Constitution
Article I: Name
The name of this society shall be called The Research Autopsy and Procurement Society.
Article II: Purposes
The purposes of this society shall be:
1) To serve as a forum to share resources and ideas amongst research autopsy professions and others in the field,
2) To facilitate regular meeting and discussion of research autopsy topics in an organized format,
3) To promote collaboration and joint publications, including data and specimen sharing, amongst research autopsy groups,
4) To serve as a centralized resource and program database for members of the general public who wish to learn more about research autopsy and participating institutions,
5) To champion research autopsy as a critical tool to be used in science, including engagement in clinical trials, basic and translational science, and biobanking.
Article III: Executive Board
The governing body of the Society shall be the Executive Board. The duties of the Board shall be specified in the Bylaws. Said board comprised in the following manner:
Officers: The President, President Elect, Past President, Secretary, and Treasurer.
Working Group Chair: one Chairperson of each Working Groups established in the Bylaws. These officers shall be members of the Board with the right to vote.
Regular Members: Regular members of the Board shall be duly elected and may be comprised of active and honorary members as well as patient advocate affiliate members.
Article IV: Membership
Members must be approved by a vote of the Board or designated Membership Committee. Classes of membership, application, and other matters with respect to membership shall be set forth in the Bylaws.
Article V: Working Groups
There shall be Working Groups as deemed appropriate by the President and/or the Executive Board. A Working Groups topic may be nominated by active members. Nominations must include a chairperson candidate as well as a petition signed by five or more members who pledge their committed involvement.
Article VI: Meetings
There shall be an annual business meeting of this Society. Such annual meetings will be held as provided for in the Bylaws. Other meetings or conference calls may be held at the discretion of the Executive Board.
Article VII: Bylaws
This Society shall adopt Bylaws for the conduct of its affairs which are not inconsistent with provisions of the Constitution.
Article VIII: Amendments
This Constitution may be amended by an affirmative vote of two-thirds of the members present and voting at the meeting to which any amendment is submitted, providing a quorum is present and provided due notice of such proposed amendment or amendments, together with the time and place of the meeting, shall be sent by mail or email to the members at least two weeks in advance of such meeting.
Society Bylaws
Article I : Membership
Section 1
Membership shall be Active, Affiliate, Associate, or Honorary.
Section 2
(a) Active membership shall be open to qualified scientists of any nation who have established a record of scholarly activity resulting in original, peer-reviewed publications relevant to research autopsy and biomedical research. The Executive Board may invite into active membership other individuals who have made substantial contributions to the field in an administrative, or educational capacity. This category shall also include patient advocates who are members of organizations whose mission includes the advancement of biomedical research. Only active members will have voting privileges.
(b) Associate membership shall be open to graduate students, medical students and residents, clinical fellows in related subspecialties, and postdoctoral fellows who are enrolled in educational or training programs that could lead to careers in biomedical research. Associate members are not eligible to vote or to hold office.
(c) Affiliate members shall consist of other Healthcare professionals including but not limited to nurses and nurse practitioners, pathology and physician assistants, and autopsy assistants, as well as healthcare administrators or educators with vested interest in autopsy and decedent affairs. This category shall also include survivors and those living with disease, such as cancer or HIV. Affiliate members are not eligible to vote or hold office within the Executive Board. Affiliate members may participate in Working Group leadership.
(d) Honorary membership shall be open to distinguished individuals who have made extraordinary contributions to the advancement of cancer research either through outstanding personal scientific activity or through exceptional leadership in research. Honorary members shall have all the rights and privileges of active membership.
Section 3
(a) Applications for membership shall be via an online or hard copy form forwarded to the Executive Board. The name of each candidate for membership shall be voted on by the Board. Two or more adverse votes shall reject such membership application. Every member of the Board present shall vote upon each application where a conflict of interest does not exist.
(b) The report of the committee on membership dealing with nominations for honorary membership shall be submitted to the Executive Board. The election of honorary members shall be conducted by secret ballot of the members of the Board of Directors and shall require a two-thirds favorable vote. The President and President-Elect acting together may invite distinguished scientists working in the field of cancer research to become active members of the Association without submission to the usual nomination and election process.
(c) All persons who are members of the Society at the time of the first Annual Meeting shall be enrolled as Charter Members of the Society.
(d) Any member may report concerning inimical behavior towards the society by another member. Reports should be delivered directly to the President whom shall then present the allegations to the Officers for consideration. If the Officers vote to recommend termination of membership, the offending member shall be requested to testify before the Executive Board, which can vote expulsion from the Association, or a lesser disciplinary action, by a two-thirds vote of those Board members present and voting.
Section 4
(a) Annual dues for all categories of membership shall be determined by the Executive Board. Honorary members and Advocates shall be exempt from dues.
(b) Separate meeting fees will be collected from members who will participate in any in-person society meetings.
(c) Dues for new members are payable upon acceptance to the Society. Subsequent dues are due by December 31 for each ensuing year. If dues are received on October 1 or later, the dues will be applied to the following year’s membership. If dues are delinquent for more than one year, a reinstatement fee will apply, plus additional fees, if applicable, in order to return to active membership. Non-payment of dues shall cause a member to lose all membership privileges.
Article II : Executive Board
Section 1
The Society shall have an Executive Board composed of ten to fifteen active or honorary members duly elected, and certain ex officio members. Each elected member shall serve a term of two years. Five members shall be elected annually to replace the retiring Officers. The newly elected members of the Board shall assume office during the annual business meeting of members and shall retire two years later during the annual business meeting. The President, President-Elect, Past President, Treasurer, and Secretary as well as Work Group Chairs shall be ex officio members of the Executive Board. Regular and ex officio members of the Board shall have voting privileges.
Section 2
Duties and responsibilities of the Executive Board shall be to:
(a) Set general policy for the Society and oversee its activities and representatives
(b) Adopt an annual budget prior to the beginning of the fiscal year, and authorize agreements, contracts, and expenditures.
(c) Elect new members to the Society.
(d) Confirm the election of the President, President-Elect, Treasurer, and Secretary as conducted by the membership of the Society.
(e) Fill interim vacancies occurring in the Board and among the Officers.
Section 3
ny member of the Board who has failed to attend three consecutive meetings of the Executive Board shall be considered to have resigned. Reinstatement will be considered by the Board upon receipt of a written petition from that member.
Article III : Powers & Duties of Officers
Section 1
(a) The President shall preside at all meetings of the Society, and subject to the Board, shall be responsible for the general oversight and management of the Society. He or she shall be, ex officio, a member of all committees, with the power to vote in case of a tie. The President shall appoint any special committees from time to time that they shall deem necessary to serve the goals of the Society. The President shall have the power to remove the Chairman or any member of the special committees and shall have the power to fill the vacancy created with the concurrence of the Board.
(b) The President-Elect shall have the power to perform all duties of the President in their absence. The President-Elect shall be responsible for overseeing scientific/educational programs conducted by the Working Groups.
(c) The Secretary shall keep a record of all the proceedings of the Society and of the Board. They shall have general charge of correspondence (other Officers shall also have such access), notices of regular and special meetings, and shall record the names of all members as appropriate, and perform such other duties as properly belong to this office.
(d) The Treasure shall be responsible for the Society’s funds and for the expenditure thereof. They shall have the authority to deposit the Society’s funds with such banks or savings associations as deemed appropriate and to draw on such funds by check or otherwise as authorized (other Officers shall also have such access). They shall keep a record of all receipts and disbursements and shall present such records to the Executive Board when requested.
Section 2
(a) The Officers, shall review issues to be considered by the Executive Board and shall perform such other duties as are not herein specified but which usually are part of their respective positions. Except to the extent specifically prohibited by resolution of the Executive Board or otherwise prohibited by law, the Officers are empowered to act on behalf of the Executive Board between Board meetings. All actions as such shall be reported to the Executive Board at the Board meeting immediately following the action taken by the Officers.
(b) All property and affairs of this Society shall be under the control and management of the Executive Board, subject only to the provisions of the Constitution and Bylaws.
Article IV : Election of Officers
Section 1
(a) The Officers of the Society shall be the President, President-Elect, immediate Past President, Secretary, and Treasurer. Only the Secretary and Treasurer are eligible to serve for successive terms in their respective offices.
(b) To be eligible to hold office in the Society an Active member shall have been such for at least one year and shall be in good standing in the Society.
Section 2
(a) A President Elect, a Secretary, and a Treasurer shall be elected by a closed physical or electronic ballot at every other annual business meeting of the Society. The individual receiving a majority of the votes cast for the office for which he or she is a candidate shall be declared the elected officer. Tie votes will be decided by run off voting. Announcement of the results of the elections shall be made during the annual business meeting of members of the Society and in the Society newsletter.
(b) The incumbent President-Elect shall become the President.
(c) The incumbent President shall become the Past President.
(d) Term of office: Officers shall assume their duties immediately following their election and shall serve a term of two years or until their successors have been elected and qualified.
Section 3
The Executive Board shall, by majority vote, fill any vacancy occurring among the officers or members of the Board with the term the person selected to fill such vacancy to extend to the next election year meeting of the Society. In the case of vacancy in the office of President, the President Elect shall assume the office and a new President Elect shall be appointed.
Article V : Working Groups & Chairs
Section 1
Ideas for Working Groups (WG) will be brought to the Executive Board and approved by a majority vote. Working groups shall have no less than five members and one (to two) WG Chairs. WG Chairs be the proposer for the Working Group or be voted into office by the Working Group by a simple majority.
Section 2
Working Groups shall meet at least quarterly. Minutes shall be taken and submitted to the Secretary of the RAPS. Working Group meetings may be held remotely or in person. Working Groups will report on projects and action at the yearly full Society meetings. The Executive Board shall have the power to dissolve any Working Group which does not hold quarterly meetings, drops below membership guidelines, or does not follow guidelines/recommendations of the organization.
Section 3
Disputes in Working Groups will be brought to the Executive Board for mediation. Actions of Working Groups which will represent or impact the organization outside of the Society must be approved by the Executive Board. Publications will include a credit for the RAPS.
Article VI : Meetings
Section 1
Meetings shall be conducted in accordance with Robert’s Rules of Order, most recent revision to date, where they are applicable, and where they are not inconsistent with the Constitutions and Bylaws.
At all Board meetings eight members must be present to constitute a quorum, assuming all 15 seats are actively filled. In the case of seat vacancies, quorum will be reached at one more than half of active members.
Section 2
xecutive Board meetings shall be held quarterly, at minimum. The time of day shall rotate to accommodate the various time zones of the Board members. Special meetings may be called by the President.
The rules governing registration fees and the submission, selection, and presentation of papers for scientific meetings sponsored by the Society shall be made by the Executive Board and shall be announced in the notices of the meetings mailed to the membership
Section 3
The Society shall hold an annual scientific and business meeting of the members at a time and place to be determined by the Executive Board. For this purpose, at least two months’ notice shall be given to the members of the Society.
The following order of business shall be observed at the annual business meeting of the Society: 1. Reading and approval of the minutes of the last meeting, 2. reading and approval of the Treasurer’s report, 3. reports of Officers and the Executive Board, 4. reports of Working Groups, 5. unfinished business, and 6. new business.
Twenty-five (25) percent (%) of all active members shall constitute a quorum at Society Business meetings.
The Society shall elect all Officers by ballot or electronic vote as provided by these bylaws. If no quorum is present, the presiding Officers shall reschedule the meeting to another date
Section 4
In addition to the annual meeting, the Society may schedule other scientific meetings on topics of interest. Special meetings of the Society may be ordered by the President or at the written request of at least ten members of the Society, provided the request contains a statement of the business proposed to be brought before such a meeting. Two weeks’ notice of such a meeting and the business to be transacted will be provided to all members by the Secretary.
Section 5
Working Group meeting calendars shall be submitted annually to the Executive Board for approval prior to the upcoming year by the WG Chairpersons. Calendar schedules should
be made in collaboration with the WG members and should ideally include at minimum three leadership meetings and an additional four meetings open to all WG members.
Article VII : Amendments
These bylaws may be amended by an affirmative vote of the majority of the members present and voting at the business meeting to which the amendment is submitted, provided a quorum is present and voting, and provided due notice of the content of such proposed amendment/s together with the time and place of the meeting shall be sent to the members at least two weeks in advance of such meeting.