Governance

1. Nominations by Board Members (Weeks 1-2): Upon direction from the President-elect AAPM headquarters will send the attached letter of solicitation (Exhibit #1) to all members of the Board of Directors. Each Board member will have 2 weeks to return to AAPM headquarters up to two nominations. Each person nominated should meet the AAPM Qualifications for ABR Physics Trustee Nominees (Exhibit #1: Attachment 2) and should have agreed to serve if selected by the ABR. Board members are encouraged to share information and opinions via email during this step of the process.

2. Preparation of Ballot (Weeks 3-5): AAPM headquarters will compile the results, and a ballot of at least 6 names will be prepared. Names will appear alphabetically on the ballot. If there are less than 6 nominees, then EXCOM will go back to the Board requesting additional nominees. If there are greater than 12 nominees, then those names receiving only one nomination will be dropped from the ballot, providing there remains at least 6 nominees. If there are still greater than 12 nominees after this thinning process, then the individuals with only 2 nominations will be dropped, providing there again remains at least 6 nominees. A list of all nominees, number of nominations per nominee, and the final candidates will be presented to EXCOM for validation of the ballot. EXCOM will have the authority to restore up to 2 candidates dropped from the ballot by a vote of 4 of 5 EXCOM members. Within the next 2 weeks AAPM headquarters will then collect on behalf of EXCOM a statement of goals and objectives and an abbreviated curriculum vitae from each nominee for distribution to the Board members for voting (Exhibit #2).

3. Board Ballot and Results (Weeks 6-7, Week 8 optional for runoff): AAPM headquarters will distribute the ballot (Exhibit #3) and accompanying information for the candidates to each Board member. Each has 2 weeks to vote for his or her top 3 choices and to return the signed ballot to AAPM headquarters. The results will be tallied by AAPM headquarters, and the potential nominees will be rank-ordered. At this point, the AAPM Secretary will validate the results. The 3 candidates receiving the greatest number of votes will go forward as AAPM nominees for ABR Physics Trustee. However, if ties increase this number, additional names up to a total of 5 will be forwarded. If there are greater than 5, then a runoff ballot will be required.

4. Notification of AAPM Board Members and Candidates of Results (Week 8): The President-elect will notify the candidates of the results of the election. Results will be presented alphabetically to the candidates (Exhibit #4); letters to successful candidates will also request that a full curriculum vitae be provided to AAPM headquarters for inclusion in the nominations letter to the ABR (Exhibit #5). Simultaneously, the Secretary will notify via email the results of the ballot (Exhibit #6) to AAPM Board members; the results will appear in rank order. The number of votes will not be distributed to anyone without AAPM Board approval.

5. Forwarding of Information to ABR (Week 8): The President of AAPM will notify the ABR President of our nominees for ABR Physics Trustee using the attached letter (Exhibit #7). Each candidate's curriculum vitae and self statement, and the AAPM Qualifications for ABR Physics Trustee Nominees will be attached. Members of the AAPM Board, ABR Executive Director, and ABR Physics Trustees will be copied.

6. Conflict of Interest: To avoid any conflict of interest, any AAPM officer who becomes a candidate at anytime during the process shall withdraw from further administration of the process (with the exception of the right to vote as a Board member). The remaining members of EXCOM will decide on the most appropriate replacement amongst EXCOM members in such cases.

Exhibit #1

Re: Call for Nominations for AAPM Nominees for ABR Physics Trustee in Therapeutic Radiological Physics

Dear Board Member,

The AAPM must nominate at least 3 of its members for the appointment as ABR Physics Trustee in therapeutic radiological physics. The process for accomplishing this is described in Attachment 1 to this letter. Step 1 of that process requires that AAPM solicit nominations of suitable candidates for this prestigious and highly responsible position. As a member of the AAPM Board of Directors, you are entitled to nominate up to 2 AAPM members, who have the appropriate qualifications (see Attachment 2). Your responsibility is also to ensure that each individual you nominate is willing to serve if selected by the AAPM and ABR. In assisting a nominee in determining that, you may want to share the description of responsibilities and estimated time as provided by the AAPM's current ABR trustees (Attachment 3).

In order to meet our deadline it is necessary that your nominations be received by AAPM headquarters (attn: TBN, fax to # or mail to address) within 2 weeks, i.e. no later than . Please use the attached Nominations Form (Attachment 4).

After receiving all Board members' nominations, you will be receiving a ballot consistent with the Process guidelines approximately 5 weeks from now.

Your participation in this process is needed for it to be effective in our selecting the best-qualified candidates for this important appointment. If you have questions, please feel free to contact other members of EXCOM or me.

Sincerely yours,

Kenneth R. Hogstrom, Ph.D.

President-elect, AAPM

Attachment 1 - Process for Selection of AAPM Nominees for ABR Physics Trustees

Attachment 2 - AAPM Qualifications for ABR Physics Trustee Nominees

Attachment 3 - Overview of ABR Physics Trustee's Responsibilities and Time Obligations

Attachment 4 - Board Member Nominations Form for AAPM Nominees for ABR Physics Trustees

Attachment 2

AAPM Qualifications for ABR Physics Trustee Nominees

AAPM members who are nominated to the ABR to be considered for ABR Physics Trustee shall have the following qualifications:

1. Ph.D. or equivalent terminal degree

2. ABR certification for at least 5 years in the specialty nomination being sought

3. Previous experience in certification with an examination board

4. Agreeable to not being involved with any competing Board certification process during tenure as ABR trustee, if elected

And should have the following qualifications:

1. Actively participated in their specialty for the past 10 years

2. A positive national reputation amongst physician colleagues in their field

3. A strong record of AAPM service

4. Previous experience in training of physicians or medical physicists

5. Demonstrated organizational and leadership skills

6. A reputation for making decisions in the best interest of our profession

Attachment 3

Overview of Physics Trustees' Obligations and Anticipated Time Commitment

(The current ABR Physics Trustees provided this information.)

1. Recurring Annual Meetings

Winter BOT meeting - 1 week

Oral Exams/Summer BOT meeting - 5 days

Fall Retreat - 4 days

November Exams for Conditioners (not necessarily every year) - 1 or 2 days

Written Radiation Oncology Exam Committee - 3 days

Written Physics Exam Committee - 4 days

2. Service on standing and ad hoc committees of the Board

This varies among Board members, but trustees typically serve on 2-3 committees at any given time.

This may involve travel - generally not more than 1-2 trips per year for 1-2 days at a time.

3. Service as Physics Exam Chair

Each physics trustee serves as exam chair in his/her area of expertise. This involves such things as managing the respective Part II written exam subcommittee by selecting members, coordinating activities, writing and reviewing items, soliciting item writers, etc. It includes coordinating the oral exam by soliciting, screening, and writing questions; ensuring the exam is current and relevant, selecting oral exam questions and examiners each year, and updating criteria and other documentation.

4. Strategic Planning

The three trustees' work together to ensure the long-term relevance and viability of the physics certification program. This includes strategic and long-term planning, coordinating efforts such as restructuring, dealing with issues such as recertification, migrating the written exams to a digital format, and other issues as they arise. Many of these activities take place at the regular meetings, but much is also done individually and coordinated via email, conference calls, etc.

Attachment 4

Board Member Nominations Form for AAPM Nominees for ABR Physics Trustees

Specialty Area: Therapeutic Radiological Physics

Candidate # 1: ________________________ (check below that candidate meets qualifications)

_____ Candidate is a full member of AAPM

_____ Candidate has Ph.D. or equivalent degree

_____ Candidate has been certified for >5 years in the specialty nomination being sought

_____ Candidate has experience in certification with an examining board

_____ Candidate agrees to not be involved with any competing board certification process during tenure as ABR Physics Trustee, if elected

_____ Candidate meets most or all of the following qualifications: (1) has actively participated in his/her specialty for the past 10 years; (2) has a positive national reputation amongst physician colleagues in his/her field; (3) has a strong record of AAPM service; (4) has previous experience in training of physicians or medical physicists; (5) has demonstrated organizational and leadership skills; and (6) has a reputation for making decisions in the best interest of medical physicists

_____ Candidate agrees to serve if selected

Candidate # 2: ________________________ (check below that candidate meets qualifications)

_____ Candidate is a full member of AAPM

_____ Candidate has Ph.D. or equivalent degree

_____ Candidate has been certified for >5 years in the specialty nomination being sought

_____ Candidate has experience in certification with an examining board

_____ Candidate agrees to not be involved with any competing board certification process during tenure as ABR Physics Trustee, if elected

_____ Candidate meets most or all of the following qualifications: (1) has actively participated in his/her specialty for the past 10 years; (2) has a positive national reputation amongst physician colleagues in his/her field; (3) has a strong record of AAPM service; (4) has previous experience in training of physicians or medical physicists; (5) has demonstrated organizational and leadership skills; and (6) has a reputation for making decisions in the best interest of medical physicists

_____ Candidate agrees to serve if selected

Board Member (print/signature): __________________________________________

Date: __________________

Return to TBN, AAPM Headquarters by fax (301) 209-0862 or by mail.

Must be received by to be valid.

Exhibit #2

Re: Request for Statement of Goals and Objectives and Abbreviated Curriculum Vitae of AAPM Members Being Considered for AAPM Nominees for ABR Physics Trustee in Therapeutic Radiological Physics

Dear Dr. ,

Thank you for agreeing to be on the slate of candidates to be voted on by the AAPM Board of Directors for AAPM Nominees for ABR Physics Trustee in therapeutic radiological physics. To help Board members in their voting, we are requesting that each candidate provide a short statement (1 page or less) of goals and objectives and an abbreviated curriculum vitae (2 pages or less). To assist you in that process, a copy of the AAPM Qualifications for ABR Physics Trustee Nominees, which AAPM Board members used in making their nominations, is attached. It is necessary that you return this information to AAPM headquarters (attn: TBN) within 2 weeks, i.e. no later than .

If you are selected as an AAPM Nominee for ABR Physics Trustee, you will be requested to provide a full curriculum vitae, which along with your statement of goals and objectives, will be forwarded to the ABR.

Your cooperation will be greatly appreciated.

Sincerely yours,

Kenneth R. Hogstrom, Ph.D.

President-elect, AAPM

Attachment 1 - AAPM Qualifications for ABR Physics Trustee Nominees

Attachment 2 -Return address label

Exhibit #3

Re: Ballot for AAPM Nominees for ABR Physics Trustee in Therapeutic Radiological Physics

Dear Board Member,

Please complete the ballot below by voting for up to 3 of the candidates. Voting for fewer than 3 candidates is acceptable; voting for more than 3 candidates will invalidate your vote. A signed ballot returned with no selections will constitute abstention.

The ballot must be returned within 2 weeks, i.e. no later than . It should be returned by mail (attn: TBN) or faxed to <#>.

Your cooperation is greatly appreciated.

Sincerely yours,

Kenneth R. Hogstrom, Ph.D.

President-elect, AAPM

Attachment 1 - Candidates' statements of goals and objectives and abbreviated curricula vitae

Attachment 2 - AA PM Qualifications for ABR Physics Trustee Nominees

Ballot (Vote for maximum of three by placing "X" beside candidate's name.)

Board Member: ________________________

Candidiate Selection (X)

1. Name 1 ________

2. Name 2 ________

3. Name 3 ________

4. Name 4 ________

5. Name 5 ________

6. Name 6 ________

7. Name 7 ________

8. Name 8 ________

9. Name 9 ________

10. Name 10 ________

11. Name 11 ________

12. Name 12 ________

Signature: _______________________ Date: __________________

Exhibit #4

Re: Letter of Appreciation to Candidates for AAPM Nominees for ABR Physics Trustee in Therapeutic Radiological Physics

Dear Dr. ,

On behalf of the AAPM Board of Directors, I want to thank you for your willingness to serve as a candidate for the Board's election of nominees for ABR Physics Trustee in therapeutic radiological physics. There were several outstanding candidates, and the AAPM Board has selected the following names as its nominees to be forwarded to the ABR (alphabetical order): Nominee 1, Nominee 2, and Nominee 3.

We are confident that the ABR Board of Directors will select one of these nominees as the next ABR Physics Trustee representing therapeutic radiological physics. Thank you very much for serving our society by having run and been willing to serve if selected.

Sincerely yours,

Kenneth R. Hogstrom, Ph.D.

President Elect, AAPM

Exhibit #5

Re: Letter of Appreciation to Candidates for AAPM Nominees for ABR Physics Trustee in Therapeutic Radiological Physics

Dear Dr. ,

On behalf of the AAPM Board of Directors, I want to thank you for your willingness to serve as a candidate for the Board's election of nominees for ABR Physics Trustee in therapeutic radiological physics. There were several outstanding candidates, and the AAPM Board has selected the following names as its nominees to be forwarded to the ABR (alphabetical order): Nominee 1, Nominee 2, and Nominee 3.

Having been selected as one of the nominees, it is necessary that you provide the AAPM office (attn: TBN) a copy of your full curriculum vitae. This must be received at the AAPM by , . The curriculum vitae is required by the ABR to accompany AAPM nominations.

We are confident that the ABR Board of Directors will select one of these nominees as the next ABR Physics Trustee representing therapeutic radiological physics. Thank you very much for serving our society by having run and been willing to serve if selected.

Sincerely yours,

Kenneth R. Hogstrom, Ph.D.

President Elect, AAPM

Exhibit #6

Re: Medical Physicist Appointment as ABR Trustee

Dear Fellow AAPM Board Member,

This communication is to inform you of the results of the recent balloting to select the names to be sent by the AAPM to the American Board of Radiology as AAPM nominees for ABR Physics Trustee in therapeutic radiological physics. As you know, this person must work in radiation therapy medical physics and will take the position now held by . The names submitted to you are listed below in rank order as determined by the number of votes received.

1. Name 1

2. Name 2

3. Name 3

4. Name 4

.

.

.

In accordance with AAPM policy, the top three vote recipients and ties will be forwarded as our nominees to the ABR.

Sincerely yours,

James G. Galvin, Ph.D.

Secretary, AAPM

Exhibit #7

Dear ,

On behalf of the AAPM Board of Directors I am pleased to present to the American Board of Radiology the nominees of the American Association of Physicists in Medicine for the replacement of as ABR Trustee in Therapeutic Radiological Physics. The nominees presented below have been selected by our Board of Directors in accordance with AAPM policy.

The three nominees chosen by AAPM are, in alphabetical order:

Nominee 1

Nominee 2

Nominee 3

Curricula vitae and self-statements for each of the nominees are attached. Please let me know if additional information is required.

Sincerely yours,

Lawrence N. Rothenberg, Ph.D.*

Chairman of the Board, AAPM

cc: M. Paul Capp, M.D., Executive Director ABR

ABR Physics Trustees

AAPM Board of Directors

Attachment 1 - Copies of curricula vitae

Attachment 2 - Copies of self-statements

*This letter was sent by the Chairman of the Board as the President was one of the nominees.