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1. |
Title |
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The name of the association shall be the Irish Association of
Physicists in Medicine.
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2. |
Aims |
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2.1 |
The aims of the association include: |
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2.1.1
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Promotion of the application of the physical sciences in
medicine |
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2.1.2 |
Promotion of research and education in the physical sciences
in medicine. |
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2.1.3
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Establishing and maintaining professional standards. |
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2.1.4
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Promoting professional development and its members’
interests. |
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2.1.5
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To offer appropriate advice concerning the application of
physical sciences to relevant bodies as required. |
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3. |
Membership |
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3.1 |
Membership categories |
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3.1.1
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Professional member: |
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3.1.1.1 |
Open to those who have a post-graduate degree (M.Sc. or
Ph.D.) in medical physics or equivalent (although in exceptional cases, other
qualifications will be considered), and who are currently employed (or have been
employed within the previous two years) as a medical physicist in the health
services in Ireland (Irish
Republic and Northern Ireland). |
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3.1.1.2
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Professional membership is also open to similarly qualified
academic, government and industry-based physicists whose work is making a
significant contribution to the practice of physical and engineering sciences
applied to medicine. |
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3.1.1.3
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In exceptional circumstances, professional membership may be
granted to those individuals who do not fulfil the requirements outlined above,
if such individuals have made or are making an exceptional contribution to the
development of the profession, as determined by the executive committee. |
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3.1.1.4 |
Applications from suitably qualified individuals working
outside of Ireland will be decided upon by the executive
committee. |
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3.1.2
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Allied-professional member: |
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3.1.2.1 |
This category is open to interested members of linked
professional groups working within medical physics departments in Ireland (Irish
Republic and Northern Ireland), such as:
clinical engineering technician, medical physics technician, and dosimetrist.
Such individuals would normally have an honours bachelor’s degree, technician
diploma, or equivalent in a non-scientific or engineering discipline.
Applications from other professions will be decided upon by the executive
committee. |
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3.1.2.2 |
Applications from suitably qualified individuals working
outside of Ireland will be decided upon by the executive
committee. |
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3.1.3
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Student member |
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3.1.3.1
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Under-graduate students in the physical and
engineering sciences, post-graduate students/trainee physicists
enrolled in a medical physics program may apply for student membership |
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3.1.4
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Retired member |
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3.1.4.1 |
Open to members who have retired from a career in medical
physics or clinical engineering. |
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3.2
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An application for professional membership must be supported
by a proposer and seconder from the professional membership of the association.
An application for allied-professional membership must be supported by a
proposer and seconder from either the professional and/or allied -professional
membership. |
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3.3 |
The executive committee of the association shall evaluate all
membership applications and grant or withhold membership in accordance with the
constitution and rules. |
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3.4 |
An applicant who is refused membership or a member whose
membership is revoked by the executive committee shall have the right to appeal
in writing at the next general meeting of the association. The general meeting
may decide by a simple majority of the professional and allied-professional
members attending to grant or withhold membership. |
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3.5 |
The annual membership fee must be paid, before the 31st March
of the year in which the subscription is due. Members who remain in arrears on
31st March shall forfeit all rights, privileges and mailings arising out of
membership |
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3.6 |
A list of members shall be held by the treasurer and shall be
forwarded to the secretary and chairperson each year. The “list of members”
shall comprise those members who have paid their subscription to the group. |
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3.7
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A member whose employment has changed so that he/she no
longer complies with the requirements for professional or allied-professional
membership may, at the discretion of the executive committee, continue to hold
full membership rights. |
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4.
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Voting rights |
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4.1 |
Professional and allied-professional members are to have
equal voting rights. Other membership categories are not entitled to vote. |
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4.2
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Voting rights will not be granted to members who have not
been paid up members six months before annual or extraordinary general meetings. |
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5.
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Executive committee |
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5.1
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The affairs of the association will be conducted by an executive committee.
Eight members of the executive committee shall be determined by the vote of the
professional and allied-professional membership. SIG convenors of active SIGs
will also be members of the executive committee. |
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5.2 |
Professional and allied-professional member categories are
entitled to stand for election to the executive committee; however a minimum of
75 % of the executive committee shall be comprised of professional members. Only
members of the executive committee are entitled to vote for the various officer
positions within the executive committee (chairperson, vice-chairperson,
treasurer, secretary and editor). |
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5.3
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The term of office of a member of the executive committee and
SIG convenor shall be two consecutive years. |
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5.4
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No member of the executive committee, or SIG convenor, can
serve for more than four consecutive years. |
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5.5 |
The executive committee, with the exception of the SIG
convenors, shall normally be elected at the annual general meeting (AGM). The
SIG convenors shall be elected by the SIG at a general meeting of the SIG
members to be held as soon as reasonably possible after the AGM of the
association. |
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5.6
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Candidates for vacancies on the executive committee must be
proposed and seconded by two professional or allied-professional members of the
association. Nominations must be received by the secretary from the two members
via independent e-mails at least 6 weeks before the date of the AGM. The e-mails
from the proposer and seconder must correspond with an e-mail address supplied
on their most recent membership form. Notification of vacancies on the executive
committee will be forwarded to members with the notice of the AGM. |
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5.7 |
The membership shall be informed of the names of the
candidates by e-mail at least 3 weeks in advance of the AGM.
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5.8
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Acceptable methods of voting will be by e-mail to the
secretary of the association, or via attendance at the AGM. Votes by e-mail must
be received by the secretary at least 7 days before the scheduled start of the
AGM. Members who vote by e-mail must accept that their vote will be available
for scrutiny at the AGM to ensure transparency and security of the voting
process.
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5.9
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Each vacant position on an executive committee shall be voted
on separately and each professional/allied-professional member of the
association shall have a single vote for each position. |
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5.10
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The member receiving the most votes will be deemed elected.
In the event that only one nominee is put forward for a role on the executive
committee, he/she will be deemed elected unopposed. |
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5.11 |
Vacancies occurring on the executive committee between
elections may be filled by co-option until the next AGM at which time the
vacancy shall be filled in accordance with the constitution. |
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5.12
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No member of the executive committee elected at the AGM of
the association can hold the position of a SIG convenor and vice versa. |
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5.13 |
The quorum for the executive committee meetings will be five
members of the committee and shall include one of the officers of the executive
committee. |
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5.14 |
A SIG will be deemed to be active on the basis of criteria
developed and maintained by the executive committee. |
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5.15
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Whilst not a member of the executive committee the immediate
past chairperson of the association is, ex officio, invited to attend executive
committee meetings for a period of one year. |
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5.16 |
The executive committee may act not withstanding any vacancy
in their body; provided always that in case the members of the executive
committee shall at any time be reduced in number to less than the minimum number
prescribed in article 5.13, it shall be lawful for them to act as an executive
committee for the purpose of admitting persons to membership of the association,
filling up vacancies in their body or of summoning a general meeting, but not
for any other purpose. |
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5.17 |
In the absence of the chairperson or vice-chairperson, the
meeting of the executive committee may elect its own chairperson. |
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5.18 |
All acts bone fide done by any meeting of the executive
committee, or any committee or sub-committee of the association, or by any
person acting as a member of the executive committee, shall not withstanding it
be afterwards discovered that there was some defect in the appointment or
continuance in office of any member, be as valid as if this person was qualified
to be a member of the executive committee. |
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5.19
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The executive committee shall cause proper minutes of the
executive committee, or any committee or sub-committees. Any such minutes if
signed by the chairperson of such a meeting, or by the chairperson of the next
succeeding meeting, shall be sufficient evidence of the facts contained therein. |
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5.20 |
The executive committee shall establish such subcommittees
with such terms of reference as may be desirable. Membership of sub-committees
is not restricted to members of the executive committee, but the chairman, vice
chairman, secretary or treasurer are ex-officio members of all sub committees.
Such committees will report through a convenor to the executive committee. |
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5.21
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The office of a member of the executive committee shall be
vacated if: |
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5.21.1 |
He/she is of unsound mind. |
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5.21.2 |
He/she ceases to be a member of the association.
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5.21.3 |
He/she resigns their office in writing to the secretary of
the association.
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5.21.4 |
He/she becomes prohibited from holding office by reason of
any order made under the companies act 1963 |
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5.22
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Association nominated members of committees, both internal
and external, can be requested by the executive committee to resign and stand
for re-election to that committee. This can happen after two years, or in the
case of the RPII representative, every three to five years or as a result of a
request from a general meeting. |
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5.23
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All communications with outside bodies, in which the opinions
of the association are expressed, shall be considered by the executive committee
and signed by either the chairman or vice-chairman |
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5.24
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Voting at a general meeting shall take the form of a secret
ballot (with the exception of e-mail votes).
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5.25
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The executive committee shall meet at least twice per year
and distribute a newsletter at least once per year.
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5.26
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Executive committee members shall have travel expenses paid
to attend executive committee meetings. Receipts must be provided and public
transport should be used wherever practicable. |
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6.
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Finance |
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6.1 |
Each member of the association will pay an annual
subscription as set out in article 6.7. |
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6.2
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Monies other than a member’s subscription may not be accepted
on behalf of the association without the consent of the executive committee.
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6.3 |
The treasurer shall submit to the executive committee
statement of the financial position of the association as at one calendar month
before the AGM. After their approval, the statements shall be presented to the
membership by the treasurer at the AGM. |
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6.4 |
The treasurer shall issue a call for annual subscriptions to
be paid for the next calendar year in the month of November. A reminder will be
sent in the month of December. The deadline for receipt of subscriptions is 31st
December. Members who are in arrears at the end of January in the next calendar
year shall be notified that if they remain in arrears on 31st March, they shall
forfeit all rights, privileges and mailings arising out of membership. Members
who remain in arrears on the 31st December in the next calendar year shall be
removed from the membership list and shall have to re-apply for membership. |
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6.5
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The financial statement shall be examined by two members of
the association acting on behalf of the association. These two members shall
receive the statements following submission of same to the executive committee. |
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6.6
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Changes in the annual subscription must be submitted for
approval to the AGM.
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6.7
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The levels of subscription are as follows: |
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6.7.1
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Professional members 100% |
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6.7.2
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Allied-professional members 100% |
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6.7.3
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Retired members 50% |
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6.7.4
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Student members 25% |
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6.8 |
Levels of subscription for unwaged members shall be at the
discretion of the executive committee. |
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7.
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General meetings |
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7.1
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The executive committee will call a general meeting of the
association at least once per calendar year (AGM). The executive committee may
call an extraordinary general meeting (EGM) at any time, as required, in
accordance with article 7.2. |
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7.2
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An EGM of the association must be called by the executive
committee on receipt of a written request to do so signed by 25% of the combined
professional and allied-professional membership. |
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7.3
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Members are required to receive at least 8 weeks notice of
the AGM. A period of 14 days notice is required to call an EGM. In the case of
an EGM the notice calling the meeting must be accompanied by an explicit
statement of the subject(s) to be discussed: no other subject may be discussed
at such a meeting. Items for the agenda of the AGM must be submitted by e-mail
to the Secretary at least 6 weeks in advance of the date of the AGM. Any member
may submit an item for inclusion on the agenda. Members are also entitled to
receive the agenda for the AGM at least 3 weeks before the meeting. |
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7.4
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The notice of any general meeting shall consist of the venue,
date and time of such a meeting. This notice will be in writing. |
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7.5 |
The accidental omission to give notice of the venue, date and
time of such a meeting to or the non-receipt of notice of a meeting, by any, but
not all, members shall not invalidate the proceedings at that meeting. |
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7.6 |
The chairman may, with the consent of the meeting, adjourn a
general meeting from time to time and from place to place, but no business shall
be transacted at any adjourned meeting other than the business left unfinished
at the meeting from which the adjournment took place. When a general meeting is
adjourned for thirty days or more, notice of the adjourned meeting shall be
given as in the case of an original meeting. Save as aforesaid, it shall not be
necessary to give any notice of an adjournment or of the business to be
transacted at an adjourned meeting. |
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7.7
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In the case of equality at any general meeting of the
association the chairman of the meeting shall be entitled to a second or casting
vote. |
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7.8 |
The quorum for any general meeting shall be 25% of the
current combined professional and allied-professional membership. |
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8.
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Annual Scientific Meeting (ASM) |
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8.1 |
The association shall hold an ASM - normally in February. The
meeting shall be organised by a sub-committee formed by the executive committee.
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9.
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Changes to the constitution and rules |
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9.1 |
No article or rule in this constitution shall be adopted or
altered, and no new article or rule shall be made save by the consent of a
two-thirds majority of the voting at a general meeting of the association. The
voting may include a postal ballot at the discretion of the executive committee. |
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9.2 |
For a change in the constitution, article 7.3 shall apply
with the meeting notice to include the motion(s) for change and voting slip
where a postal ballot is held. |
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