BY-LAWS OF AMERICAN ASSOCIATION OF PHYSICISTS IN MEDICINE
(Adopted at Annual Business Meeting, Chicago, Illinois, December 2, 1965)
Section 1. Duties (amended December 4, 2002, October 20, 2005 & November 1, 2006)
The Board of Directors (the "Board") shall be responsible for the affairs of the Corporation.
The Board shall direct the use and care of all funds and properties of the Corporation. It shall prepare an operating budget for each fiscal year. The Board shall engage an independent audit firm to perform an annual audit of the Association’s books and records and to prepare a report of the audit and associated recommendations for the Board.
The Board shall appoint an Audit Committee to monitor the integrity of the Association’s financial reporting process, the appropriateness of the Association’s accounting policies and internal controls, and the independence and performance of the Association’s independent auditors, and report its findings to the Board.
The Board is responsible for promulgating the Rules as provided for in these By-Laws.
The Board may appoint an Executive Director with appropriate compensation to assist in handling the affairs of the Corporation.
The Board shall be responsible for the appointment of an Editor of Medical Physics.
The Board shall dissolve by two-thirds vote any Regional Chapter that which fails to meet the requirements for Regional Chapters as stated in the By-Laws and the Rules.
The Board, at its discretion, may collaborate with other organizations in sponsoring meetings.
The Board shall be responsible for formulating, promulgating, implementing and maintaining a conflict of interest policy, which shall be specified in the Rules.
The Board shall have other duties pursuant to these By-Laws and in accordance with the Rules.
Section 2. Composition (amended October 20, 2005)
The Board shall consist of one representative from each Regional Chapter of the Corporation, who will be called Representative Board Members, twelve representatives who will be elected by all Members and Emeritus Members of the Corporation, who will be called Board Members-at-Large, the elected officers of the Corporation and the Chairman of the Board. The Council Chairs, the representatives to the American Institute of Physics and the Executive Director shall be non-voting ex officio members of the Board.
Section 3. Nomination, Election, and Vacancies (amended December 4, 2002)
Representative Board Members shall be elected by Regional Chapters at such a time that the results can be reported to the Secretary before the Annual Business Meeting and in a manner specified by their own rules of procedure.
The Nominating Committee shall make at least eight nominations for the four annual vacancies for Members-at-Large. All nominees must be Members in good standing and give their written consent to the nomination. A list of those nominated by the Nominating Committee shall be mailed to each Member and Emeritus Member at least twelve weeks before the Annual Business Meeting. Further nominations for Board Members-at-Large may be made by at least two Members after written consent has been obtained from the nominee, who must be a Member in good standing. The Secretary must receive such nominations, together with the written consent and biographical information, at least ten weeks before the Annual Business Meeting.
The Secretary shall prepare and provide a Ballot to each Member and Emeritus Member together with biographical information on all nominees not less than six weeks before the Annual Business Meeting. The closing date for receipt of the completed ballots by the Secretary shall be three weeks before the Annual Business Meeting. The Secretary shall inform all candidates of the results of the election at least two weeks before the Annual Business Meeting.
The Secretary shall be responsible for the integrity of the election process. In the event of a tie vote for any office, the Board of Directors will vote by secret ballot at their next regularly scheduled meeting. The votes of all Board members attending shall be counted at once and the results announced. In the event of a tie vote by the Board, the tie shall be resolved by the Executive Committee in a closed session; if the vote of the Executive Committee is a tie, the election shall be decided by the flip of a coin by the Executive Committee.
Section 4. Terms of Office
Representative Board Members and Board Members-at-Large shall be elected for a three-year term, and after serving that term, shall not be eligible for re-election for a period of one year. One-third of the Board Members-at-Large shall be elected each year.
A Board Member's term of office shall begin on January l of the year following the Annual Business Meeting at which the election results are announced, and shall continue until his successor takes office. Should a Board Member-at-Large be unable to complete his term of office for any reason, the vacancy shall be filled for the remainder of the term by the unelected candidate in the immediately previous election for Board Member-at-Large who received the largest number of votes. The Secretary shall determine the appropriate individual and shall notify the President, the Board of Directors and the individual. Should a Representative Board Member be unable to complete his term of office for any reason, the vacancy shall be filled by the appropriate chapter through a mechanism defined by its by-laws.
Section 5. Board Meetings
Meetings of the Board will be at least annually in accordance with the Rules. A majority of all the Board Members who are entitled to vote shall constitute a quorum.
ARTICLE II. OFFICERS (amended November 1, 2006)
Section 1. Elected Officers
The elected officers shall be a President, a President-Elect, a Secretary, and a Treasurer. These officers shall be elected as provided in these By-Laws.
Section 2. Nomination and Election
The Nominating Committee, with concurrence of the Board, shall make nominations for President-Elect, Secretary, and Treasurer. Nominees must be current or previous Board members in good standing and they must give their consent. There shall be at least two nominees for President-Elect. Biographical information for all nominees will be attached to the ballot. The balloting procedure shall be as for Board Members-at-Large.
Section 3. Duties of the President
The president shall preside at all general meetings of the Corporation. The President shall preside at any meeting of the
Board from which the Chairman of the Board and the President-Elect are absent. He (*) shall call to the attention of the Corporation any matter which affects its interests. He shall take action in accordance with the recommendations of the Board to whom he shall report at each meeting of the Board. All matters of major policy shall have prior approval of a majority of the Board. With concurrence of the Board, he shall appoint members to represent the Corporation to other groups or societies as seem desirable. He shall be a non-voting member of all committees except the Executive Committee and Nominating Committee where he is a voting member. At the end of his term of office the President shall succeed to the office of Chairman of the Board.
Section 4. Duties of the President-Elect
The President-Elect shall preside at any meeting of the Corporation from which the President is absent. The President-Elect shall preside at any meeting of the Board from which the Chairman of the Board is absent. Should the office of President be vacated for any reason, the President-Elect shall assume his duties for the remainder of his term of office. The President-Elect shall be a non-voting member of all committees except the Executive Committee where he is a voting member. At the end of his term of office, the President-Elect shall succeed to the office of President.
Section 5. Duties of the Secretary
The Secretary shall keep in permanent form a correct record of all the transactions of the Corporation, the Board and the
Executive Committee. He shall be responsible for all correspondence of the Corporation to the members regarding meetings, amendments, membership status and like matters as specified in the Rules. In the event that an Executive Director is appointed by the Board, the Rules shall provide for delineation of administrative responsibilities. In the event that the offices of President and President-Elect both should become vacated for any reason, the Secretary shall call a meeting of the Board for the purpose of electing a President-Elect.
Section 6. Duties of the Treasurer
The Treasurer shall be responsible for the financial records of the Corporation and accountable for all funds that may accrue to the Corporation. He shall disburse such funds as may be necessary to meet the appropriations and expenses of the Corporation, subject to the approval of the Board. He shall present an audited financial report to the Corporation at the Annual Business Meeting.
Section 7. Duties of the Immediate Past-President
The Immediate Past-President shall be the Chairman of the Board and shall preside at all meetings of the Board. He shall also preside at all general meetings of the Corporation from which both the President and President-Elect are absent. He shall nominate members of the Audit Committee in conformance with prevailing laws and regulations, who will be appointed by an affirmative vote of the Board to serve for a one-year term but may serve for more than one term. He shall name the Chair of the Audit Committee, who shall be a member of the Board at the time of appointment.
Section 8. Terms of Office
A term of office for the President, President-Elect, Secretary, and Treasurer shall begin on January 1 of the year following the Annual Business Meeting at which the election results were announced and shall last for one year, one year, one year, and three years, respectively. The President may not directly succeed himself. The Secretary may be elected for one three-year term. The Treasurer may be elected for two three-year terms.
Section 1. Appointments and Tenure
The President, with the concurrence of the Board, shall appoint members to the Standing Committees except as provided for in these By-Laws and in accordance with the Rules.
Membership of Standing Committees shall be limited to Members and Emeritus Members of the Corporation who are in good standing. Their tenure shall be as specified in the Rules.
The President, with the concurrence of the Board, may establish other committees as the need arises or as required by these By-Laws. Membership and tenure of these committees shall be provided for in the Rules. Standing committees may appoint sub-committees as specified in the Rules. The chair of the sub-committee must be a member or ex-officio member of the standing committee.
Section 2. Standing Committees
The Standing Committees shall be:
- Executive Committee
- Finance Committee
- Nominating Committee
- Education Council
- Professional Council
- Science Council
- Other Standing Committees as specified in the Rules
Section 3. Executive Committee
The Executive Committee shall consist of the President, the President-Elect, the Chairman of the Board, the Secretary, the Treasurer, and, if appointed, the Executive Director. Additional members may be authorized according to the Rules.
The duties of the Executive Committee shall be in exercising general supervision of the business of the Corporation in the intervals between Board meetings as provided by the Rules.
Section 4. Finance Committee
The Finance Committee shall consist of the Treasurer, at least
two members of the Association and the Executive Director, who shall be an ex officio non-voting member. The duties of the Finance Committee shall be to present the financial condition of the Association at each meeting of the Board of Directors and to advise the Board on the expenditure of the Association Funds. Additional duties may be specified in the Rules.
Section 5. Nominating Committee
The President shall appoint a Nominating Committee each year at least six months before the next Annual Business Meeting which shall make nominations for Board Members-at-Large, President-Elect, Secretary, and Treasurer. This Committee shall be composed of the President, who shall be Chairman, and two appointed Members who are not currently serving on the Board.
Section 6. Education Council
The Education Council shall be composed of the chairpersons of the categorical Educational Committees, two additional members, a member of the Science Council as liaison, and a member of the Professional Council as liaison.
The categorical Educational Committees shall be established pursuant to the Rules.
The Education Council shall act as a clearinghouse for educational inquiries addressed to the Corporation by members or outside groups and shall route inquiries to the appropriate categorical Educational Committees. The Education Council shall consider and make recommendations of educational policy to the Board. It shall formulate specific charges for the guidance and direction of the categorical Educational Committees.
Section 7. Professional Council
The Professional Council shall be composed of the chairpersons of the categorical Professional Committees, two additional members, a member of the Science Council as liaison, a member of the Education Council as liaison, and the Director of the Placement Service as an ex officio member.
The categorical Professional Committees shall be established pursuant to the Rules.
The Professional Council shall act as a clearinghouse for professional inquiries addressed to the Corporation by members or outside groups and shall route inquiries to the appropriate categorical Professional Committees. The Professional Council shall consider and make recommendations of professional policy to the Board. It shall formulate specific charges for the guidance and direction of the categorical committees.
Section 8. Science Council (amended December 4, 2002 & October 20, 2005)
The Science Council shall be composed of the chairpersons of the categorical Science Committees, six additional members, a member of the Education Council as liaison, a member of the Professional Council as liaison, and the Chair of the Meeting Coordination Committee as an ex officio member.
The categorical Scientific Committees shall be established pursuant to the Rules.
The Science Council shall act as a clearinghouse for scientific inquiries addressed to the Corporation by the members or outside groups and shall route inquiries to the appropriate categorical Scientific Committees. The Science Council shall consider and make recommendations of scientific policy to the Board. It shall formulate specific charges for the guidance and direction of the categorical Scientific Committees.
ARTICLE IV. MEMBERSHIP, FELLOWSHIP AND AFFILIATION (amended November 1, 2006)
Section 1. Application
Applications for all categories of membership shall be in a form authorized by the Board. The method of review and election to membership shall be specified in the Rules. Applications for Membership, Associate Membership, and Corresponding Membership shall be supported by two Members and/or Emeritus Members in good standing who shall have personal knowledge of the applicant. For Membership and Corresponding Membership the supporting statements shall attest that the individual is primarily engaged in the practice of medical physics. The applicant will be informed of the type of membership offered and acceptance of the membership will be within the time prescribed by the Rules or the application will be considered withdrawn.
Sections 2. Privileges, Obligations and Benefits of Membership.
The privileges and obligations of membership shall be as specified in the Articles and By-laws. The benefits of membership shall be as specified in the Rules.
Section 3. Change of Class of Membership
Any individual desiring a change in membership classification shall submit a request to the Office of the Secretary. The method of review shall be as specified in the Rules.
The Board, by three-fourths vote, may also change the class of membership for any member in order that their membership is in accordance with the Articles of Incorporation and By-Laws.
Section 4. Termination of Membership
The membership of any member shall terminate upon occurrence of any of the following events: resignation of the member; use of degrees from non-accredited institutions or programs as defined in this Article; nonpayment of dues as specified in the Rules; or vote of the Board of Directors following a formal hearing by the Ethics Committee as specified in the Rules. Reinstatement of membership shall be as defined in the Rules.
Section 5. Requirements for Membership
Individuals who fulfill the requirements for Membership set forth in Article FIFTH of the Articles of Incorporation shall also meet the following academic requirements:
The individual shall have a Masters or Doctorate degree in science, engineering or related fields and be primarily engaged in the practice of medical physics. Academic degrees used for membership requirements must be from a fully accredited postsecondary institution or program accredited by one of the member accrediting agencies of the Council on Post-Secondary Accreditation, or its foreign equivalent if the degree is from a foreign institution. Exceptions will be considered on a case-by-case basis.
Section 6. Requirements for Junior Membership
Individuals who fulfill the requirements set forth in Article FIFTH of the Articles of Incorporation for Junior Membership shall also meet the following requirements:
The individual shall be a Resident, Post-doctoral Student or Fellow on a full- or part-time basis in a medical physics training program and shall provide an annual attestation from a Member of the Association that they are currently eligible for Junior Membership on that basis.
Section 7. Requirements for Student Membership
Individuals shall meet the following requirements to be eligible for Student Membership:
The individual shall be a Graduate Student on a full- or part-time basis in a medical physics program, or shall be an Undergraduate Student in an academic program in science, engineering or a related field program, and shall provide an annual attestation that they are currently eligible for Student Membership on that basis. For Graduate Students the attestation shall be provided by a Member of the AAPM. For Undergraduate Students the attestation shall be provided by the program director.
Section 8. Requirements for Associate Membership
The requirements for Associate Membership shall be set forth in the Rules.
Section 9. Requirements for Emeritus Membership
Individuals shall have completed a career in medical physics and shall be retired from the field of medical physics to be eligible for Emeritus Membership.
Section 10. Requirements for Honorary Membership
Individuals may be awarded Honorary Membership upon an affirmative vote of at least three-fourths of the Board. The process for Nomination shall be as specified in the Rules.
Section 11. Requirements for Corresponding Membership
Individuals residing outside the United States who do not wish to be a Member but who meet the requirements for Membership shall have the option of Corresponding Membership. A Corresponding Member shall not be a permanent resident of the United States or a temporary resident for more than six months.
Section 12 Fellowship
The requirements for election to Fellowship shall be set forth in the Rules.
Section 13. Corporate Affiliation
Corporate Affiliation shall be available to corporations or institutions to promote the activities of the Association. Applications for Corporate Affiliation shall be in a form authorized by the Board and shall state why such affiliation is desired. The Secretary shall bring the application to the Board. An affirmative vote of three-fourths or more of the Board is required for acceptance.
ARTICLE V. REGIONAL ORGANIZATIONS
Section 1. Regional Chapters (amended December 4, 2002)
Fifty or more Members or Emeritus Members may petition the Regional Organization Committee for permission to form a Regional Chapter. The committee shall recommend to the Board for approval or rejection of the Chapter. Such a Regional Chapter may continue its affiliation as long as it has at least fifteen Members or Emeritus Members. Individuals who have interests similar to the objectives of the Corporation but who are not eligible or do not wish to be members of the Corporation may be members of Regional Chapters.
Section 1. Dues (amended November 1, 2007)
Annual dues of the members are payable in a manner specified in the Rules. Non-payment of dues may terminate membership as prescribed in the Rules. "Members in good standing" shall refer to members whose dues are not in arrears. The Board shall recommend the amount of annual Dues for each class of membership
and shall transmit all proposed Dues changes, with a statement as to their necessity, to
the Secretary. The Secretary shall distribute the proposal and statement of necessity to
all Members and Emeritus Members at least 60 days before the Annual Business
Meeting and will facilitate discussion and submission of comments on the proposal
from the membership prior to and at the Annual Business Meeting. The Secretary shall
summarize the comments received. The proposed change together with the statement of
necessity and the summary of comments shall be presented to the Members and
Emeritus Members in good standing for final approval or rejection by secret vote. The
Secretary shall set a date, which shall be between fifteen and thirty days from the time
that voting opens, by which votes must be cast. The Dues change shall be approved by a
favorable majority of those voting.
Section 2. Subscriptions
The Board, upon recommendations of the Publications Committee, shall prescribe the cost and the manner of payment for each class of membership for the publications of the Corporation.
ARTICLE VII. ANNUAL BUSINESS MEETING
Section 1.Time and Place
An Annual Business Meeting shall be convened at the place and time agreed upon by the Board. The membership of the Corporation shall be notified of this decision at least four months before the meeting.
Section 2. Order of Business
The order of business at the Annual Business Meeting shall be prepared by the President and approved by the Executive Committee.
Section 3. Procedure
Except as provided, the parliamentary procedure of the Corporation shall be in accord with the current edition of "Robert's Rules of Order."
ARTICLE VIII. RULES OF THE CORPORATION
Section 1. Purpose
The Rules of the Corporation (the "Rules") augment the Articles of Incorporation and By-Laws. Their purpose is to detail and expedite administrative matters of the Corporation. The Rules include matters which come under the purview of the Board which is responsible for their development, enactment and documentation.
Section 2. Enactment and Amendment
The enactment or amendment of a Rule requires a majority vote of the members of the Board and becomes effective immediately after such a ballot unless otherwise stipulated. The act of enacting or amending a Rule shall be in accordance with the Rules.
ARTICLE IX. AMENDMENTS (amended December 4, 2002)
Proposed amendments to these By-Laws may originate in the Board of Directors, in the Rules Committee, or by petition bearing the signatures of at least five Members in good standing. Proposals for amendments shall be presented to the Chair of the Rules Committee at least ninety days prior to the Annual Business Meeting. The Rules Committee shall report their recommendations on proposed amendments to the Board of Directors. The Board shall transmit the proposed amendment, with a statement as to its necessity, to the Secretary who will provide the document to all Members and Emeritus Members at least one month before the Annual Business Meeting. The Secretary shall state the arguments in favor and against the proposed amendment presented by Members and Emeritus Members at the next Annual Business Meeting. The proposed amendment together with the statement of the Board and a summary of the arguments for and against the proposed amendment shall be presented to the Members and Emeritus Members for final approval or rejection by secret ballot. The Secretary shall set a date, which shall be between fifteen and thirty days from the time that the ballots are first provided, by which completed ballots must be received. The Secretary shall be responsible for the integrity of the balloting process. Amendments to these By-Laws shall be adopted after a favorable vote of two-thirds of the ballots received.
Section 1.
Commissions shall be established by the Board of Directors to engage in specified activities. Commissions shall be affiliated with the AAPM and shall be under the jurisdiction of the Board of Directors. The operations of Commissions shall be governed by a Constitution and By-Laws which shall be approved by the Board of Directors.
Section 2. Appointments and Tenure
The Constitution and By-Laws of a Commission shall specify election of members to the Commission by the Board of Directors. Membership and tenure of the Commission shall be specified by the Constitution and By-Laws of the Commission.
1 (*) Although masculine pronouns are used in these By-Laws, feminine pronouns may be substituted since no sexual bias is implied or intended.