and computer support systems.

Membership
A Chair and Vice Chair.
Chair of each Categorical Subcommittee of this Committee, ex-officio, voting.
A minimum of 3 other members.
Liaison members will be nonvoting.
The Chair will appoint experts in radiology and radiation oncology as consultants to the Committee to provide guidance on key issues such as prioritization of technology assessments, assessment policies and objectives, funding strategies and resource allocation.

Liaisons and Relationships with Other AAPM Councils, Committees and External Entities
At least one member of the Technology Assessment Committee will be an ex-officio voting member of the Research Committee.

Terms of Office
In accordance with the standard Rules

Conduct of Business
In accordance with the standard Rules.
When the Chair is unable to preside over meetings of the Committee, the Vice-Chair will preside.

Reporting Requirements
Science Council.
When the Chair is unable to attend meetings of the Council, the Vice-Chair will act as the substitute.
Liaison reports to the Therapy Physics Committee, Imaging Physics Committee and Technology Assessment Committee.

Technical Activities
  • Identify emerging technologies potentially useful in radiology and radiation oncology
  • Determine degree of need for assessment of a chosen technology
  • Characterize absolute and relative performance parameters requiring assessment
  • Develop strategies to assess absolute and relative performance parameters
  • Contact manufacturers (if available) to gain access to technology
  • Identify experts in the chosen technology that are willing to perform the assessment
  • Perform the assessment and produce a report on the chosen technology that is written by experts in the field
Subcommittees
In accordance with standard Rules

Task Groups
In accordance with standard Rules

3.9  Administrative Council (enacted April 13, 2010, amended September 9, 2011 and February 4, 2014)

Purpose
As specified in the By-Laws.

Membership
The Chair of the Council will be appointed.
The Chair-designate, after appointment and for the remainder of time before succeeding as Chair.
The Administrative Council is comprised of the chairs of the categorical administrative committees and two additional members. The Treasurer, Chair of Professional Council and Executive Director will be ex-officio, non-voting members of the Administrative Council.
The Chair of Administrative Council will designate a Vice-Chair from the voting members.

Liaisons and Relationships with Other AAPM Committees and External Entities
The Chair of the Administrative Council shall serve as an ex-officio member of the Board of Directors, without vote.
With all Councils through the Council Chairs, or their designate.
Finance Committee
Others as necessary.

Terms of Office
In accordance with the standard Rules.
In order to assure continuity, terms of service should be staggered in such a way that approximately one-third of the Administrative Council receives new appointments each year. The President may, after consultation with the Chair of the Administrative Council, dismiss a Council member who is absent from two consecutive meetings of the Administrative Council.

Conduct of Business
The Administrative Council shall meet at least once annually. When the Chair is unable to preside over meetings of the Council, the Vice Chair will preside.

Reporting requirements
Board of Directors.
When the Chair is unable to attend meetings of the Board, the Vice Chair will act as a substitute.

Activities

  1. Provide overall direction to the committees of the Administrative Council.
  2. Receive reports from the categorical Administrative Committees.
  3. Review the appointments and charge of Subcommittees, Task Groups and Working Groups appointed by the Administrative Committees.
  4. Ensure liaison between the committees of the Administrative Council and among their respective Subcommittees.
  5. Ensure liaison with other Councils.
  6. Monitor the activities of categorical Administrative Committees.
  7. Recommend appointments to the categorical Administrative Committees.
  8. Submit an annual report to the Secretary. The report shall include the following material:
    1. Any changes to administrative committees formulated by the Administrative Council since the last report;
    2. The accomplishments of each Administrative Committee since the last report and a summary of work in progress (including the work and membership of any task force);
    3. A summary of any administrative inquiries addressed to the AAPM since the last report and replies thereto;
    4. Accomplishments, work in progress and recommendations of the Administrative Council, as a whole, which are not included in the above.
    5. Recommendations on educational policy for the Board of Directors.
Committees
The categorical Administrative Committees shall consist of the following:

  • Awards and Honors Committee
  • Membership Committee
  • Regional Organization Committee
  • History Committee
  • International Affairs Committee
  • Investment Advisory Committee
  • Development Committee
  • Journal Business Management Committee
  • Electronic Media Coordinating Committee
  • Meeting Coordination Committee
  • Government and Regulatory Affairs Committee
Subcommittees
Subcommittees may be appointed by a Committee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. The Chair of each Subcommittee will be a voting member of the parent Committee.

Working Groups
Working Groups may be appointed by a Standing Committee or Subcommittee to accomplish specific tasks within its purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. The Chair of each Working Group shall be a member of the parent Council, Committee or Subcommittee.

Task Groups
Task Groups may be appointed by a Standing Committee, Subcommittee or Working Group to accomplish specific tasks within their purview. Their establishment and charge must be approved by the Council. Their lifetime will be limited to the needs of the task. Each Task Group must be endorsed by the Council at least annually or be considered disbanded. The Chair of each Task Group will be a voting member of the parent Council, Committee, Subcommittee or Working Group.

3.9.1  Awards and Honors Committee (repealed and reenacted August 3, 2006, amended April 13, 2010)

Purpose
The Awards and Honors Committee shall recommend individuals to receive the National Awards and Honors of the Association and the time and place of their presentation.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
With the Meeting Coordination Committee.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with Policies and Procedures specified in Professional and Administrative Policy documents pertaining to awards.

Reporting requirements
Administrative Council

Activities

  1. Invite nominations from the membership and chapters for recipients of awards and honors as established in the Rules and in the Administrative Policies and Procedures.
  2. Recommend individuals to receive the national awards and honors of the Association.
  3. Ensure that appropriate plaques, certificates and/or other forms of recognition are provided for distribution to recipients.
  4. Provide an appropriately inscribed gavel for presentation to the outgoing Chairman of the Board.
  5. Make recommendations for special recognition of a Member or non-member when such is deemed appropriate.
  6. Provide other awards and honors as directed by the Board and arrange for a time and place for their presentation.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.2  Membership Committee (amended December 3, 2003 and April 13, 2010)

Purpose
Review and make a determination on all applications for AAPM membership and changes of membership status. Advise the AAPM Board of Directors through Administrative Council on all matters concerning membership requirements.

Membership
Appointment in accordance with the standard Rules
Minimum of six members including the AAPM Secretary, ex officio, voting

Liaisons and Relationships with Other AAPM Committees and External Entities
In accordance with the standard Rules.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules except as below:

Decisions on membership in the AAPM shall be based on the information submitted in the application and shall be in accord with the Articles of Incorporation, By-Laws, and Rules of the AAPM.

Decisions on membership in the AAPM shall require a 2/3 majority of a panel consisting of a minimum of six members of the Committee. If a 2/3 majority is not obtained, and for special cases as defined in the By-Laws, the application shall be reviewed by the committee as a whole, and a 2/3 majority of the entire Committee shall be required for a decision.

Reporting Requirements
Administrative Council

Activities

  • Examine all applications for membership and change of membership status
  • Decide on the appropriate class of membership
  • Accept or reject the applicant.
  • Inform the applicant of the Committee’s decision through the Office of the Secretary.
  • Provide the Board through Administrative Council with appropriate written information in the event that an applicant wishes to contest the decision made by the Committee or the Board.
  • Recommend fees for processing applications to the Finance Committee.
Subcommittees
In accordance with the standard Rules

Task Groups
In accordance with the standard Rules

3.9.3  Regional Organization Committee (repealed and reenacted August 3, 2006, amended April 13, 2010)

Purpose
The Regional Organization Committee shall provide a forum for discussion of Chapter concerns and issues. It shall foster communication among chapters and between the chapters and the Board of Directors. It shall review new chapter applications, monitor Chapter compliance with AAPM requirements and assist Chapters with meeting such requirements.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
In accordance with the standard Rules.
With Chapter officers.
With the Membership Committee.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
Administrative Council

Activities

  1. Maintain communication with the Chapters.
  2. Identify issues of concern to the Chapters and bring recommendations for action to the Board through Administrative Council.
  3. Review issues of concern to the AAPM that relate to Chapters and bring them to the attention of the Chapters.
  4. Review and evaluate applications for the establishment of new Chapters.
  5. Receive and evaluate statistics on the regional distribution of members.
  6. Recommend redistribution of chapter boundaries when required to maintain equitable access of members to Chapters and their activities.
  7. Monitor Chapter compliance with AAPM requirements
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.4  History Committee (added December 3, 2003, amended April 13, 2010)

Purpose
Ensure that the history of medical physics and that of the AAPM is preserved and disseminated

Membership
Membership in accordance with standard Rules
The Historian, ex-officio, voting
The Associate Historian for Photography, ex-officio, voting

Liaisons and Relationships with Other AAPM Committees and External Entities
Awards and Honors to coordinate memorials for deceased members at the Annual Awards Ceremony

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules:

Reporting Requirements
Administrative Council

Activities

  • Propose methods and policies to preserve documents, photographs, personal papers, professional memorabilia, scientific records and equipment of potential historical value.
  • Prepare and preserve an annual report of those activities of the Association of potential historical importance.
  • Generate, preserve and help disseminate a photographic record of the activities of the Association.
  • Advocate and facilitate the preparation of articles of historical interest for publication in appropriate media.
  • Identify deceased medical physicists and advocate and facilitate the preparation of obituaries for publication in appropriate media and the preparation and presentation of memorials at meetings of the Association.
  • Work with other organizations to preserve the history of medical physics and associated fields.
Subcommittees
In accordance with standard Rules
Apparatus Museum

Task Groups
In accordance with standard Rules

3.9.5  International Affairs Committee (repealed and reenacted August 3, 2006) (amended November 30, 2005 and April 13, 2010)

Purpose
The AAPM International Affairs Committee shall advise the AAPM Board of Directors through Administrative Council on matters related to activities of an international nature conducted either by individuals or committees on behalf of the Association.

Membership
In accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
With national and international organizations of medical physicists and related organizations. With the International Educational Activities Committee.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
Administrative Council


Activities

  1. Promote the application of physics to medicine and biology internationally.
  2. Disseminate scientific, technical, professional, and historical information concerning medical physics internationally.
  3. Serve as a clearinghouse for activities of an international nature of members, councils, and committees in order to provide coordination.
  4. Make recommendations to the President-Elect and/or the President for appointments of delegates and alternate delegates to international organizations such as the International Organization for Medical Physics (IOMP).
  5. Prepare reports on the international activities of the Association for the Board of Directors through Administrative Council.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.6  Investment Advisory Committee (repealed and reenacted August 3, 2006, amended April 13, 2010)

Purpose
The Investment Advisory Committee shall evaluate the various investment opportunities available to the Association and through Administrative Council advise the Board of Directors and the Executive Committee thereon. The Committee will have no fiduciary responsibility.

Membership
Minimum of three members normally selected for their interest and expertise in the management of financial investments.
The Treasurer ex officio, non-voting.
Others in accordance with the standard Rules.

Liaisons and Relationships with Other AAPM Committees and External Entities
With the Finance Committee.
With such investment firms as the Committee deems appropriate.
Others as necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
The Committee will meet at least twice each year in accordance with the standard Rules.

Reporting requirements
Administrative Council

Activities

  1. Seek the advice of professional money managers, subject to the approval of the Board of Directors.
  2. Evaluate and select an investment advisor in accordance with the investment policies specified by the Board of Directors.
  3. Evaluate, on a quarterly basis, the reports submitted by the investment advisor.
  4. Monitor the portfolio allocation in accordance with the policies established by the Board of Directors.
  5. Make recommendations to the Board of Directors through Administrative Council on the investment of Association funds, including recommendations for changes in asset allocations, if deemed appropriate.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.7  Development Committee (repealed and reenacted August 3, 2006, amended October 9, 2007 and April 13, 2010)

Purpose
The Development Committee shall coordinate efforts to solicit donations to the AAPM Education and Research Fund and other research and education funds.

Membership
Appointment of members will be by the Administrative Council, with concurrence by the Board of Directors.

Liaisons and Relationships with Other AAPM Committees and External Entities
With the Investment Advisory Committee.
Others as deemed necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
The Committee shall meet at least semi-annually in accordance with the standard Rules.

Reporting requirements
Administrative Council

Activities

  1. Develop and administer a planned-giving endowment program. Develop and plan fundraising activities for corporate groups and other organizations.
  2. Report annually to the Board through Administrative Council on its activities and on its compliance with the procedures established by the Board.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.8  Journal Business Management Committee (repealed and reenacted August 3, 2006, amended April 13, 2010)

Purpose
The Journal Business Management Committee shall be responsible for developing and maintaining an acceptable financial plan for Medical Physics and shall ensure review and continuity of editorial operations. The Committee will not select the editor.

Membership
The Business Manager of the Journal as Chair, the AAPM Treasurer, two at-large Members, the Editor of Medical Physics ex-officio voting and the Executive Director, ex-officio, non-voting.

Liaisons and Relationships with Other AAPM Committees and External Entities
The Editorial Board through the Editor.
The Publisher.

Others as necessary.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.
The Committee will meet at least semi-annually.

Reporting requirements
Administrative Council

Activities

  1. Prepare a semi-annual report for submission through Administrative Council to the Finance Committee and Board of Directors, containing a forecast of Journal operations for the ensuing year and including a narrative justification for any recommended changes which affect basic fiscal policy.
  2. Receive from the publisher all available data regarding subscription, advertising and all other sources of revenue and expenses for the Journal.
  3. Prepare and submit to the Finance Committee a statement of financial operations and a proposed budget for the Journal for the ensuing year.
  4. Consider trends in publishing that have potential impact on Journal operations in the longer term.
  5. Through Administrative Council make recommendations for actions, as necessary, for submission to and discussion with the Finance Committee and Board of Directors.
  6. Initiate a formal review of editorial operations and related issues in the penultimate year of each term of office of the Editor, and present a report to the Board of Directors with a recommendation to either offer a further term of office to the Editor, or to initiate the process to seek a new Editor.
  7. Initiate the process for the selection of a new Editor of the Journal, when appropriate.
  8. Develop and maintain written guidelines for the selection and review processes.
  9. Oversee the transitional process for a new Editor.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.9  Electronic Media Coordinating Committee (repealed and reenacted August 3, 2006) (amended July 29, 2004, November 30, 2005, February 7, 2008 and April 13, 2010)

Purpose
The Electronic Media Coordinating Committee shall provide general oversight over the information technology activities and infrastructure of the AAPM.

Membership
Up to five members at large, including the Chair.
The AAPM Treasurer, the Chair of the Journal Business Management Committee, the Chair of the Newsletter Subcommittee, the Council Chairs, the Website Editor, all ex-officio, voting.

Liaisons and Relationships with Other AAPM Committees and External Entities
In accordance with the standard Rules.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

The Placement Service Subcommittee will have primary operational responsibility for the Placement Service, under the overall direction of the Committee.

Reporting requirements
Administrative Council

Activities

  1. Receive reports from Information Services staff, the Website Editor, and other sources.
  2. Review general policy issues.
  3. Work with the Executive Director in allocating responsibilities and tasks for the Director, Information Services staff.
  4. Recommend and review related staffing requirements.
  5. Recommend and review related hardware and software requirements and configurations.
  6. Initiate and monitor potential revenue streams such as on-line advertising.
  7. Initiate the process for selection of a new Website Editor when necessary.
  8. Operate the Placement Service.
Subcommittees
Headquarters Technology Subcommittee
Media Relations Subcommittee
Newsletter Subcommittee
Placement Service Subcommittee
Other subcommittees in accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.10  Meeting Coordination Committee (repealed and reenacted August 3, 2006) (added November 28, 2001) (amended November 29, 2006 and April 13, 2010)

Purpose
The Committee shall have responsibility for all aspects of the Annual Meeting of the Association.

Membership
The Committee membership shall consist of the Chair of the Committee, the Treasurer (ex officio, voting), a member of the Awards and Honors Committee, a Member as Logistics Advisor, and the chairs of all subcommittees.

Liaisons and Relationships with Other AAPM Committees and External Entities
With all Councils through the Council Chairs.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
The Committee will meet at least semiannually.
In accordance with the standard Rules.

Reporting requirements
Administrative Council

Activities

  1. Appoint subcommittees to carry out the work of the Committee.
  2. Develop guidelines and procedures covering its responsibilities and those of its subcommittees.
  3. Through the Administrative Council make recommendations to the Board of Directors as to the selection of the sites and dates for Annual Meetings.
  4. Collaborate with the Editor of Medical Physics with respect to the publication of the program and abstracts of the Annual Meeting and other related matters.
  5. Recommend AAPM reimbursement of travel costs for speakers at the Annual Meeting.
  6. Recommend a schedule of registration fees for the meeting and its auxiliary events.
  7. Develop the budget for the Annual Meeting for presentation to the Finance Committee.
  8. Submit annual financial reports for discussion with the Finance Committee.
Subcommittees

  1. Scientific Program Subcommittee
  2. Educational Program Subcommittee
  3. Professional Program Subcommittee
  4. Technical Exhibits Subcommittee
  5. Analysis and Evaluation Subcommittee
Other subcommittees in accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.9.11  Government and Regulatory Affairs Committee (added December 3, 2003, amended July 28, 2005, November 29, 2006, March 21, 2009 and April 13, 2010)

Purpose
Advise on legislative and regulatory issues and on recommendations of governmental or non-governmental entities, where such issues affect medical physicists or the practice of medical physics. Advise on appropriate actions.

Membership
In accordance with the standard rules
Chair of the Professional Council
Chair of Professional Economics Committee
Chair of Radiation Safety Subcommittee
Chair of Radiation Protection subcommittee
Chair of the CRCPD subcommittee
One representative from the Research Committee
Liaison from the Nuclear Regulatory Commission (nonvoting)
Liaison from the Food and Drug Administration (nonvoting, CDRH and CDER)
A minimum of 6 additional AAPM members.

Liaisons and Relationships with Other AAPM Committees and External Entities
AIP Director of Government Relations
Conference of Radiation Control Program Directors
Organization of Agreement States

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules except as below:
The committee will meet at least every six months by any means deemed appropriate by the Committee and Administrative Council chair, such as a conference call.

Reporting Requirements
EXCOM through the Chair of Administrative Council

Activities

  • Oversee and direct the AAPM government and regulatory affairs effort except those dealing with reimbursement.
  • Coordinate the government and regulatory relations activities within the Association to ensure a broad based, uniform interface with Government and Regulatory agencies and other professional and scientific organizations.
  • The Committee will maintain direct contact with governmental and nongovernmental entities.
  • Through Administrative Council report to the Board annually on the government and regulatory affairs effort.
  • Direct information and questions regarding government and regulatory affairs to appropriate councils and/or committees within the AAPM.
  • Establish and maintain information programs for Association members on issues related to government and regulatory affairs.
  • Create background information on pending legislation and proposed and final rules and regulations of state, federal or non-governmental agencies, which may affect the practice of medical physics.
  • Aid members, committees or councils of the AAPM in their pursuit of information from various governmental sources.
  • Monitor and respond to issues from the Legislature and government fundingagencies that impact biomedical research.
Subcommittees
In accordance with standard Rules
CRCPD Subcommittee: This subcommittee shall direct, coordinate and implement the AAPM activities with the CRCPD. The chair of the committee shall be a liaison from the AAPM to the CRCPD. The other members shall include the liaisons from AAPM to CRCPD and other members appointed in accordance with the standard rules. The CRCPD subcommittee are not limited to two three-year terms but may be reappointed with the approval of the subcommittee chair and chair of GRAC.

Task Groups
In accordance with standard Rules

3.10  (repealed April 13, 2010)

3.11  (repealed November 28, 2001)

3.12  (repealed November 30, 2005)

3.13  (repealed April 13, 2010)

3.14  Rules Committee (repealed and reenacted August 3, 2006)

Purpose The Rules Committee shall act as interpreter of the Articles of Incorporation, the By-Laws and the Rules of the Association, subject to the requirements of applicable laws and regulations. It shall act as the vehicle for revising these governance documents.

Membership
In accordance with the standard Rules.
The Secretary will serve as an ex-officio, non-voting member of the Rules Committee.

Liaisons and Relationships with Other AAPM Committees and External Entities
The Chair of the Rules Committee will serve as the Parliamentarian of the Association.
With Legal Counsel through staff.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
The Board of Directors.

Activities

  1. Provide interpretation of the governance documents.
  2. Initiate amendments to the governance documents for internal consistency.
  3. Draft changes to the governance documents as directed by the Board.
  4. Seek the advice of Legal Counsel as needed on applicable laws and regulations.
  5. Review all proposed amendments to the governance documents and forward such proposed amendments to the Secretary along with comments for consideration by the Board.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.15  Ad Hoc Committees Appointed by the President (amended November 4, 2009)

The President may appoint ad hoc advisory committees. The President will notify the Board when an ad hoc committee is appointed and will provide the Board with the membership of the ad hoc committee and the charge to the committee. Ad hoc committees are appointed to carry out a specific task and will be dissolved once the task is accomplished, usually demonstrated through presentation of a final report to the officer responsible for creation of the ad hoc committee, which will be the President, or the Chair of the Board if the initiating President’s term of office expires before the ad hoc committee concludes the task. Ad hoc committees will automatically expire one calendar year from the appointment date, unless specific approval to extend the term of the ad hoc committee is granted by the Board. The officer receiving the report of the ad hoc committee will provide the report to the Board.

3.16  Finance Committee (amended October 9, 2007 and April 13, 2010)

Purpose
The Finance Committee shall advise the Board of Directors on all the fiscal affairs of the Association.

Membership
The Finance Committee shall be chaired by the Treasurer and shall consist of six at-large members, and the Chairs of the Meeting Coordination and Journal Business Management Committees, ex-officio, voting and the Chair of the Placement Service Subcommittee, ex-officio, voting. Council Chairs shall serve as ex-officio, non-voting members of the Committee.

Liaisons and Relationships with Other AAPM Committees and External Entities
With all Councils and Committees in accordance with the standard Rules.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
In accordance with the standard Rules.

Reporting requirements
Board of Directors

Activities

  1. Receive forecasts of income and expense from Councils, Committees and other sources.
  2. Seek input from the Investment Advisory Committee on performance of investments.
  3. Analyze the dues structure and recommend necessary adjustments.
  4. Prepare the annual budget for the Association.
  5. Recommend whether expenditures should be taken from general funds or reserve funds.
  6. Monitor the fiscal status of the Association periodically during the year.
  7. Prepare guidelines concerning the Association’s income and expenditures.
  8. Prepare and recommend a long-range financial plan for the Association.
Subcommittees
Budget subcommittee
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

3.17  (repealed April 13, 2010)

3.18  (repealed November 28, 2001)

3.19  (repealed December 3, 2003)

3.20  (repealed April 13, 2010)

3.21  (repealed April13, 2010)

3.22  (repealed December 3, 2003)

3.23  (repealed December 3, 2003)

3.24  (repealed April 13, 2010)

3.25  (repealed April 13, 2010)

3.26  (repealed April 13, 2010)

3.27  Audit Committee (added October 9, 2007 and amended March 21, 2009 and October 22, 2014)

Purpose
The Audit Committee shall monitor the integrity of the Association’s financial reporting process, the appropriateness of the Association’s accounting policies and internal controls, the independence and performance of the Association’s independent auditors, and report its findings to the Board.

Membership
Membership in accordance with standard Rules.
The Audit Committee shall consist of five voting members which includes the Chair.
The Chairman of the Board shall nominate members of the Audit Committee for the succeeding year who will be appointed by an affirmative vote of the Board.
At the time of initial appointment to the Audit Committee, all voting members, shall be current Board members or have served on the Board within the preceding three years.
The Chairman of the Board shall name the Chair of the Audit Committee, who shall be a member of the Board at the time of appointment and reappointment to their term as Chair.
No member of the Executive Committee shall serve concurrently as a voting member of the Audit Committee.
Appointments should be staggered such that appointment of no more than two new voting members occurs each year.

Liaisons and Relationships with Other AAPM Committees and External Entities
With the Board of Directors.
With the independent auditors

Terms of Office
In accordance with the standard Rules.

Conduct of Business
The Audit Committee shall meet at least twice annually, including at least one in-person meeting with the independent auditors to review the results of the audit and approve the audit report.

Reporting requirements
To the Board of Directors.

Activities
The activities of the Audit Committee include, but are not limited to:

  1. Selecting an independent audit firm to perform an annual audit of the Association's books and records.
  2. Reviewing the Association's financial operations.
  3. Reviewing the adequacy of the Association's financial controls and risk management systems.
  4. Reviewing the financial and compliance reporting systems.
  5. Reviewing the process by which the AAPM selects the auditing firm.
  6. Reviewing the recommendations of the auditing firm.
Subcommittees
None

Task Groups
None

3.28  Calibration Laboratory Accreditation Executive Committee (enacted April 13, 2010)

Purpose
The Calibration Laboratory Accreditation Executive Committee shall decide accreditation of laboratories assessed under the Dosimetry Calibration Laboratory assessment program.

Membership
Voting members of the Calibration Laboratory Accreditation Subcommittee will be ex-officio voting members of the Calibration Laboratory Accreditation Executive Committee.
AAPM Executive Director.

Liaisons and Relationships with Other AAPM Committees and External Entities
Calibration Laboratory Accreditation Subcommittee.

Terms of Office
In accordance with the standard Rules.

Conduct of Business
Accreditation decisions are made in executive session to assure confidentiality of the accreditation evaluation process.

Reporting requirements
To the Board of Directors.

Activities
The activities of the Calibration Laboratory Accreditation Executive Committee include, but are not limited to:

  1. Review (i) proficiency test results submitted to the Calibration Laboratory Accreditation Subcommittee,
    (ii) site visit reports from assessment teams approved by the Calibration Laboratory Accreditation Subcommittee, and
    (iii) any other appropriate material, and evaluate the performance of dosimetry calibration laboratories against the AAPM Criteria for Accreditation of Dosimetry Calibration Laboratories.
  2. Submit recommendations concerning accreditation of calibration laboratories directly to the Board.
Subcommittees
None

Task Groups
None

3.29  Strategic Planning Committee (enacted September 9, 2011)

Purpose
The Strategic Planning Committee shall oversee the implementation of the strategic plan, report to the Board on its progress and manage the ongoing assessment and revision of the strategic plan.

Membership
The Strategic Planning Committee will be chaired by the Chairman of the Board with members appointed by the Chairman of the Board and approved by the Board. The Strategic Planning Committee will have eleven members, consisting of:
  1. Six members serving 3-year terms beginning with their second year on the Board (and serving through the year after they complete Board service). In order to assure continuity, terms of service should be staggered in such a way that approximately two Board members receive new appointments each year. Any vacancies among the six members will be filled by Board members of former Board members in equivalent state of their term on the Board.
  2. Four presidential-chain officers: President-Elect, President, Chairman of the Board and Immediate Past-Chairman of the Board. In the event that the Immediate Past-Chairman of the Board is unable to serve, then the Chairman will appoint another past Board member experienced with the strategic planning process.
  3. Treasurer, Secretary, Executive Director and Council Chairs (ex-officio, non-voting)
Liaisons and Relationship with Other AAPM Committees and External Entitites

Terms of Office
As described under Membership above.

Conduct of Business
The Strategic Planning Committee will meet as needed, either in person or electronically. At least once a year, typically in the spring, the Strategic Planning Committee will meet in person with the Council Chairs and EXCOM to review the status of the current plan, assess any need for changes, and highlight potential adjustments to existing or future budgets or other resources. It will assist the Board in guiding the budget process. The Strategic Planning Committee will present a report on the strategic plan to the full Board at the summer meeting.

Activities
  1. Annually assess the strategic plan as a whole, and report to the Board on overall progress and on any need to adjust the plan.
  2. Periodically, at intervals of no more than five years, conduct a comprehensive revision of the strategic plan.
  3. Provide high level guidance to the Finance Committee, as needed, so that the budget reflects the strategic priorities.
Subcommittees
In accordance with the standard Rules.

Task Groups
In accordance with the standard Rules.

4.0  Membership, Fellowship and Affiliations (amended December 3, 2003, November 30, 2005, July 31, 2008 and October 29, 2009)

4.0.1  Application for membership and change of class of membership

As specified in the By-Laws. Applications for membership and change of class of membership will be transmitted to the Membership Committee for a determination. An applicant who wishes to contest this determination may request that the decision be reconsidered at the next Board meeting, at which time the decision of the Board shall be final. The applicant will notify the Executive Director of his/her acceptance of the membership classification offered within two months of notification by the Secretary, or the application will be considered withdrawn.

4.0.2  Ethical Behavior

All applicants for membership and affiliation must attest that they will abide by the AAPM Code of Ethics.

4.0.3  Termination of membership or affiliation for ethical misconduct

Sanctions specified within the AAPM Code of Ethics (up to and including expulsion from the AAPM) may be imposed for ethical misconduct. Members or affiliates expelled for ethical misconduct may eventually reapply for membership or affiliation as specified in the Code of Ethics.

4.1  Membership (amended October 29, 2009)

Membership is open to individuals who fulfill the requirements for Membership set forth in Article FIFTH of the Articles of Incorporation and in the By-Laws.

4.2  Emeritus Membership (amended December 4, 2002 and October 29, 2009)

A Member in good standing who meets the following requirements may request that the Membership Committee change his class of membership to that of Emeritus Member. An Emeritus Member must be 55 years of age or older, have been a Member in good standing for at least the preceding ten years, and have retired from the practice of medical physics. This status will revert to its previous status if the member resumes a career in medical physics. Emeritus Members shall have all the rights and privileges of Full Members.

4.3  Resident Membership (enacted October 29, 2009)

An applicant for Resident Membership shall provide an annual attestation from the program director of a CAMPEP Accredited Residency Program that they are currently eligible for Resident Membership on that basis.

4.4  Junior Membership (repealed October 9, 2007 and reenacted October 29, 2009)

An applicant for Junior Membership shall provide an annual attestation from a Member of the Association that they are currently eligible for Junior Membership on that basis.

4.5  Student Membership (enacted October 29, 2009)

An applicant for Student Membership shall provide an annual attestation that they are currently eligible for Student Membership on that basis. For graduate students and undergraduate students, the attestation shall be provided by the program director.

4.6  Corresponding Membership (amended July 28, 2005 and October 29, 2009)

Corresponding Membership is open to those scientists and engineers who meet the qualifications as set forth in the By-Laws.

Corresponding Members shall have the privilege of electing whether or not to receive Medical Physics at member rates. This will be reflected in the fee structure for Corresponding Membership.

4.7  Associate Membership (amended October 29, 2009)

The class of Associate Membership is appropriate for individuals working in areas of physics where there is no direct application to medicine or biology and for individuals who do not possess an earned graduate degree in the Physical or Biological Sciences, Computer Sciences, Mathematical Sciences, or Engineering.

Members who cease to be engaged in professional, research, or academic activity related to applications of physics in medicine and biology are eligible to change their class of membership to Associate Membership.

4.8  Honorary Membership (enacted October 29, 2009)

Individuals that have rendered outstanding service in the field of physics in medicine and biology may be nominated for Honorary Membership. Nominations shall be made by a Chapter of the Association, or by any two members of the Board of the Association. A nomination shall be accompanied by a signed letter of support of the nomination by a Chapter or by signed letters of support of the nomination by two members of the Board. Nominations shall be submitted with supporting material to the Secretary, who will forward the material to the Board. The Secretary will conduct a Board vote on the nomination. Upon an affirmative vote of at least three-fourths of the Board, the nominee will be elected as an Honorary Member of the Association. The newly elected Honorary Member shall be informed by letter from the AAPM President and be presented with an appropriate certificate or plaque during the next Awards and Honors Ceremony. Future issues of the AAPM Directory shall take appropriate note of the election of an Honorary Member.

4.9  Fellowship (amended October 29, 2009 and October 21, 2010)

The category of Fellow is established to honor members who have made significant contributions through one or more of the following:

  1. service to the AAPM
  2. the advancement of medical physics knowledge based upon independent original research or development
  3. medical physics educational activities, especially in regard to the education and training of medical physicists, medical residents, medical students, and allied health personnel
  4. leadership in the practice of medical physics
Individuals must be Full Members of the AAPM for at least the preceding ten years prior to being eligible for election to Fellow. Fellowship shall confer no special privileges. Members eligible for election to Fellows shall be nominated either by a Chapter of the Association, or by any two Fellows of the Association. Nominations made by a Chapter shall be signed by the President of the Chapter and be accompanied by a signed letter of support of the nomination by one Fellow. Nominations made by two Fellows shall be accompanied by signed letters of support of the nomination from the Fellows. The nomination shall be submitted with one or two letters of support, as described above, to the Executive Director, who will forward the material to the Chair of the Awards and Honors Committee. The Chair will circulate the material to the committee members who will vote at the next meeting or by electronic means of communication. In the case of a majority affirmative vote, the Chair shall present the results to the Board of Directors. The recommendations for Fellows shall be forwarded to the Secretary, who will transmit them to the Board of Directors at least 100 days before the time planned for presentation. The members of the Board shall be furnished with supporting material on each nominee together with a ballot. The Board vote can be by mail or through electronic means of communication or at the next Board Meeting. Approval by the Board requires a simple majority. The newly elected Fellow shall be informed by letter from the AAPM President and be presented with an appropriate certificate or plaque during the next Awards and Honors Ceremony. Future issues of the AAPM Directory shall take appropriate note of the elections to Fellow.

4.10  Corporate Affiliate (amended October 29, 2009)

The application will be transmitted to the Secretary. The Secretary shall bring the application to the Board.

4.11  International Affiliate (amended October 29, 2009)

Applications for Membership from medical physicists residing in developing countries who do not meet the degree requirements for membership or who are unable to obtain required letters of support for will be transmitted to the International Affairs Committee for a determination. An applicant who wishes to contest this determination may request that the decision be reconsidered at the next Board meeting, at which time the decision of the Board shall be final.

5.0  REGIONAL ORGANIZATIONS

5.1  Regional Chapters (amended December 1, 2004)

Regional Chapters shall have Constitutions and/or By-Laws and/or Rules that in no way conflict with those of the AAPM. Regional Chapters shall comply with reporting requirements established by the Board.

6.0  FINANCE

The finances of the AAPM are the responsibility of the Board. This responsibility may, in part, be delegated to the Treasurer and a Finance Committee and additionally to any committee involved with monetary affairs or funds of the AAPM. However, no individual or committee shall obligate AAPM funds without the approval of the Board. Any account which involves AAPM funds shall be subject to audit on an annual basis. The fiscal year shall commence on the first of January.

6.1  Dues (amended November 28, 2001; December 4, 2002; November 29, 2006)

Dues of the members shall be as per their billing. Annual dues of each class of membership may be obtained from the Treasurer. Dues become payable on the first day of January. Membership in the Association lapses if the Member fails to meet the dues requirements by March 1. Reinstatement is possible during the three calendar years beginning with the year of delinquency by payment of all delinquent and current dues plus a reinstatement fee that will be established by the Board. If reinstatement is not exercised during this period, the lapsed member must reapply as a new member and resubmit all required documents including the application fee.

Members in good standing may apply to the Membership Committee for a waiver or deferment of dues as a result of personal or financial hardship.

Members may be eligible for a dues waiver if they suffer disability which prevents them from holding full time employment. Such waivers will continue for as long as the Member affirms the continuance of the hardship.

Members in good standing for at least 10 years who reside in North America and are unemployed may be eligible for a deferment of dues for a period of up to two years. Membership in the Association lapses unless all deferred and current dues are paid by March 1 of the third year but may be reinstated if they are fully paid within that year.

Other hardship situations will be considered on a case-by-case basis.

Members who are denied a waiver or a deferment by the Membership Committee may request that their application be considered by the Board.

6.2  (repealed November 30, 2005)

7.0  ANNUAL BUSINESS MEETING

8.0  RULES OF THE CORPORATION

8.1  Purpose

8.2  Enactment and Amendment (amended March 21, 2009)

Amendments may be proposed and acted on at any Board meeting. Amendments may also be proposed by mail or through electronic means of communication to the Board through the Secretary who shall first review them with the Rules Committee. Amendments may be proposed by any Board member, Editor, Chair, AIP representative or appointed representative.

9.0  AMENDMENTS