Constitution
Preamble
ICORG the All-Ireland Co-operative Oncology Research Group is a collaboration of three parties – the Irish Clinical Oncology Research Group (ICORG) in Dublin, the Clinical Research Support Centre (CRSC) in Belfast, and oncology professionals throughout Northern Ireland and the Republic of Ireland.
Name
This organisation shall be called ICORG the All-Ireland Co-operative Oncology Research Group.
Purpose
The aims of the Group are to promote, design, conduct and facilitate clinical cancer research on the island of Ireland. Clinical cancer research is taken to mean the investigation of methods of prevention, diagnosis, management and treatment of patients with cancer.
Officers
The officers of the Group are the Group Chair, the Group Vice-Chair and the Group Statistician.
Section 1 Group Chair – The Group Chair will have responsibility for the coordination and organisation of the activities of the Group. The Group Chair shall convene and conduct meetings of the Group. The Group Chair will appoint individuals to appropriate positions for effective management of the Group. The Group Chair shall be Chair of the Executive Committee of the Group and an ex-officio member of all other committees.
Section 2 Group Statistician – The Group Chair, along with the Director of the CRSC, shall be involved in the selection of the Group Statistician. The Group Statistician will serve as voting member on the Executive Committee and will be an ex-officio member on all other committees.
Section 3 Group Vice-Chair – The Group Vice-Chair is the Group Chair-elect and will assist the Group Chair in all aspects of the management of the Group. The Group Vice-Chair is a voting member of the Executive Committee and an ex-officio member of all other committees.
The ICORG the All-Ireland Cooperative Oncology Research Group, Executive Committee.
The ICORG The All-Ireland Cooperative Oncology Research Group, Executive Committee will be the primary decision-making body for the Group.
Section 1 Membership - The membership of this committee will be as follows:
i. The Group Chair
ii. The Group Vice-Chair
iii. The Group Statistician
iv. One Principal Investigator from each member hospital. The Principal Investigator will be designated as such by the hospital. An alternate can be designated to attend if the Principal Investigator cannot attend.
v. The immediate past Group Chair
vi. The Chairs of the Group Modality Committees
vii. At all times, excluding the Group Statistician, there should be at least two representatives from both the Republic of Ireland and Northern Ireland serving on the Executive Committee. If this representation is not present by virtue of individuals holding positions described in i-vi, the Executive Committee will elect sufficient additional representatives to fulfil this requirement.
viii. A Patient Advocacy Member, elected by the Group Chair
ix. The Director of the CRSC and the CEO of the Group Central Office shall attend as non-voting members.
Section 2 Responsibilities – The responsibilities of this committee include:
i. Election and recall of the Group Chair and Vice-Chair
ii. Election of other positions as stated elsewhere in this document
iii. Approval of new members
iv. Approval of changes in Principal Investigator
v. Approval of Group policy
vi. Review of member hospital performance
vii. Discipline of group members
viii. Other areas of Group activity as requested by the Group Chair
The Executive Committee can create standing and ad-hoc meetings to fulfil its responsibilities. Membership on such committees will be taken from the members of the Executive Committee and other constituencies of the Group.
Elections and Recalls
Section 1 Group Chair If ICORG the All-Ireland Co-operative Oncology Research Group is without a Group Chair for any reason (end of term in office, illness, recall or other reason), the Group Vice-Chair becomes Group Chair. The Group Chair serves a four-year term. If the Group Chair steps down from office prior to the completion of the four-year term, the new Group Chair shall serve a four-year term from the date of taking office. The remainder of the previous Group Chair’s term shall not be added to the term of office.
A Group Chair may not immediately seek re-election as Group Vice Chair after stepping down as Group Chair.
The Group Chair may be removed from office by a two-thirds majority vote of the Executive Committee. A motion for recall can be proposed by any voting member of the Executive Committee and seconded by another voting member of the Executive Committee. The motion must be made in writing to the Vice-Chair, who will send a copy of the motion to the Group Chair. The Group Chair will have sixty days to respond in writing to the Vice-Chair. The Executive Committee shall then appoint a subcommittee of five individuals to conduct a confidential investigation. If a majority of this subcommittee finds reason to pursue the motion, the Vice Chair will call a special meeting of the Executive Committee to discuss the motion. The motion to hold a recall ballot must be approved by a majority vote of the Executive Committee. A closed ballot for recall will then be held at the same Executive Committee meeting, and a two-thirds majority vote for recall will be required and will become effective immediately. The Vice-Chair will assume the role of Group Chair, and a new Vice-Chair will be elected in the normal way. The votes will be directed to and counted by an independent returning officer chosen by the Executive Committee.
Section 2 Group Vice-Chair The Group Vice-Chair is elected to office by the voting members of ICORG the All-Ireland Co-operative Oncology Research Group, Executive Committee. Six months prior to the end of the Group Chair’s term of office (i.e. six months before the current Vice-Chair becomes Group Chair), the process of electing a new Vice-Chair shall begin. Nominations shall be requested from all registered Group members. A time limit shall be stated for submission of nominations. Each nomination must be seconded by another registered Group member, and the nomination and second must be submitted in writing to a member of the Executive Committee designated by the current Group Chair. The designated member of the Executive Committee shall be responsible for contacting all those nominated and seconded to ensure their willingness to serve, if elected.
At least one month prior to the end of the current Group Chair’s term in office, the Executive Committee shall meet to elect a new Group Vice-Chair. The new Vice-Chair shall be elected by a majority vote of the voting members on the Executive Committee. If no candidate receives a majority on the first ballot, there will be a second ballot. The candidates on the second ballot will be the minimum number of candidates which between them gained a majority of votes on the first ballot, utilizing a highest to lowest ranking order. If the second ballot does not yield a winning candidate, the Group Statistician will develop a third ballot on which each voting member will rank each remaining candidate in order of preference. The candidate with the best cumulative ranking will be elected. The voting for Group Vice-Chair will be by written secret ballot. The ballots will be counted by two independent (non-voting) individuals appointed by the outgoing Group Chair.
The Group Vice-Chair will serve for a maximum period of four years, and will assume the office of Group Chair when it becomes vacant. If a Group Vice-Chair leaves office before assuming the role of Group Chair, an election for a new Vice-Chair will be organised immediately. In this situation, the new Vice-Chair will serve the remaining term of the office.
The Group Vice-Chair may be removed from office by a two-thirds majority vote of the Executive Committee. A motion for recall can be proposed by any voting member of the Executive Committee and seconded by another voting member of the Executive Committee. The motion must be made in writing to the Group Chair, who will send a copy of the motion to the Group Vice-Chair. The Group Vice-Chair will have sixty days to respond in writing to the Group Chair. The Executive Committee shall then appoint a subcommittee of five individuals to conduct a confidential investigation. If a majority of this subcommittee finds reason to pursue the motion, the Group Chair will call a special meeting of the Executive Committee to discuss the motion. The motion to HOLD a recall ballot must be approved by a majority vote of the Executive Committee. A closed ballot for recall will then be held at the same Executive Committee meeting, and a two-thirds majority vote for recall will be required and will become effective immediately. The process for electing a new Vice-Chair will be initiated immediately. The votes will be directed to and counted by an independent returning officer chosen by the Executive Committee.
In the event that ICORG the All-Ireland Co-operative Research Group is without a Group Chair and Group Vice-Chair at the same time, the Executive Committee, will elect an acting Group Chair and/or Vice-Chair, who will remain in office until a full election can be held for the office(s) in question. In this situation, where both positions are vacant simultaneously, the Executive Committee shall hold ballots for both positions, in the manner defined for Group Vice Chair. When the new appointments are made, they shall be for a period of four years.
Section 3 Modality Chairs The Modality Chairs on the Executive Committee are elected by the members of that modality. Elections are coordinated by the Group Central Office. Nominations are requested from members of the modality, and each member has a single vote. The successful candidate is elected by a simple majority vote of the members. The Modality Groups must hold an election for chair at least once every four years. There is no limit on the number of terms which may be served consecutively, and no limit on the number of times a candidate may stand for the office.
Institutional and Individual Membership
Section 1 Institutional Members – Institutional membership is open to any hospital in the island of Ireland which wishes to participate in ICORG the All-Ireland Co-operative Research Group clinical trials. Applications for institutional membership will be reviewed by the ICORG the All-Ireland Co-operative Research Group Executive Committee. A Principal Investigator from each member hospital will serve on the ICORG The All-Ireland Co-operative Research Group Executive Committee. Performance of each member institution will be reviewed annually by the Executive Committee. Should a member institution fail to meet the standards set by the Executive Committee within a reasonable period of time, their membership may be put on probation, suspended or terminated.
Section 2 Individual Membership – Membership of the Group is open to oncology professionals in the fields of medical oncology, radiation oncology, surgical oncology, haematologic oncology and cancer researchers. Candidates for membership must be nominated and seconded by members of the Group. The Executive Committee shall then adjudicate the nominee’s application. Members are grouped into one of five-modality committees, i.e. of medical oncology, radiation oncology, surgical oncology, haematological oncology and cancer researchers. Candidate members for the Cancer Research modality group must, in the opinion of the Executive Committee, be actively involved in clinical trials. Members may be charged an annual membership fee, established by the Executive Committee.
Meetings
Section 1 ICORG the All-Ireland Co-operative Research Group - Group Meetings –ICORG The All-Ireland Co-operative Research Group shall meet at least annually. Group Meetings will include disease and modality committee meetings. The Group Chair will have responsibility for determining the frequency and dates of meetings.
Section 2 Executive Committee Meetings – The ICORG the All-Ireland Co-operative Research Group Executive Committee shall meet at least once a year. Attendance at meetings can be in person or electronically. The Group Chair will have the responsibility for determining the frequency and dates of meetings. For all votes taken by the Executive Committee, a quorum is defined as the presence of either the Group Chair or Group Vice-Chair, and 50% of the voting members of the Committee.
Committees
Section 1 Committee Structures –ICORG the All-Ireland Cooperative Research Group committees shall consist of scientific and administrative committees necessary to fulfil the mission of ICORG the All-Ireland Co-operative Research Group. Committees may be formed, restructured or disbanded by the Group Chair, with the approval of the ICORG the All-Ireland Co-operative Research Group Executive Committee.
Section 2 Committee Chairs – Chairs and Co-chairs of the disease and modality committees shall be elected by the relevant constituency. Chairs and co-chairs of operational committees shall be appointed by the Group Chair.
Constitutional Revisions
Constitutional amendments or revisions are circulated in writing to each individual member of ICORG the All-Ireland Cooperative Research Group at least one month prior to the ICORG the All-Ireland Co-operative Research Group meeting with voting will take place. Voting on the proposals will take place by secret ballot at a meeting of the Group. The meeting may be held electronically. Postal voting will be acceptable, as long as votes are received prior to the meeting of the Group. Postal votes and ballots that are submitted at the meeting will be counted together by two individuals nominated by the Group Chair. A simple majority of the returned ballots will pass the motion. An amendment to the constitution is effective immediately upon its adoption by the members, unless the motion to adopt the amendment includes a specific effective date.
Ratification
The constitution shall be adopted by a majority affirmative vote of those ballots returned from eligible members. It shall become effective on the day of its adoption and shall supersede all prior documents. Members of ICORG the All-Ireland Cooperative Research Group shall be provided with a copy of this constitution and all amendments, and their continued membership shall be interpreted as their acceptance of its provisions.
Relevant Dates
This constitution was adopted on 18th June 2004.
Organisation
The organisation, under the leadership of a Group Chair shall consist of members as defined in Institutional and Individual Membership, a Group Central Office (in the Republic of Ireland) and a Statistical and Data Management Office (in Northern Ireland).
A variety of committees serve the interests of the Group.
Group Offices
Section 1 – The Group Central Office, under the direction of the Group Chair, will be located in the Republic of Ireland and will provide scientific, administrative and fiscal support to the Group.
Section 2 – The Group Statistical and Data Management Office will be located in Northern Ireland and, under the direction of the Group Statistician will participate in all activities of the Group that involve the design, planning, implementation and analysis of studies. The Statistical and Data Management Office is considered a member site with full voting privileges.
Section 3 – The Group Chair’s Office will be located in the principal place of employment of the person, who is currently in office, and will facilitate and support this role. The Group Chair will have overall responsibility for the direction and operation of the Group.
