AVIR Policies & Bylaws
0.110 Mission Statement
The Association of Vascular and Interventional Radiographers mission is to grow, advance and continue education in the area of vascular and interventional radiology and to promote professional growth and the socioeconomic stature for AVIR members throughout the medical community. \
0.110 Philosophy Statement
The Association of Vascular and Interventional Radiographers philosophy is to establish and maintain a high level of professional performance of medical and ethical standards of all Cardiovascular Interventional Radiographers, to provide, promote and maint ain continuity of and continuously improve patient care, to create a positive working relationship among all facets of the medical profession and to educate the public and allied health professionals in skills and awareness of vascular and interventional s tudies.
AVIR POLICY AND PROCEDURE MANUAL
0.120 Introduction
The purpose of the Association of Vascular and Interventional Radiographers (AVIR) Policy and Procedure Manual is to provide direction, guidelines and time lines to those responsible for carrying out the business of the Association. The manual is designed to be used as a guide in orienting elected and appointed Board members, External Liaisons, Committee Coordinators, Committee Members, and Chapter Liaisons. Time sensitive duties have been established for day-to-day use and implementation of the Associations approved Policies and Procedures. Policies are to be developed, reviewed and revised, as necessary, to meet the needs of the times and in compliance with the Mission and Philosophy of the Association. designated Board of Director, Chair to the Board, Committee Chair, External Liaison, Associate Member Representative and Executive Staff. (Refer to Policy # 04.190: Review and Revisions of Policy and Procedure Manual). being placed. policies. The Bylaws of the Association of Vascular and Interventional Radiographers shall at all times supersede any materials contained within this manual.
- Each policy and procedure is to be reviewed annually by the
- Effective Date is to be interpreted as the date of the policy
- Supersedes is to be interpreted as the date of the current policy.
- Policies are broad, general objectives of the Association.
- Procedures are the specific steps involved in carrying out these
01.100 Duties of Elected and Appointed Board Members
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01.110 Duties of the President
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01.120 Duties of the Vice President/President-Elect
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01.130 Duties of the Immediate Past President
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01.140 Duties of the Secretary/Treasurer
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01.150 Duties of the Director-at-Large
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01.160 Duties of the Publications Chair
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01.170 Duties of the Program Chair
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01.180 Duties of the Web Chair
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02.100 General Duties of Committees
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02.110 Annual Program Committee
PROGRAM COMMITTEE Policy Statement The Program Committee members shall promote the Mission and Philosophy of the AVIR. The Program Committee members shall adhere to the Bylaws and Policies and Procedures of the Association. The Program Committee member shall be an Active member of the Association in good standing. The Annual AVIR Scientific Meeting is the Association’s largest and most visible accomplishment each year, and as such has set and maintained a high standard of excellence that the Program Chair and program committee shall maintain. The Program Chair and program Committee shall be responsible for planning the Annual AVIR Scientific Meeting including, but not limited to, selecting quality Cardiovascular and Interventional Radiology topics and speakers. The Program Committee members are members of the AVIR in good standing and are appointed/reappointed annually no later than thirty (30) days after the Board of Directors meeting immediately preceding the annual meeting of the general membership unless those vacancies occur due to other than yearly review of committee member by the Program Chair and approved by the Board of Directors The Program Committee’s tenure commences no later than 45 days after the Annual Business Meeting at the Annual Scientific Meeting and will term end 30 days after the
COMMITTEE MEMBER RESPONSIBILITIES: The Program Committee shall plan the AVIR Annual meeting hand outs will needed prior to meeting brochure printing and interests.
- Shall return all communications in a timely manner.
- Shall participate in planning meetings
- Shall be available for conference calls
- Shall contact physicians for speaking at the meeting.
- Shall follow-up with speakers for CV, Outline of goals and objectives for talk, plus any
- Shall help design “SAVE THE DAY POSTCARD”
- Shall help select menus for the events
- Shall help design Annual Meeting Syllabus
- Shall help prepare submissions for RT and RN Continuing Education Credits
- Shall help solicit funds and give-aways for the meeting
- Shall help plan Symposia for the Annual Meeting
- Shall help prepare “Good Case of the Day” display and prize for correct answer
- Shall write articles for the Newsletter, interviewing RTs from the host city, local culture
- Shall help with registration, moderating and networking
- Shall work on evaluation booklet
- Shall work on projects as appropriate
- Shall participate and be available during the annual meeting as requested.
- Shall complete assigned tasks by the Program Chair.
02.120 Associate Membership Committee
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02.130 Awards Committee
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02.140 Chapter and Outreach Committee
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02.150 Education Committee
1.9 Shall submit a monthly report to the Board of Directors. Reports shall outline the previous two months activity and future activity. 1.9.1 Reports shall be submitted fourteen (14) days prior to the board meeting. 1.10 Shall submit written long and short term goals of the Committee within thirty (30) days of the Annual AVIR Scientific Meeting. 1.11 Shall recommend the formation of an Ad- Hoc Committee to the Board of Directors, when indicated, to respond to specific educational inquiries and/or
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.150 PAGE 3 of 3
EFFECTIVE DATE June 2022
SUPERSEDES June 2010
PRESIDENT Sandra Strycker
SUBJECT EDUCATION COMMITTEE
needs. 1.12 Shall send a thank you letter to each committee member for serving on the committee thirty (30) days prior to vacating office. 1.13 Shall maintain a manual on the activities/correspondence of the committee. Manual shall be forwarded to the Chair -elect at the Annual AVIR Scientific Meeting. 1.14 Shall provide a written term ending report to the Chair -elect to promote a smooth and orderly transition of office. 1.14.1 Report shall be submitted at the spring Board meeting prior to the Annual AVIR Scientific Meeting. 1.15 Shall review Policy # 02.150: Education Committee and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to vacating office. 1.15.1 Revisions shall be completed and ready for Board approval thirty (30) days prior to Annual AVIR Scientific Meeting.
2. Education Committee Members 2.1 Shall serve the Committee in good standing. 2.2 Shall review and adhere to the Policy # 02.150: Education Committee. 2.3 Shall review and adhere to Policy # 04.200: Standards of Conduct of Members Representing the Association.. 2.4 Shall complete assigned tasks meeting set deadlines. 2.5 Works on projects as appropriate. 3. Education Committee Responsibilities 3.1 Shall ensure that there are adequate educational opportunities for members. 3.2 Shall ensure that education platform is up- to-date with educational content. 3.3 Shall work on projects as appropriate to include, but not limited to, the following: 3.3.1 Assist, when requested by the AVIR Board of Directors, AVIR Chapters and/or other organizations in planning the content of an educational meetings/seminars in which the Association will be officially participating . 3.4 The Committee Chair shall recommend the formation of an Ad -Hoc Committee to the B oard of Directors, when indicated, to respond to specific educational inquiries and/or needs.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.150 PAGE 4 of 3
EFFECTIVE DATE June 2022
SUPERSEDES June 2010
PRESIDENT Sandra Strycker
SUBJECT EDUCATION COMMITTEE
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.160 PAGE 1 of 5
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT ETHICS AND JUDICIAL COMMITTEE
POLICY STATEMENT
The Ethics and Judicial Committee considers any ethical or judicial question regarding the policies of the Association or Chapters or actions of the members of the Association. The Chair of the Ethics and Judicial Committee shall be the President of the Association. The Ethics and Judicial Committee shall consist of one (1) Committee Chair and four (4) Committee members. Two (2) Committee members shall be past Board members of the Association in good standing and two (2) Committee members shall be Active members of the Association in good standing. Committee members shall not presently be serving as officers or directors of the Association. The Ethics and Judicial Committee members are members of the AVIR in good standing and are appointed/reappointed annually no later than thirty (30) days after the Board of Directors meeting immediately preceding the annual meeting of the general membership unless those vacancies occur due to other than yearly review of committee members by the Program Chair and approved by the Board of Directors The Ethics and Judicial Committee’s tenure commences no later than 45 days after the Annual Business Meeting at the Annual Scientific Meeting and will term end 30 days after the Annual Business Meeting at the Annual Scientific Meeting. The Report of Occurrence/Grievance shall remain a confidential document between the individual person(s) filing the report, the Ethics Committee members, the person(s) the occurrence/grievance is towards and the AVIR Board of Directors. The Ethics and Judicial Committee members shall promote the Mission and Philosophy of the AVIR. The Ethics and Judicial Committee members shall adhere to the Bylaws and Policies and Procedures of the Association.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.160 PAGE 2 of 5
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT ETHICS AND JUDICIAL COMMITTEE
PROCEDURE OF IMPLEMENTATION
1. Chair of Ethics -Judicial Committee 1.1 The President shall serve as the Committee Chair in good standing. 1.2 Shall review Policy # 02.160: Ethics and Judicial Committee thirty (30) days prior to assuming office. 1.3 Shall review the Ethics and Judicial Committee Term Ending Report no later than thirty (30) days after assuming position. 1.4 Shall review and interpret the Ethics and Judicial Committee Manual no later than thirty (30) days after assuming position. 1.5. Shall review and adhere to the Ethics and Judicial Committee =s policies and procedures. 1.6. Shall return all communications in a timely manner. 1.7. Shall submit four (4) Committee members to AVIR Board of Directors, for approval, no later than two (2) weeks after the AVIR Business Meeting held during the Annual AVIR Scientific Meeting. 1.8. Shall send introduction/responsibility packet to approved committee members no later than forty (45) days of Annual AVIR Scientific Meeting. 1.8.1 Letter shall outline committee responsibilities/duties. 1.8.2. Packet shall contain telephone/address =s of committee members and a copy of Policy # 04.200: Standards of Conduct for Members Representing the Association and Policy # 02.160: Ethics and Judicial Committee. 1.9 Shall submit a bi- monthly report to the Board of Directors. Reports shall outline the previous two months activity and future activity. 1.9.1 Reports shall be submitted fourteen (14) days prior to the board meeting. 1.10 Shall submit written long and short term goals of the Committee within thirty (30) days of the Annual AVIR Scientific Meeting. 1.11 Shall send a thank you letter to each committee member for serving on the committee thirty (30) days prior to vacating office. 1.12 Shall maintain activities/correspondence of the committee and forward to the Chair -elect at the Annual AVIR Scientific Meeting. 1.13 Shall provide a written term ending report to the Chair -elect to promote a smooth and orderly transition of office. 1.13.1 Report shall be submitted at the spring Board meeting prior to the Annual
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.160 PAGE 3 of 5
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT ETHICS AND JUDICIAL COMMITTEE
AVIR Scientific Meeting. 1.14 Shall review Policy # 02.160: Ethics and Judicial Committee and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to vacating office. 1.14.1 Revisions shall be completed and ready for Board approval thirty (30) days prior to Annual AVIR Scientific Meeting.
2. Ethics and Judicial Committee Members 2.1 Shall serve the Committee in good standing. 2.2 Shall review and adhere to the Ethics and Judicial Committee policies and procedures. 2.3 Shall review and adhere to Policy # 04.200: Standards of Conduct of Members Representing the Association. 3. Procedure for Occurrence/Grievance. 3.1 A grievance may be lodged against any Active (including Board), Associate, International and/or Student member of the Association who is not representing the Association in an ethical and professional manner. 3.2 Any AVIR Active, Associate, International or Student member in good standing, Physician, External Association and/or Corporation may lodge a grievance. 3.3 The Confidential Report of Occurrence form shall be completed by the individual(s) lodging the occurrence/grievance. 4. Procedure for following up an Occurrence/Grievance. 4.1 The AVIR Executive Office shall submit the completed Confidential Report of Occurrence/Grievance within seven (7) business days to the Chair of the Ethics and Judicial Committee. 4.1.1 If the occurrence/grievance involves the Committee Chair they shall step down and the Immediate Past President shall Chair the Committee. 4.1.2 If the occurrence/grievance is against the AVIR Board of Directors a Past President of the Association in good standing shall Chair the Committee. 4.2 The Chair shall review the occurrence/grievance and shall forward the report to the Committee members within five (5) business days of receipt from the
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.160 PAGE 4 of 5
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT ETHICS AND JUDICIAL COMMITTEE
Executive Office. 4.3 The Chair shall send a letter to the person(s) filing the occurrence/grievance within five (5) business days of receipt from the Executive Office. 4.3.1 Letter shall acknowledge receipt of occurrence/grievance and inform them of the review process by the Ethics and Judicial Committee members. 4.4 To ensure due process the Chair shall contact the person(s) the occurrence/grievance is against. 4.4.1 The person(s) shall be contacted by telephone within seven (7) business of receipt of occurrence/grievance from Executive Office. 4.4.1.1 The person(s) shall be informed of occurrence/grievance and shall be requested to submit a written report of their interpretation and suggestions of how to correct the situation within fifteen (15) days of phone call. 4.4.2 Telephone call shall immediately be followed up with a written letter. 4.4.2.1 Letter shall summarize occurrence/grievance and request written report within fifteen (15) days of phone call. 4.5 Committee members shall review all documentation including the occurrence/grievance and the report from the person(s) under investigation. 4.5.1 Committee shall submit a written report of action/suggestions to the AVIR Board of Directors within fifteen (15) days of receipt of the report from the person(s) under investigation. 4.5.2 If the person(s) under investigation refuses to respond by a written report the Committee shall submit a written report of action/suggestions to the AVIR Board of Directors within thirty (30) days of receipt of occurrence/grievance from the Committee Chair. 4.6 The AVIR Board of Director shall implement the action/suggestions set by the Ethics and Judicial Committee. 4.6.1 The President shall notify the person(s) under investigation by letter within five (5) business days of the Committees action/suggestions report. 4.6.1.1 If the person(s) under investigation have been requested to respond to appropriate individuals in an effort to improve the problem/situation they shall be given a deadline date to complete. 4.6.2 The President shall notify the person(s) filing the occurrence/grievance of the Committee =s action/suggestions.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.160 PAGE 5 of 5
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT ETHICS AND JUDICIAL COMMITTEE
4.6.3 The Chair shall follow -up with the person(s) under investigation the completion of a request by Ethic and Judicial Committee to respond to appropriate individuals in an effort to improve the problem/situation.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 1 of 8
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT FINANCE AND MEMBERSHIP COMMITTEE
POLICY STATEMENT
The Finance and Membership Committee shall explore and secure financial support for educational projects to meet our membership’s educational needs and continued professional growth. The committee shall review Active members concerns and supervises Active membership recruitment. The Finance Committee shall seek contributions from outside sources to fund the Association and projects of the Association. The Chair of the Finance and Membership Committee shall be the Secretary/Treasurer of the Association. The Finance and Membership Committee shall consist of one (1) Committee Chair and a minimum of two (2) Committee members. Committee members shall not presently be serving as officers or directors of the Association. Committee members shall be Active members of the Association in good standing. The Finance and Membership Committee members are members of the AVIR in good standing and are appointed/reappointed annually no later than thirty (30) days after the Board of Directors meeting immediately preceding the annual meeting of the general membership unless those vacancies occur due to other than yearly review of committee members by the Program Chair and approved by the Board of Directors
The Finance and Membership Committee’s tenure commences no later than 45 days after the Annual Business Meeting at the Annual Scientific Meeting and will term end 30 days after the Annual Business Meeting at the Annual Scientific Meeting.
The Finance and Membership Committee members shall promote the Mission and Philosophy of the AVIR. The Finance and Membership Committee members shall adhere to the Bylaws and Policies and Procedures of the Association.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 2 of 8
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT FINANCE AND MEMBERSHIP COMMITTEE
PROCEDURE OF IMPLEMENTATION 1. Chair of Finance and Membership Committee 1.1 The Secretary/Treasurer shall serve as the Committee Chair in good standing. 1.2 Shall review Policy # 02.170: Finance and Membership Committee thirty (30) days prior to assuming office. 1.3 Shall review the Finance Committee Term Ending Report no later than thirty (30) days after assuming position. 1.4 Shall review and interpret the Finance Committee Manual no later than thirty (30) days after assuming position. 1.5. Shall review and adhere to the Finance Committee=s policies and procedures. 1.6. Shall return all communications in a timely manner. 1.7. Shall submit a minimum of two (2) Committee members to AVIR Board of Directors, for approval, no later than two (2) weeks after the AVIR Business Meeting held during the Annual AVIR Scientific Meeting. 1.8. Shall send introduction/responsibility packet to approved committee members no later than forty (45) days of Annual AVIR Scientific Meeting. 1.8.1 Letter shall outline committee responsibilities/duties. 1.8.2. Packet shall contain telephone/address ’s of committee members and a copy of Policy # 04.200: Standards of Conduct for Members. Representing the Association and Policy # 02.170: Finance and Membership Committee. 1.9 Shall submit monthly reports to the Board of Directors. Reports shall outline the previous two months activity and future activity. 1.9.1 Reports shall be submitted fourteen (14) days prior to board meetings. 1.10 Shall submit written long and short term goals of the Committee within thirty (30) days of the Annual AVIR Scientific Meeting. 1.11 Shall send Finance packet to Committee members no later than May 15 th . Packet shall contain the following: 1.11 List of corporate sponsors with name of responsible committee member. 1.12 Copy of letters sent to companies each committee member is responsible for.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 3 of 8
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT FINANCE AND MEMBERSHIP COMMITTEE
1.13 A copy of Policy # 02.17 0: Finance and Memebrship Committee. 1.14 Marketing Brochure 1.15 AVIR Finance Committee Corporate Sponsorship Contact form. 1.16 Copy of Quarterly Committee Report. 1.17 Copy of Policy # 04.200: Standards of Conduct for Members Representing the Association, 1.12 Shall send a thank you letter to each committee member for serving on the committee thirty (30) days prior to vacating office. 1.13 Shall maintain a manual on the activities/correspondence of the committee. Manual shall be forwarded to the Chair -elect at the Annual AVIR Scientific Meeting. 1.14 Shall provide a written term ending report to the Chair -elect to promote a smooth and orderly transition of office. 1.14.1 Report shall be submitted at the spring Board meeting prior to the Annual AVIR Scientific Meeting.
1.15 Shall review Policy # 02.170: Finance and Membership Committee and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to vacating office. 1.15.1 Revisions shall be completed and ready for Board approval thirty (30) days prior to Annual AVIR Scientific Meeting
2. Finance and Membership Committee Members 2.1 Shall serve the Committee in good standing. 2.2 Shall review and adhere to the Finance and Membership Committee ’s policies and procedures. 2.3 Shall review and adhere to Policy # 04.200: Standards of Conduct of Members Representing the Association. 2.4 Shall prepare monthly reports outlining the previous months activity and future activity.
3. Corporate Sponsorship Guidelines 3.1 The Secretary/Treasurer shall implement and/or direct the solicitation of funds for
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 4 of 8
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT FINANCE AND MEMBERSHIP COMMITTEE
organizational sponsored projects, education, newsletter, chapters, annual and regional meetings. 3.2 One (1) month after receiving corporate sponsorship, a letter of acknowledgment shall be sent to each corporate contributor. 3.3 A letter of request for sponsorship will be mailed bi -annually in May and September. 3.4.1 May letter shall include an AVIR Marketing Brochure. 3.4.2 September letter shall be a reminder for corporate sponsorship. Letter shall include December 1 st as the deadline date for submitting pledges. This deadline assures acknowledgment in the SIR Pocket Program. 3.4 The following levels of sponsorship will be recognized: 3.1 $100- $499 Individual Contributor 3.2 $500 - $2999 Corporate Sponsor (Bronze) 3.3 $3000 - $9999 Corporate Sponsor (Silver) 3.4 $10,000 - $19,999 Corporate Sponsor (Gold) 3.5 $20,000 and above Corporate Sponsor (Platinum) 3.5 When pledged funds have not been received thirty days prior to the annual meeting, the President and/or appropriate committee member shall mail final sponsorship notice and/or elicit verbal communication confirming the corporation's financial commitment to the AVIR. 3.6 The following acknowledgments for contributions shall be established: 3.6.1 Sponsors shall receive the appropriate sponsorship level ribbons for their representative to wear at the Annual SIR/AVIR Meeting. 3.62 Acknowledgment in the SIR Pocket Program. Shall indicate Company and Corporate Sponsorship level 3.6.3 A sign will be placed at the entrance of the Annual AVIR Scientific Meeting. 3.6.4 Announcement in the Annual AVIR Scientific Meeting Program. 3.6.5 Shall be highlighted in the AVIR newsletter. 3.6.6 Shall be acknowledged in ongoing or future projects
ASSOC IATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 5 of 10
EFFECTIVE DATE June 2006
SUPERSEDES February 1998
PRESIDENT
Greg Phi llips
SUBJECT FINANCE COMMITTEE
3.7 A number of complimentary registrations (5 maximum) to the annual scientific meeting will be awarded for levels of sponsorship: 3.7.1 $2000- $4999 2 registrations 3.7.2 $5000 - $12,999 3 registrations 3.7.3 $13,000 - $19,999 4 registrations 3.7.4 $20,000 & above 5 registrations
4. Guidelines for Committee Members 4.1 Getting Prepared -- Review the following: 4.1.1 Policy # 02.170: Finance and Membership Committee 4.1.2 Corporate Sponsorship letters. 4.1.3 Marketing brochure. A Marketing Brochure, listing sponsorship opportunities, will be available for distribution . This will be inclusive but not limited to the following: 3.2.1 Sponsorship Levels 3.2.2 Possible Awards and Functions 3.2.3 Interventional Informer Advertisement 3.2.4 AVIR Website sponsorships 3.2.5 AVIR Labels availability 3.2.6 Onsite Meetings Programs 3.2.6.1 Advertisement options 3.2.6.2 Programs availability 3.2.7 Meeting Signage and Screen Saver 3.2.8 Complimentry Meeting Registrations 3.2.9 Press Release 4.1.4 Corporation list 4.1.4.1 Note those for which you are responsible. 4.1.5 Finance Committee Corporate Sponsorship Contact forms (Form I). 4.1.6 Committee members and phone numbers. 4.1.7 4.2 Contacting Corporations 4.2.1 Contact person should be the Marketing Manager unless otherwise specified. 4.2.1.1 When making initial contact verify they are the appropriate individual to discuss corporate sponsorship with.
ASSOC IATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 6 of 10
EFFECTIVE DATE June 2006
SUPERSEDES February 1998
PRESIDENT
Greg Phi llips
SUBJECT FINANCE COMMITTEE
4.2.1.2 If contact individual has changed, ask for new contact and communicate name, title and phone number to the Executive Office to update database. 4.2.1.3 If you continue to have difficulty contacting the Marketing Manager, utilize your local sales representative to contact him/her. 4.2.2 Once you have reached the correct contact person, introduce yourself as a member of the Finance and Membership Committee of the AVIR. 4.2.2.1 Determine if contact person has received Corporate Sponsorship Letter and Marketing Brochure. 4.2.2.1.1 If not received, tell them you will have it sent to them. If possible, try to discuss the concept of the Finance drive to them. 4.2.3 Explain we are soliciting corporate sponsorship and sponsors for projects outlined in the Marketing Brochure (the AVIR is no longer soliciting funds for just the Annual meeting). 4.2.3.1 Corporate sponsorship goes towards the running of the Association, educational projects, a quarterly newsletter, National, regional and local chapter educational meetings, scope of practice guidelines, etc. 4.2.3.2 Discuss the various corporate sponsorship levels. 4.2.3.2.1 Refer to Corporate Sponsorship Guideline 3.4 4.2.3.3 Discuss current project and needs for additional funding. 4.2.4 Inform contact of recognition 4.2.4.1 Funds must be secured by Dec 1 st. Refer to Corporate Sponsorship Guideline 3.3.2 4.2.4.2 Refer to Corporate Sponsorship Guidelines 3.6 and 3.7 4.2.5 Determine if there is a commitment, amount of commitment and approximate date of funding. If no commitment is given recall in one week. 4.2.6 Inquire if contact person is aware or has read our quarterly newsletter. 4.2.6.1 If they are aware of the newsletter, discuss advertising opportunities.
ASSOC IATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 7 of 10
EFFECTIVE DATE June 2006
SUPERSEDES February 1998
PRESIDENT
Greg Phi llips
SUBJECT FINANCE COMMITTEE
4.2.6.1.1 If they are interested in advertising in the newsletter tell them you will have the Publication Chair contact them. 4.2.6.1.2 If they are not aware, inform Executive Office and have most recent newsletter sent. 4.2.7 Review Associate membership status available for company representatives. 4.2.7.1 Encourage participation of all corporate sales force. 4.2.7.2 Contact Executive Office if membership brochures need to be sent to corporation. 4.3 If any of the following problems are encountered, please refer back to Committee Chair. 4.3.1 Placing three calls to corporate contact person and receiving no response. 4.3.2 Cannot determine who contact person is. 4.3.3 Any difficulties in dealing with the contact person. 4.4 Time frame for placing calls to contact person. 4.4.1 Calls shall begin immediately after receiving financial packet and corporate sponsorship letters have been mailed from Executive office. 4.4.1.1 Unless otherwise specified, begin making calls on June 1 st . 4.4.2 Calls and commitment for funds shall be completed by December 1st . 4.5 Documentation 4.5.1.1 Finance Committee Corporate Sponsorship Contact form. 4.5.1.1 Record dates of phone calls and response of conversations. 4.5.1.2 When sponsorship has been obtained or company has refused sponsorship completed forms shall be sent with Quarterly report to Committee Chair. 4.5.1.3 Notify Executive Office by phone when you have secured corporate sponsorship. Give amount and approximate date check will be mailed. 4.6 Quarterly Committee Reports 4.6.1 Committee members shall submit a Quarterly report outlining the previous two months activity and future activity. Even if you have no activity a report shall be submitted. 4.6.1.1 Reports shall be submitted fourteen (14) days prior to board
ASSOC IATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.170 PAGE 8 of 10
EFFECTIVE DATE June 2006
SUPERSEDES February 1998
PRESIDENT
Greg Phi llips
SUBJECT FINANCE COMMITTEE
meetings.
5. Executive Office Responsibilities 5.1 Shall send corporate sponsorship letters and the Marketing Brochure no later than May 1 st . 5.2 Shall send corporate sponsorship follow -up letters no later than September 15th . 5.3 Shall send thank you letters within two (2) weeks of receiving corporate sponsorship funds. 5.4 Shall notify appropriate Committee member and Committee Chair when check arrives in AVIR office. 5.5 Shall update Corporate Sponsorship List on an as needed basis. 5.6 Shall send additional letters and Marketing Brochures at the request of Committee members. 6. Membership Responsibilities 6.1 Shall supervisor Membership recruitment. 6.1.1 Shall implement and proceed with a plan to increase the number of Active members in the Association. 6.2 Work on projects as appropriate.
ASSOCIATION OF VASCULAR AND INTER VENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.180 PAGE 1 of 3
EFFECTIVE DATE June 2022
SUPERSEDES February 2006
PRESIDEN T Sandra Strycker
SUBJECT NOMINATING COMMITT EE
POLICY STATEMENT
The Nominating Committee prepares the ballot for the general election. The Chair of the Nominating Committee shall be the Immediate Past President of the Association. The Nominating Committee shall review and adhere to the Associations Bylaws: Article VII: Election of Board of Directors. The Nominating Committee members are members of the AVIR in good standing and are appointed/reappointed annually no later than thirty (30) days after the Board of Directors meeting immediately preceding the annual meeting of the general membership unless those vacancies occur due to other than yearly review of committee members by the Chair and approved by the Board of Directors The Nominating Committee’s tenure commences no later than 45 days after the Annual Business Meeting at the Annual Scientific Meeting and will term end 30 days after the Annual Business Meeting at the Annual Scientific Meeting. Committee members shall be Active members of the Association in good standing. The Nominating Committee shall consist of one (1) Committee Chair, and a minimum of four (4) Committee members. One (1) Committee member shall be a Past President of the Association. The remaining three (3) members of the Association shall not presently be serving as officers or directors of the Association. Committee Members shall promote the Mission and Philosophy of the AVIR. Committee Members shall adhere to the Bylaws and Policies and Procedures of the Association. PROCEDURE OF IMPLEMENTATION
ASSOCIATION OF VASCULAR AND INTER VENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.180 PAGE 2 of 3
EFFECTIVE DATE June 2022
SUPERSEDES February 2006
PRESIDEN T Sandra Strycker
SUBJECT NOMINATING COMMITT EE
1. Chair of Nominating Committee 1.1 The Immediate Past President shall serve as the Committee Chair in good standing. 1.2 Shall review Policy # 02.180: Nominating Committee thirty (30) days prior to assuming office. 1.3 Shall review the Nominating Committee s Term Ending Report no later than thirty (30) days after assuming position. 1.4 Shall review and interpret the Nominating Committee Manual no later than thirty (30) days after assuming position. 1.5. Shall review and adhere to the Nominating Committee =s policies and procedures. 1.6. Shall return all communications in a timely manner. 1.7. Shall submit a minimum of four (4) Committee members to AVIR Board of Directors, for approval, no later than two (2) weeks after the AVIR Business Meeting held during the Annual AVIR Scientific Meeting. 1.8. Shall send introduction/responsibility packet to approved committee members no later than forty (45) days of Annual AVIR Scientific Meeting. 1.8.1 Letter shall outline committee responsibilities/duties. 1.8.2. Packet shall contain telephone/address ’s of committee members and a copy of Policy # 04.200: Standards of Conduct for Members Representing the Association and Policy # 02.180: Nominating Committee. 1.9 Shall submit a bi- monthly report to the Board of Directors. Reports shall outline the previous two months activity and future activity. 1.9.1 Reports shall be submitted on April 5, June 5, August 5, October 5, December 5 and February 5. 1.10 Shall submit written long and short term goals for the Committee within thirty (30) days of the Annual AVIR Scientific Meeting. 1.11 Shall send a thank you letter to each committee member for serving on the committee thirty (30) days prior to vacating office. 1.12 Shall maintain a manual on the activities/correspondence of the committee. Manual shall be forwarded to the Chair -elect at the Annual AVIR Scientific Meeting. 1.13 Shall provide a written term ending report to the Chair -elect to promote a smooth and orderly transition of office.
ASSOCIATION OF VASCULAR AND INTER VENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.180 PAGE 3 of 3
EFFECTIVE DATE June 2022
SUPERSEDES February 2006
PRESIDEN T Sandra Strycker
SUBJECT NOMINATING COMMITT EE
1.13.1 Report shall be submitted at the spring Board meeting prior to the Annual AVIR Scientific Meeting. 1.14 Shall review Policy # 02.180: Nominating Committee and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to vacating office. 1.14.1 Revisions shall be completed and ready for Board approval thirty (30) days prior to Annual AVIR Scientific Meeting.
2. Nominating Committee Members 2.1 Shall serve the Committee in good standing. 2.2 Shall review and adhere to the Nominating Committee ’s policies and procedures. 2.3 Shall review and adhere to Policy #4.200: Standards of Conduct of Members Representing the Association. 2.4 Shall review and adhere to the Associations Bylaws: Article VII: Election of Board of Directors. 2.5 Shall work on projects as appropriate.
3. The Nominating Committee shall be responsible for the election process. 3.1 The Committee Chair shall submit articles calling for candidates in the annual newsletter. 3.2 The Committee Chair works with the Committee members and Executive Office to prepare nominating letter and form. 3.3 The Committee shall evaluate the candidates qualifications to run for an elected AVIR office according the Associations Bylaws Article VII: Election of Board of Directors. 3.4 The Committee Chair shall draft biographies for candidate profiles and sends approval form to committee members. 3.5 The Committee Chair shall review the election results with the Executive Office. 3.6 The Committee Chair shall work with the President and Executive office to notify the newly elected board members by phone and follow -up letter. 3.6.1 Notification by phone shall be either by the President or Immediate Past President within fifteen (15) days of election results. 3.6.2 Notification by letter shall be by the President within thirty (30) days of election results. 3.6 The Committee Chair shall work with the President and the Executive office to notify non- elected candidates by letter within thirty (30) days of election results.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.190 PAGE 1 of 2
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT Sandra Strycker
SUBJECT COMMUNICATIONS COMMITTEE
COMMUNICATIONS COMMITTEE
Policy Statement
The Communications Committee members shall promote the Mission and Philosophy of the AVIR.
The Communications Committee members shall adhere to the Bylaws and Policies and Procedures of the Association. The Communications Committee member shall be an Active member of the Association in good standing.
The Communications Committee shall be co -chaired by the Publications Chair and the Web Chair. The Communications Committee’s tenure commences no later than 45 days after the Annual Business Meeting at the Annual Scientific Meeting and will term end 30 days after the Annual Business Meeting at the Annual Scientific Meeting.
The Communications Committee members shall have some knowledge of web design and knowledge of newsletter design. . That knowledge shall include, but not be limited to: social media platforms, website design, reproduction rules and rights.
Committee Member Responsibilities
- Duties of the Communications Committee
1.1 Shall serve the committee in good standing.
1.2 Shall review policies sent in the introduction packet within two (2) weeks of receiving.
1.3 Shall submit a monthly report to the Committee Chair s.
1.3.1 Report shall be typed using the Committee Report form or completed online. 1.3.2 Report shall include the monthly activity, future activity, any problems or concerns, and follow -ups needed. 1.3.3 Reports are due: Quarterly, fourteen (14) days prior to board of directors meetings.
1.4 Shall monitor the AVIR web site monthly for problems and updates.
1.4.1 Shall report broken links, outdated information and any additional updates needed to the chair 1.4.2 Shall submit web page suggestions to the chair 1.4.3 Will inform the chair if the web site needs aesthetic changes. 1.4.4 Will assist the chair in making changes to the web site.
1.5 Shall monitor the AVIR publication for errors and updates. 1.5.1 Shall report outdated information and any additional updates needed to chair.
1.6 Shall request quotes from web development companies when requested by the chair. 1.7 Shall return communications in a timely manner.
1.8 Shall meet deadlines established by the chairs.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY PROCEDURE
POLICY NO. 03.100 PAGE 1 of 3
EFFECTIVE DATE June 2022
SUPERSEDES July 2006
PRESIDENT Sandra Strycker
SUBJECT DUTIES OF EXTERNAL LIAISONS
POLICY STATEMENT AVIR External Liaisons shall promote the Mission and Philosophy of the AVIR. AVIR External Liaisons shall adhere to the Bylaws and Policies and Procedures of the Association. External Liaisons shall be Active members in good standing and shall represent the AVIR in a professional manner. External Liaisons shall be recommended for appointed/reappointment annually by the AVIR Board of Directors at the Spring Board meeting and shall be approved by April 30. To provide continuity the External Liaison who meets policy guidelines and the expectations of the Board of Directors shall be recommended to serve a minimum of three (3) years. External Liaisons shall adhere to the Bylaws and Policies and Procedures of the Association/Organization they are a representative to. External Liaisons shall reassume their position at the Annual AVIR Scientific Meeting or as designated by the AVIR Board of Directors. PROCEDURE FOR IMPLEMENTATION
1. AVIR External Liaisons shall include but are not limited to the following: 1.1 Corporate Liaison 1.2 Physician Liaison 2. AVIR External Liaisons shall review the Bylaws and Policy and Procedure Manual including, but not limited to, all duties related to their position thirty (30) days prior to appointment/reappointment of position. 3. Newly appointed AVIR External Liaisons shall review the appropriate Term Ending Report(s) no later than thirty (30) days after assuming position. 4. Newly appointed AVIR External Liaisons shall review and interpret the appropriate External Liaison manual no later than thirty (30) days after assuming position.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY PROCEDURE
POLICY NO. 03.100 PAGE 2 of 3
EFFECTIVE DATE June 2022
SUPERSEDES July 2006
PRESIDENT Sandra Strycker
SUBJECT DUTIES OF EXTERNAL LIAISONS
5. External Liaisons shall report all communications to the Immediate Past President or President in his/her absence. The Immediate Past President is responsible for communicating the status of the External Liaison(s) to the Board of Directors. 6. External Liaisons shall prepare Quarterly reports outlining the previous two months activity and future activity. Reports, for distribution to all board members, shall be submitted 14 days prior to the Board Meetings. 7. The AVIR Board of Directors shall keep abreast of and review all projects conducted by the Associations External Liaisons. The Immediate Past President shall keep the Board informed to the status of all projects by External Liaisons. 8. External Liaisons shall be kept informed of the Board of Directors activities through the mailings of minutes and board reports. The Immediate Past President shall also communicate any additional pertinent information. 10. When indicated, External Liaisons shall submit a Policy and Procedure to the AVIR Board of Directors on the duties of their position. 9. External Liaisons shall review policies and procedures that pertain to their position and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to the Annual Scientific Meeting. 11.1 Revisions shall be completed for Board approval thirty (30) days prior to the Annual AVIR Scientific Meeting. 10. External Liaison shall provide a term ending report to the incoming External Liaison to promote a smooth and orderly transition of office. 13. External Liaisons shall maintain records on all activities/correspondence related to their position. 13.1 These Records shall be forwarded to the incoming External Liaison at the Annual AVIR Scientific Meeting. 13.2 To maintain continuity these records shall be reviewed and interpreted upon appointment to External Liaison position.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY PROCEDURE
POLICY NO. 03.100 PAGE 3 of 3
EFFECTIVE DATE June 2022
SUPERSEDES July 2006
PRESIDENT Sandra Strycker
SUBJECT DUTIES OF EXTERNAL LIAISONS
14. External Liaisons shall provide an annual report summarizing the appropriateness of the AVIR ’s continued affiliation with said organization. 14.1 Report shall be submitted 1 month prior to the Annual Meeting. 15. External Liaisons shall verify reimbursement of expenses prior to participation in a meeting/function with the Executive Office. 15.1 External Liaisons shall adhere to Policy # 04.180: Reimbursement of Expenses, and/or reimbursement guidelines .
16. External Liaisons shall attend meetings appropriate to their position and when unable to shall inform the AVIR Board of Directors. 17. External Liaisons shall return communications in a timely manner. 17.1 Communications include, but are not limited to, the AVIR Board of Directors and the organization they are a representative to. 19. External Liaisons shall meet deadlines for the Association including, but not limited to, newsletter, written goals, Board reports, term ending report and review and recommended revisions of policies and procedures. 20. External Liaisons shall complete assignments/projects from the organization they are a representativ e to. 20.1 Shall meet set deadlines for assignments/projects.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 03.120 PAGE 1 of 2
EFFECTIVE DATE February 20 22
SUPERSEDES February 2006
PRESIDENT Sandra Strycker
SUBJECT DUTIES OF THE PHYSICIAN LIAISON
POLICY STATEMENT
The Physician Liaison shall act as an advisor to the AVIR . The Physician Liaison shall promote the Mission and Philosophy of the AVIR
The Physician Liaison shall adhere to the Bylaws and Policies and Procedures of the Association. The Physician Liaison shall be recommended for appointment or reappointment annually by the AVIR Board Directors Board at the Incoming Board meeting at the AVIR Scientific Meeting and shall be approved by June 1 st.
The Physician Liaison shall assume /reassume their position at the Annual AVIR Scientific Meeting. The Physician Liaison maybe an invited guest to the Board meetings. Invited guests shall be approved by the Board of Directors. Reimbursement expenses shall be submitted within sixty (60) days of the function.
PROCEDURE FOR IMPLEMENTATION
1. Reimbursement Guidelines for Physician Liaison to the Annual AVIR Scientific Meeting. The AVIR shall reimburse the following expenses: 1.1 1.1 Airfare will be reimbursed. Tickets should be purchased at least thirty (30) days prior to the Annual Meeting. The lecturer may use the Travel agent for the AVIR or make their own travel arrangements. 1.2 Ground travel to the meeting shall be reimbursed at the current government rate. 1.3 Ground transportation to and from the airport. 1.3.1 Reimbursement of shuttle or taxi shall be at single rate occupancy rate. 1.4 Hotel expenses will be reimbursed at single occupancy rate and tax for up to five (5) nights.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 03.120 PAGE 2 of 2
EFFECTIVE DATE February 20 22
SUPERSEDES February 2006
PRESIDENT Sandra Strycker
SUBJECT DUTIES OF THE PHYSICIAN LIAISON
1.4.1 Unless otherwise notified, the Executive Office shall secure hotel rooms. 1.4.2 The Executive Office shall establish an AVIR Master account at designated hotel for the Physician Liaison. 1.5 Airport parking will be reimbursed at ____$20___ a day. Meeting registration shall be complimentary for the whole meeting.
- The Physician Liaison shall be invited to the Past President’s Dinner and Fellows Dinner.
- The Physician Liaison should receive Board Reports, minutes and financial statements.
- The Physician Liaison shall act as a liaison between the AVIR and SIR, relating relevant information between the or ganizations.
- Work on projects as appropriate.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.100 PAGE 1 of 2
EFFECTIVE DATE February 2006
SUPERSEDES September 22, 2006
PRESIDENT
Greg phillips
SUBJECT AVIR BUSINESS MEETING(S)
POLICY STATEMENT
The Annual Business Meeting of the general membership shall take place during the Annual AVIR Scientific Meeting. Written notice specifying the date, time and place of the annual meeting or of any other meeting of the members of the Association shall be given to each member (by mail or announcement in the Association ’s publication) at least five (5) days and not more than thirty (30) days before the day of the meeting. AVIR Business meetings shall be conducted in a professional manner adhering to Sturgis protocols. PROCEDURE FOR IMPLEMENTATION 1. The President shall Chair the Business Meeting 2. Members shall wear identification badges (issued at registration). 3. Members attending the AVIR Business Meetings shall be Active members of the Association. 4. A member desiring to address the convention shall rise, and address the President stating his/her name and state of residence. He/she shall await recognition by the President before addressing the convention.
5. No member shall speak in debate more than two (2) times to the same question and no longer than two (2) minutes, without permission of the members in attendance granted by a 2/3 vote. No one may speak a second time until all those wishing to speak for the first time are permitted to do so. 6. No one may enter or leave the room during a vote. 7. The Board of Directors shall approve the minutes of each business meeting. Approved
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.100 PAGE 2 of 2
EFFECTIVE DATE February 2006
SUPERSEDES September 22, 2006
PRESIDENT
Greg phillips
SUBJECT AVIR BUSINESS MEETING(S)
minutes will be reviewed at the next Board of Directors Meeting.
- Any person who attends the business meeting(s) shall conduct himself/herself in such manner as to be a credit to the Association. Any person not displaying exemplary behavior shall be subject to removal by order of the presiding officer.
- No smoking shall be allowed during the educational programs and business meetings.
- Board members shall present a report to the members of the Association at the Annual Business Meeting.
- The President shall present the newly elected and appointed Board members to the membership at the Annual AVIR Business Meeting.
- The incoming SecretaryTreasurer shall submit the activities of the Annual Business Meeting for publication in the spring issue of the Interventional Informer. .
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.120 PAGE 1 of 2
EFFECTIVE DATE February 2004
SUPERSEDES February 1998
PRESIDENT
SUBJECT BOARD MEMBERS ATTENDING EXTERNAL MEETI
POLICY STATEMENT
Elected Board members shall be the primary choice when selecting an AVIR representative to attend an external meeting. Board members attending external meetings for the organization shall represent the organization in a professional manner and shall promote the mission and philosophy of the Association. Board members shall be requested by the President, with Board approval, to attend external meetings of the Association. PROCEDURE FOR IMPLEMENTATION 1. Board members shall be requested by the President, with Board approval, to attend external meetings of the Association. 1.1 Elected Board members shall be the primary choice due to their position/status on the Board of Directors which includes voting rights. 1.1.1 President, Vice President/President -Elect, Immediate Past President, Secretary , /Treasurer or Director- at-large. 1.2 To demonstrate financial responsibility proximity of Board member to location of meeting shall be evaluated.
2. Board members attending external meetings for the Association shall prepare themselves by reviewing past reports and/or speaking with the appropriate person(s). 3. Board members attending external meetings for the Association shall submit a written report to the Board of Directors within thirty (30) days of the meeting. 4. Board members attending external meetings for the Association shall adhere to the reimbursement guidelines outlined in Policy # 04.180: Reimbursement of Expenses. 5. SIR/AVIR site visit for the Annual AVIR Scientific Meeting. 5.1 The site visit for the upcoming annual meeting shall be attended by an AVIR team, which includes the Executive Secretary and appropriate representative, that
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.120 PAGE 2 of 2
EFFECTIVE DATE February 2004
SUPERSEDES February 1998
PRESIDENT
SUBJECT BOARD MEMBERS ATTENDING EXTERNAL MEETI
shall be responsible for negotiating the meeting needs of the AVIR for that particular site. 5.1.1 The representative may include, but is not limited to, one of the following: President, President -elect, or Immediate Past President and the Executive Secretary. 5.1.2 The President shall identify the negotiating representative(s) to attend the site visit. 5.1.3 The AVIR team attending the site visit shall review all successes and/or problems from the last annual meeting and shall discuss needs with the Program Chair in preparation for the meeting. 5.1.4 The AVIR team shall submit a written report to the Board of Directors and the Program Chair within thirty (30) days of the site visit. 6. Meeting Representation 6.1 The AVIR shall send one representative to selected external meetings. 6.2 The representative shall be responsible for maintaining the AVIR Booth. 6.3 The representative shall attend all appropriate external meetings. 6.4 The representative shall submit a written report to the Board of Directors within thirty (30) days of the meeting.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.150 PAGE 1 of 1
EFFECTIVE DATE February 2006
SUPERSEDES February 1998
PRESIDENT
SUBJECT GOALS AND OBJECTIVES OF BOARD MEMBERS
POLICY STATEMENT
The AVIR Board of Directors and Chairs to the Board shall promote the Mission and Philosophy of the AVIR. The AVIR Board of Directors and Chairs to the Board shall adhere to the Bylaws and Policies and Procedures of the Association. The AVIR Board of Directors and Chairs to the Board shall work towards the continued growth and professionalism of the AVIR through the use of yearly attainable goals. PROCEDURE FOR IMPLEMENTATION 1. The Board of Directors and Chairs to the Board shall set short term and long term goals. These goals shall include both goals for the office and for the organization. 2. Goals and objectives shall remain consistent with the long term strategic goals of the organization. 3. Goals shall be attainable within a reasonable length of time and ultimately should be completed prior to the next Board member taking office. 4. Goals and objectives shall be due thirty (30) days after the Annual Business Meeting or assuming office. 5. The President shall review the long term str ategic goals of the Association for presentation at the spring Board meeting.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOG RAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.160 PAGE 1 of 2
EFFECTIVE DATE June 2022
SUPERSEDES February 2006
PRESIDENT
Sandra Strycker
SUBJECT INTERNAL AND EXTERNAL AVIR CORRESPONDENCE
POLICY STATEMENT
Internal and External correspondence for the Association of Vascular and Interventional Radiographers shall be presented in a professional, business like manner. Any correspondence presented in a negative manner by an AVIR member when representing the national Association could have dramatic effects on the AVIR national association. External correspondence is defined as correspondence to other organizations, corporations and/or external affairs. Internal correspondence is defined as correspondence within the AVIR to Board members, Committee members, External Liaisons and Chapter Liaisons. PROCEDURE FOR IMPLEMENTATION 1. EXTERNAL CORRESPONDENCE 1.1 External correspondence shall be typed on AVIR letterhead. 1.2 External correspondence shall be in proper business format. 1.2.1 Date 1.2.2 Name, title, address 1.2.3 Dear___________: 1.2.4 Body of letter 1.2.5 Signed with appropriate credentials and AVIR title. 1.3 External correspondence shall be approved by the AVIR President before mailing. 2. INTERNAL CORRESPONDENCE 2.1 Board reports shall be typed using the established AVIR Board Report form. 2.1.1 Reports shall include submitted by, board position, date of report, date report due, and previous months activity, and future activity. 2.2 Committee Chair reports shall be typed using the established AVIR Committee Report form.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOG RAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.160 PAGE 2 of 2
EFFECTIVE DATE June 2022
SUPERSEDES February 2006
PRESIDENT
Sandra Strycker
SUBJECT INTERNAL AND EXTERNAL AVIR CORRESPONDENCE
2.2.1 Reports shall include submitted by, committee, date of report, date report due, and previous two months activity and future activity.
2.3 External Liaison Reports shall preferably be typed using the established AVIR External Liaison Report form. 2.3 Reports shall include submitted by, external liaison to, date of report, date report due, and previous months activity, and future activity.
2.4 Chapter Liaison Reports shall preferably be typed using the established AAVIR Bi-Monthly Chapter Liaison Report form. 2.4.1 Reports shall include submitted by, date of report, date report due, and previous two months activity and future activity. 2.5 Term ending reports shall be typed using the established AVIR Term Ending Report form. 2.6 Correspondence from Board members to Committee members, External Liaisons and Chapter Liaisons shall be typed on AVIR letterhead. 2.6.1 Correspondence shall be in proper business format. 2.6.1.1 Date 2.6.1.2 Name, title, address 2.6.1.3 Dear___________: 2.6.1.4 Body of letter 2.6.1.5 Signed with appropriate credentials and AVIR title.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.170 PAGE 1 of 1
EFFECTIVE DATE June 2022
SUPERSEDES February 2006
PRESIDENT Sandra Strycker
SUBJECT PAST PRESIDENTS
POLICY STATEMENT
This policy does not pertain to the Immediate Past President who has duties and voting rights as a member of the Board of Directors as described in the Bylaws, Article IV, Section 2, Paragraph B. Past Presidents of the AVIR present a vast amount of knowledge and experience. This knowledge and experience can assist the current Board of Directors in the decision- making processes that are important for the continued growth of the AVIR. All Past Presidents in good standing may participate in Board meetings and may receive Board reports and meeting minutes, if so desired. PROCEDURE FOR IMPLEMENTATION 1. Past Presidents of the AVIR may attend any and all Board of Directors meetings at their expense. 1.1 If in attendance, the Past President, other than the Immediate Past President serving as a member of the Board of Directors, shall have no voting rights but may contribute to all discussions. 1.2 When requested by the President and with Board approval to attend a Board of Directors meeting, expenses shall be paid by the AVIR in accordance with Policy # 04.180: Reimbursement of Expenses.
2. Past Presidents of the AVIR shall be invited to the annual Past Presidents and Fellows Dinner held during the Annual AVIR Meeting. 2.1 Past Presidents shall be responsible for their expenses including airfare and hotel accommodations. 3. The Annual AVIR Scientific Meeting registration fee shall be waived for all Past Presidents.
3.1 Past Presidents shall be a member of the Past President’s Council Committee and Immediate Past President will act as liaison.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.180 PAGE 1 of 6
EFFECTIVE DATE June 2022
SUPERSEDES March 2006
PRESIDENT Sandra Strycker
SUBJECT REIMBURSEMENT OF EXPENSES
, POLICY STATEMENT The Board of Directors shall demonstrate financial responsibility utilizing cost containment measures in all activities of the Association. Guidelines shall be set and adhered to by the elected and appointed Board of Director ’s , invited guests to Board meetings, AVIR External Liaisons, and guest speakers at educational meetings.
To provide continuity and a smooth transition, the current and incoming Board of Directors shall attend the Board meeting on the Saturday prior to the Annual AVIR Scientific Meeting and the Annual Business Meeting. Invited guests to Board meetings shall include, but not be limited to, Publication Chair, Program Chair, Council Chair , Associate Member Representative, Past Presidents, External Liaisons, Committee Members and/or Representatives from other organizations/companies pertinent to the meeting. Invited guests shall be approved by the Board of Directors. The Executive Secretary shall attend the Board of Directors meeting at the Annual AVIR Scientific Meeting and shall attend other Board meetings by invitation only.
Reimbursement expenses shall be submitted within sixty (60) days of the function.
PROCEDURE FOR IMPLEMENTATION
1. General Reimbursement Guidelines. The AVIR shall reimburse the following expenses: 1.1 Airfare 1.1.1 Board members, Executive Secretary, invited guests and speakers shall be responsible for obtaining his/her airline ticket. 1.1.2 Airfare rates shall be researched a minimum of forty- five (45) days in advance. 1.1.2.1 Tickets shall be purchased at the sale excursion fare and/or the lowest advanced purchase rate of a coach ticket only thirty(30) days in advance. 1.1.3 The AVIR may recommend a Saturday stay over for the best possible rate.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.180 PAGE 2 of 6
EFFECTIVE DATE June 2022
SUPERSEDES March 2006
PRESIDENT Sandra Strycker
SUBJECT REIMBURSEMENT OF EXPENSES
, 1.2 Ground travel to meeting. 1.2.1 The AVIR shall reimburse at the current IRS standard rate. 1.2.2 Hotel parking will not be reimbursed. 1.3 Ground transportation to and from airport. 1.3.1 Reimbursement of shuttle or taxi shall be at single occupancy rate. 1.4 Hotel 1.4.1 The AVIR shall evaluate local hotel rates and determine the reimbursement rate. 1.4.2 The AVIR will reimburse single occupancy rate and tax. 1.4.3 Unless otherwise notified, the Executive Office shall secure hotel rooms. 1.4.3.1 When applicable the Executive Office shall set -up an AVIR Master Account for hotel expenses. 1.5 Airport Parking 1.5.1 Shall be reimbursed at a maximum of $20/day. 1.6 Reimbursed expenses shall be submitted within sixty (60) days of the function. 1.6.1 Expenses shall be submitted on the AVIR form K Request for Reimbursement of Authorized Out -of-Pocket Expenses. 1.6.2 Original receipts shall be submitted with expense form. 1.7 Food 1.7.1 Shall be reimbursed for meals as appropriate 1.7.2 Shall be reimbursed for meals with receipts only 1.7.2.1 Not to exceed $80/day 1.8 Organized Board Dinners 1.7.1 The expense of an organized Board dinner shall be paid by the Association not to exceed $500. (6/24/05)
2. Reimbursement guidelines for Board members and invited Chairs/guests attending Board meetings, other than at Annual AVIR Scientific Meeting, shall be reimbursed for the following expenses. 2.1 Airfare or ground transportation. 2.2 Ground transportation to and from the airport. 2.3 Hotel 2.3.1 To include one day travel and the date(s) of the Board meeting.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.180 PAGE 3 of 6
EFFECTIVE DATE June 2022
SUPERSEDES March 2006
PRESIDENT Sandra Strycker
SUBJECT REIMBURSEMENT OF EXPENSES
, 2.3.2 Single occupancy rate and tax. 2.3.3 Board members are encouraged to share rooms. 2.4 Airport parking.
3. Reimbursement Guidelines for the Annual AVIR Scientific Meeting 3.1 Outgoing Board Members 3.1.1 Airfare or ground transportation. 3.1.2 Ground travel to and from the airport. 3.1.3 Hotel at single occupancy rate and tax. 3.1.3.1 Shall be eligible for reimbursement from day prior to the day before the annual meeting starts thru the date of the Annual Business Meeting. . 3.1.3.1.1 The Program Chair shall make every effort to hold the Annual Business Meeting on . The second day of meeting. 3.1.4 Airport parking. 3.1.5 Meeting registration shall be complimentary. 3.1.6 Meals covered as indicated in section 1.7
3.2 Incoming Board Members. 3.2.1 Airfare or ground transportation. 3.2.2 Ground travel to and from the airport. 3.2.3 Hotel 3.2.3.1 Shall be eligible for reimbursement up to six (6) nights. 3.2.3.2 Single occupancy rate and tax, unless sharing with a Board member. 3.2.3.3 Shall adhere to Policy # 04.130: Duties of Board members at Annual AVIR Scientific Meeting. 3.2.4 Airport parking 3.2.5 Meeting registration shall be complimentary. 3.2.6 Meals covered as indicated in section 1.7
3.3 Program Chair shall be invited to the incoming Board of Directors Meeting at the
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.180 PAGE 4 of 6
EFFECTIVE DATE June 2022
SUPERSEDES March 2006
PRESIDENT Sandra Strycker
SUBJECT REIMBURSEMENT OF EXPENSES
, Annual AVIR Scientific Meeting. Reimbursement guidelines shall not apply to an Associate Member Representative working for his/her company during the meeting (Please refer to guidelines outlined in 3.4) 3.3.1 Airfare or ground transportation. 3.3.2 Ground travel to and from the airport. 3.3.3 Hotel 3.3.3.1 Shall be eligible for reimbursement up to six (6) nights. 3.3.3.2 Single occupancy rate and tax. 3.3.4 Airport parking 3.3.5 Meeting registration shall be complimentary. 3.3.6 Meals covered as indicated in section 1.7
3.4 Associate Member Representative- elect who is working for his/her company during the meeting shall not be reimbursed for expenses. 3.4.1 Meeting registration shall be complimentary. 3.4.2 Meals covered as indicated in section 1.7 3.5 The Executive Secretary shall attend Board of Directors Meetings and the Business Meeting at the Annual AVIR Scientific Meeting. 3.5.1 Airfare or ground transportation. 3.5.2 Ground travel to and from the airport. 3.5.3 Hotel 3.5.3.1 Shall be eligible for reimbursement up to six (6) nights. 3.5.3.2 Single occupancy rate and tax. 3.4.4 Airport parking
3.6 Invited guests to the AVIR Board of Directors Meeting shall be reimbursed for expenses. 3.6.1 The Board shall approve all invitations. 3.6.1.1 Invitations will be extended after careful evaluation by the Board on the need/expertise of the guest in question. 3.6.2 Invited guests shall include, but not be limited to, Publication Chair, Web chair, Associate Member Representative, Past President ’s, AVIR External
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.180 PAGE 5 of 6
EFFECTIVE DATE June 2022
SUPERSEDES March 2006
PRESIDENT Sandra Strycker
SUBJECT REIMBURSEMENT OF EXPENSES
, Liaisons, Committee Members and Representatives from other organizations/companies. 3.6.3 Invited guests shall be reimbursed accordingly. 3.6.3.1 Airfare or ground transportation. 3.6.3.2 Ground travel to and from the airport. 3.6.3.3 Hotel 3.6.3.3.1 Two Days travel and the date(s) of the Board meeting at single occupancy rate and tax. 3.6.3.4 Airport parking. 3.6.3.5 Meeting registration shall be complimentary. 3.7 Physician Liaison to the Annual AVIR Scientific Meeting shall be eligible for reimbursed for expenses. 3.7.1 Airfare or ground transportation. 3.7.2 Ground travel to and from the airport. 3.7.3 Hotel 3.7.3.1 Shall be eligible for reimbursement up to five (5) nights. 3.7.3.2 Single occupancy rate and tax. 3.7.4 Airport parking 3.7.5 Meals covered as indicated in section 1.7.
3.8 Speakers/Faculty , Award of Excellence Recieptant, Fellows Award Recieptant, (Excludes SIR faculty) 3.8.1 Round -trip coach airfare or ground transportation at the current federal acceptable rate. (Rev 6/24/01). 3.8.2 Ground travel to and from the airport. 3.8.3 Up to two nights hotel at the single occupancy rate and tax. (Rev 6/24/01) 3.8.3.1 The Executive Office shall contact speakers with arrival and departure deadlines. 3.8.3.2 The Executive Office shall secure hotel rooms at designated hotel. 3.8.3.3 AVIR shall set reimbursement rate based on available hotels.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.180 PAGE 6 of 6
EFFECTIVE DATE June 2022
SUPERSEDES March 2006
PRESIDENT Sandra Strycker
SUBJECT REIMBURSEMENT OF EXPENSES
, 3.8.3.4 The Executive Office shall establish an AVIR Master Account at designated hotel. Single occupancy rate and taxes only shall be charged to AVIR Master Account. 3.8.4 Airport parking up to 3 days at $ 20.00 per day maximum. 3.8.5 Meeting registration shall be complimentary.
3.9 Complimentary registration to the Annual AVIR Scientific Meeting shall be granted to all speakers, the outgoing and incoming Board of Directors, incoming Associate Member Representative, all chairs, past presidents, the current Award for Excellence recipient, and newly inducted AVIR Fellows.
3.10 The AVIR Board of Directors shall have the authority to waive an individual =s registration for the Annual AVIR Scientific Meeting. 4. Reimbursement Guidelines for External Liaisons 4.1 External Liaisons shall be subject to the same guidelines as the AVIR Board of Directors for airfare, meals, ground travel to and from the airport and airport parking. 4.1.1 Hotel reimbursement shall be at the single occupancy rate and tax. 4.1.1.1 Lodging to include one (1) day travel and the date(s) of the meeting. 4.1.2 Reimbursement guidelines outlined in each External Liaison ’s specific policy and procedure shall compliment this policy.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.190 PAGE 1 of 4
EFFECTIVE DATE June 2022
SUPERSEDES February 2004
PRESIDENT Sandra Strycker
SUBJECT REVIEW AND REVISIONS OF POLICY AND PROCEDURE MANUAL
POLICY STATEMENT
The AVIR Policy and Procedure Manual exists to serve as a guide to enable the Board of Directors to better serve the membership and meet the requirements of their position. Policies are those broad, general objectives of the association. Procedures are the specific steps involved in carrying out these policies. The AVIR Policy and Procedure Manual shall be reviewed annually and revised as necessary. PROCEDURE FOR IMPLEMENTATION 1. The Board of Directors, Chairs to the Board, the Associate Member Representative and appointed External Liaisons shall review the Policy and Procedure Manual prior to assuming office. 1.1 The AVIR Policy and Procedure Manual shall be sent with an introduction letter from the President in January. 2. Committee members and Chapter Liaisons shall review Policies and Procedures appropriate to their position. 2.1 Appropriate Policies and Procedures will be sent in an introduction letter from the Committee Chair.
3. The Board of Directors, Chairs to the Board and the Associate Member Representative shall review the following Policies and Procedures and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to the end of their term. Revisions shall be completed for board approval thirty (30) days prior to the Annual AVIR Scientific Meeting. 3.1 President 3.1.1 Policy # 01.110: Duties of the President 3.1.2 Policy # 01.100: Duties of Elected and Appointed Board Members 3.1.3 Policy # 02.160: Ethics and Judicial Committee
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.190 PAGE 2 of 4
EFFECTIVE DATE June 2022
SUPERSEDES February 2004
PRESIDENT Sandra Strycker
SUBJECT REVIEW AND REVISIONS OF POLICY AND PROCEDURE MANUAL
3.1.4 Policy # 04.120: Board Members Attending External Meetings
3.1.5 Policy # 04.130: Duties of Board Members at Annual Scientific Meeting 3.1.6 Policy # 04.140: Duties of the Executive Staff ` 3.1.7 Policy # 04.150: Goals and Objectives of Board Members 3.1.8 Policy # 04.190: Review and Revisions of Policy and Procedure Manual 3.1.9 Policy # 04.200: Standards of Conduct for Members Representing the Association. 3.1.10 Policy # 04.210: Term of Elected and Appointed Positions 3.1.11 Policy # 05.120: Distribution of Membership Labels 3.2 Vice President/President -Elect 3.2.1 Policy # 01.120: Duties of the Vice President/President -Elect 3.2.2 Policy # 02.100: Duties of Committee ’s 3.2.3 Policy # 02.130: Award s Committee 3.3.4 Policy # 02.150: Education Committee 3.3 Immediate Past President 3.3.1 Policy # 01.130: Duties of the Immediate Past President 3.3.2 Policy # 02.180: Nominating Committee 3.3.3 Policy # 03.100: Duties of External Liaisons 3.3.4 Policy # 04.170: Past Presidents 3.4 Secretary & Treasurer 3.4.1 Policy # 01.140: Duties of the Secretary/Treasurer 3.4.2 Policy # 02.170: Finance and Membership Committee 3.4.3 Policy # 04.100: AVIR Business Meeting(s) 3.4.4 Policy # 04.110: Quarterly Reports 3.4.5 Policy # 04.160: Internal and External AVIR Correspondence 3.4.6 Policy # 04.180: Reimbursement of Expenses 3.5 Director -at-Large 3.5.1 Policy # 01.150: Duties of the Director -at-Large 3.5.2 Policy # 02.140: Chapter and Outreach Committee 3.5.3 Policy # 05.110: Criteria for AVIR Active Chapter Status
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.190 PAGE 3 of 4
EFFECTIVE DATE June 2022
SUPERSEDES February 2004
PRESIDENT Sandra Strycker
SUBJECT REVIEW AND REVISIONS OF POLICY AND PROCEDURE MANUAL
3.5.4 Policy# 5.100: Regional Meeting Status 3.5.5 Policy # 05.130: Use of the AVIR Logo and Banner 3.6 Publications Chair 3.6.1 Policy # 01.160: Duties of Publications Chair 3.6.2 Policy # 02.190: Communications Committee 3.7 Program Chair 3.7.1 Policy # 01.170: Duties of the Program Chair 3.7.2 Policy # 02.110: Annual Program Committee 3.7.3 Policy # 04.105: AVIR Gold Medal Lecture 3.8 Associate Member Representative 3.8.1 Policy # 01.190: Duties of the Associate Member Representative 3.8.2 Policy # 02.120: Associate Membership Committee
4. The following AVIR positions shall review the following Policies and Procedures and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to the Annual AVIR Scientific Meeting. Revisions shall be completed for Board approval thirty (30) days prior to the Annual AVIR Scientific Meeting: 4.1 AVIR Executive Office 4.1.1 Policy # 04.140: Duties of the Executive Office 4.2 Each respective AVIR External Liaison shall review the appropriate Policy and Procedure(s). 5. Each Board member shall be responsible for communicating, to the President, the need for a new Policy and Procedure. 5.1 The President shall assign the appropriate Board member to write the new Policy and Procedure. 5.2 New Policies and Procedures will be reviewed and approved by the AVIR Board of Directors. 6. Revisions to the Policy and Procedure Manual shall be reviewed and approved by the AVIR Board of Directors thirty (30) days prior to the Annual AVIR Scientific Meeting. 7. Following Board approval revised and/or new Policies and Procedures will be signed by the President.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.190 PAGE 4 of 4
EFFECTIVE DATE June 2022
SUPERSEDES February 2004
PRESIDENT Sandra Strycker
SUBJECT REVIEW AND REVISIONS OF POLICY AND PROCEDURE MANUAL
8. The Executive Office shall send all newly elected Board members a Policy and Procedure Manual by January 1 st . 8.1 Revised or new Polices and Procedures shall be sent by the Executive Office to the Board members in Board mailings.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.200 PAGE 1 of 2
EFFECTIVE DATE February 2006
SUPERSEDES February 1998
PRESIDENT
SUBJECT STANDARDS OF CO NDUCT FOR MEMBERS REPRESENTING THE ASSOCIATION
POLICY STATEMENT
All Active, Associate, International and Student AVIR members shall promote the Associations Mission and Philosophy. All elected and appointed representatives of the Association shall maintain a professional and ethical manner at all times. Any negative publicity by an AVIR member when representing the national organization could have dramatic effects on the AVIR national organization. It is important that all members understand their responsibilities when representing the AVIR. Contact, communication and work ethics must be professional at all times. An AVIR representative is defined as an elected Board of Director, an appointed Chair to the Board, and an appointed External Liaison, Committee member or Chapter Liaison. PROCEDURE FOR IMPLEMENTATION 1. All communication by elected and appointed AVIR representatives to members, physicians, external organizations and/or businesses shall be conducted in a professional and ethical manner during routine business hours (0800 to 1700) unless otherwise specified. 2. It shall be understood that when an AVIR member is asked by the Association and the Board of Directors to contribute to a particular project that the said member is representing the AVIR, its Board of Directors and all current policies and procedures that are endorsed by the Board of Directors and the AVIR membership. 3. With this in mind, all statements, ideas, and criticisms shall reflect the AVIR Board of Directors positions. As such, all interactions shall remain courteous and/or professional at all times. 4. All work by AVIR members including, but not limited to, committee members and Board
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 04.200 PAGE 2 of 2
EFFECTIVE DATE February 2006
SUPERSEDES February 1998
PRESIDENT
SUBJECT STANDARDS OF CO NDUCT FOR MEMBERS REPRESENTING THE ASSOCIATION
appointed positions shall be subject to review by the Ethics and Judicial Committee and may include discussion with the participating member, physician, external organization and/or company. 5. The Board of Directors shall keep abreast of all projects that may occur on the chapter level. Good communication and report filing are key.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.210 PAGE 1 of 2
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT TERM OF ELECTED AND APPOINTED POSITIONS
POLICY STATEMENT
The term for the elected Board of Directors, appointed Chairs to the Board s and appointed AVIR External Liaisons shall commence following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting and shall end following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting. The term for appointed Committee Members and Chapter Liaisons shall commence one month following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting and shall end following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting.
PROCEDURE FOR IMPLEMENTATION 1. BOARD OF DIRECTORS 1.1 The Board of Directors are the President, President -elect, Immediate Past President, Secretary/Treasurer, and the Director -at-Large. 1.2 Elected on an annual basis by Active members of the Association. 1.3 The Board of Directors term shall commence following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting and shall be presented by the President. 1.4 The Board of Directors term shall end following the Business Meeting held during the Annual AVIR Scientific Meeting.
2. APPOINTED CHAIRS TO THE BOARD 2.1 Appointed Chairs to the Board are the Publications, Program, and Web on the basis by the Board of Directors. 2.2.1 Shall be recommended for the upcoming term at the Winter Board meeting. 2.2.2 Shall be approved by January 31. 2.3 Term shall commence following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting and shall be presented by the President . With exception of the Program Chair, who will serve a two (2) year term. 2.4 Term shall end following the Business Meeting held during the Annual AVIR
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 04.210 PAGE 2 of 2
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT
Sandra Strycker
SUBJECT TERM OF ELECTED AND APPOINTED POSITIONS
Scientific Meeting.
3. ASSOCIATE MEMBER REPRESENTATIVE 3.1 Elected on a annual basis by the Associate members of the Association. 3.2 Term shall commence following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting and shall be presented by the President. 3.3 Term shall end following the Business Meeting held during the Annual AVIR Scientific Meeting. 4. APPOINTED EXTERNAL LIAISONS 4.1 Appointed AVIR External Liaisons are the Corporate Liaison , Physician Liaison, ASRT, and SICP . 4.2 Shall be appointed/reappointed on an annual basis by the Board of Directors. 4.2.1 Shall be recommended for the upcoming term at the Spring Board meeting. 4.2.2 Shall be approved by April 30. 4.3 Term shall commence following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting and when in attendance shall be presented by the President. 4.4 Term is for three years and shall end following the Business Meeting held during the Annual AVIR Scientific meeting.
5. APPOINTED CHAPTER LIAISONS AND COMMITTEE MEMBERS 5.1 Term shall commence the June following the AVIR Business Meeting held during the Annual AVIR Scientific Meeting. 5.2 Term shall end in June following the Business Meeting held during the Annual AVIR Scientific meeting. 5.3 Shall be submitted for approval, to the AVIR Board of Directors, by the appropriate AVIR Commit tee Chair 30 days following the Business Meeting held during the Annual AVIR Scientific Meeting.
AVIR Policy #4.220 Last Updated: June 2022 Gold Medal Lecture
Policy Statement
The Gold Medal Lecture will be presented during the Annual AVIR Scientific Meeting.
The Gold Medal Lecture is important to the AVIR because it recognizes the contributions that an individual has made to the organization. It is the most prestigious award the AVIR presents. The Annual Meeting Program Chair shall make the recommendations to the Board of Directors for selection.
The Gold Medal Lecture shall promote the Mission and Philosophy of the AVIR. Procedure for Implementation
1. Annual Meeting Program Chair shall solicit recommendations for the person to deliver Gold Medal Lecture. 1.1 The Annual Meeting Program Chair shall make the recommendations for the Gold Medal Lecturer at the Summer Board Meeting 1.2 The Board of Directors votes for the winner of the Gold Medal Lecturer. 1.3 The President notifies the winner of the Gold Medal Lecture. 1.4 The Executive Staff notifies the sponsor, AngioDynamics, of the recipient of The Gold Medal Lecture Award and the date and time of the lecture. 1.5 The Executive Staff prepares the Gold Medal Lecturer Certificate for the Presentation at the Annual AVIR Scientific Meeting 1.6 The Executive Staff makes arrangements with the photographer for the photograph to be taken at the Annual AVIR Scientific Meeting.
2. Reimbursement Guidelines for the Gold Medal Lecturer. The AVIR shall reimburse the following expenses: 1.1 Airfare will be reimbursed. Tickets should be purchased at least thirty (30) days prior to the Annual Meeting. The lecturer may use the Travel agent for the AVIR or make their own travel arrangements. 1.2 Ground travel to the meeting shall be reimbursed at the current government rate. 1.3 Ground transportation to and from the airport. 1.3.1 Reimbursement of shuttle or taxi shall be at single rate occupancy rate. 1.4 Hotel expenses will be reimbursed at single occupancy rate and tax for 4 nights . 1.4.1 Unless otherwise notified, the Executive Office shall secure hotel rooms. 1.4.2 The Executive Office shall establish an AVIR Master account at designated hotel for the recipient of the Gold Medal Award. 1.5 Airport parking will be reimbursed at $20 a day. 1.6 Meeting registration shall be complimentary for the whole meeting 1.6.1 The Gold medal lecturer shall be invited to the Past President’s Dinner.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
POLICY 10 PROCEDURE
POLICY NO. 05.100 PAGE 1 of 1
EFFECTIVE DATE February 2006
SUPERSEDES February 1998
PRESIDENT Greg Phillips
SUBJECT AVIR REGIONAL MEETING STATUS
POLICY STATEMENT
The AVIR shall sponsor, promote, and endorse regional educational meetings. Designated regional meetings of the AVIR carry a great deal of importance to both the organizing chapter and the national organization. Regional meetings shall meet the established guidelines of the Association. AVIR Regional meeting status shall be defined as a one -time presentation with registrants receiving a minimum of six (6) CEUs. PROCEDURE FOR IMPLEMENTATION 1. The Chapter and Outreach Committee shall review requests for approval of AVIR Regional Meeting status and submit to board for approval at the Spring Board Meeting. 2. The organizers shall provide participants with a minimum of six (6) category A continuing educational units. 2.1 A minimum of four (4) CEUs shall be Cardiovascular and/or Interventional Radiology. 3. The organizers shall provide the Chapter Liaison Committee with all required information by completing the form “Request for Regional Meeting Status” Form Q. In order to gain recognition as an AVIR regional meeting, a rough draft of the program shall be submitted 60- 90 days prior to the date of the meeting, final approval forty (45) days prior to the date of the meeting.
4. The organizers can request funds for the Regional Meeting , from the National AVIR. These funds need to be supported with receipts. All funds used must be relative to an educational format of running this meeting. The total amount request per meeting should not exceed $6000.00. 5. There will be a maximum 4 Regional Meetings and located through out the country. The AVIR endorses regional meetings in areas where there are no chapters and where there is a desire to have a chapter.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
POLICY 9 PROCEDURE
POLICY NO. 05.110 PAGE 1 of 2
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT Sandra Strycker
SUBJECT CRITERIA FOR AVIR ACTIVE CHAPTER STATUS
POLICY STATEMENT
AVIR Chapters shall provide educational meetings. AVIR Chapters shall maintain Active Chapter status in good standing by meeting the Associations established criteria. PROCEDURE FOR IMPLEMENTATION 1. To gain AVIR Chapter status the following requirements shall be met. 1.1 Submit appropriate paperwork to AVIR Board of Directors for approval as a recognized AVIR Chapter. 1.1.1 Complete the forms: “ Request for Chapter Status”(Form S) , “Leadership Data File”(Form R) , and “ Logo Approval ”. 1.2 Shall have a minimum of one (1) active AVIR member, in good standing, on organizing committee/board.
2. AVIR Chapter’s shall provide educational meetings throughout the year. 2.1 Meetings shall total a minimum of three (3) CEU’s annually. 2.2 The minimum three (3) CEU’s per year may be accomplished by several avenues. 2.2.1 One (1) three hour meeting. 2.2.2 Three (3) individual one hour meetings. 2.2.3 Joint one, two or three hour meeting(s) with another AVIR Chapter, Physicians Angio Club and/or organization. 2.3 Chapters not meeting educational standards shall be reviewed by the Director -at-Large, making written recommendations to the Board to consider the Chapter inactive. 2.3.1 The President of the Association shall provide written notification to the Chapter of inactive status. 2.4 Complete and submit “Leadership Data File”(Form R) annually. 2.4.1 Chapter shall receive notification by mail when form is due.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
POLICY 9 PROCEDURE
POLICY NO. 05.110 PAGE 2 of 2
EFFECTIVE DATE June 2022
SUPERSEDES June 2006
PRESIDENT Sandra Strycker
SUBJECT CRITERIA FOR AVIR ACTIVE CHAPTER STATUS
3. For reinstatement from inactive chapter status to active AVIR Chapter status the following criteria shall be met. 3.1 Re-submit “ Leadership Data File” form(Form R) 3.2 Re-submit “ Request for Chapter Status” form. (Form S) 3.3 Submit names, addresses and phone numbers of board/committee members for chapter. 3.4 Submit a written plan for future goals and meetings. 3.5 The AVIR Board of Directors shall evaluate completion of criteria and shall reinstate Active Chapter status when appropriate.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 10 PROCEDURE
POLICY NO. 05.130 PAGE 1 of 1
EFFECTIVE DATE June 2006
SUPERSEDES January 1998
PRESIDENT Greg Phillips
SUBJECT USE OF THE AVIR LOGO AND BANNER
POLICY STATEMENT
The AVIR logo is a copyrighted item and is therefore owned by the AVIR. Any unauthorized use can be subject to action based upon current copyright laws. PROCEDURE FOR IMPLEMENTATION 1. The AVIR logo shall only be displayed by those organizations officially recognized as chapters of the AVIR (Article XIII, Sections I & II of the AVIR Bylaws). Any unauthorized use or reproduction of the AVIR logo may be subject to all legal action available. The AVIR logo may be used with the chapter name.
- AVIR Chapters may use the AVIR logo, upon written approval of the AVIR, on printed materials providing the logo appears with the official name of the chapter. Chapters may not use the AVIR logo along with the name of the national organization. Chapters are encouraged to submit a draft of the use of the AVIR logo prior to printing. The national
3. AVIR Banner shall only be used at official national AVIR functions. 3.1 AVIR Chapter ’s needing a banner shall purchase their own.
02.160 Ethics and Judicial Committee
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02.170 Finance and Membership Committee
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02.180 Nominating Committee
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02.190 Communications Committee
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03.100 Duties of External Liaisons
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03.120 Duties of the Physician Liaison
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04.100 AVIR Business Meeting(s)
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04.120 Board Members Attending External Meetings
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04.150 Goals and Objectives of Board Members
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04.160 Internal and External AVIR Correspondence
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04.170 Past Presidents
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04.180 Reimbursement of Expenses
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04.190 Manual Review & Revisions
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04.200 Standards of Conduct
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04.210 Terms of Positions
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04.220 Gold Medal Lecture
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05.100 Regional Meeting Status
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05.110 Active Chapter Criteria
office.
1.3 Shall adhere to the guidelines outlined in Policy # 02.140: Chapter and Outreach Committee and Policy # 05.110 Criteria for AVIR Active Chapter Status. 1.4 Shall review Chapter’s Committee Term Ending Report no later than thirty (30) days after assuming position. 1.5 Shall review and interpret the Chapter and Outreach Committee Manual no later than thirty (30) days after assuming position. 1.6. Shall return all communications in a timely manner. 1.7. Shall submit a minimum of two (2) Chapter Liaisons to the AVIR Board of Directors, for approval, no later than two (2) weeks after the AVIR Business Meeting held during the Annual AVIR Scientific Meeting. 1.7.1 Chapter Liaisons shall be Active members of the Association in good standing. 1.8.1 To ensure continuity, whenever possible, liaisons who have previously served shall be assigned to the chapters that they were previously assigned to. 1.8 Shall send introduction/responsibility packet to approved Chapter members no later than forty (45) days of Annual AVIR Scientific Meeting. 1.8.1 Packet shall contain the following: 1.8.1.1 Letter shall outline responsibilities/duties, including dates bi-monthly reports are due and assigned Chapters. 1.8.1.2 Telephone/address list of Chapter Liaisons. 1.8.1.3 Copy of Policy # 02.140: Chapters and Outreach Committee, Policy # 04.160: Internal and External AVIR Correspondence, Policy # 04.200: Standards of Conduct for Members Representing the Association and Policy # 05.110: Criteria for AVIR Active Chapter Status. 1.8.1.4 A hard copy and computer disc copy of the forms: AVIR Bi-Monthly Chapter Liaison Report and the AVIR Term Ending Chapter Liaison Report forms. 1.8.1.5 A list of AVIR Chapter’s with name of contact, address, phone and fax numbers and the name of the assigned
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
POLICY PROCEDURE
POLICY NO. 02.140 PAGE 3 of 8
EFFECTIVE DATE February 2004
SUPERSEDES February 1998
PRESIDENT
SUBJECT CHAPTER LIAISON COMMITTEE
Chapter Liaison. 1.8.1.6 A copy of the AVIR Chapter Manual. 1.8.1.7 Dates articles shall be submitted for publication in newsletter. 1.9 Shall submit written short and long term goals for the Chapters and Outreach Committee within thirty (30) days of the Annual AVIR Scientific Meeting. 1.10 Shall submit a quarterly report to the Board of Directors outlining activity and future activity. 1.10.1 Reports shall be submitted fourteen (14) days prior to board meetings. 1.11 Shall send thank you/acknowledgment letters to committee members thirty no later than (30) days prior to vacating office. 1.11.1 Letter shall contain “Committee Application” form. 1.12 Shall maintain a manual on the activities/correspondence of the Chapters Committee. 1.12.1 The manual shall be forwarded to the Director -at-Large -elect at the Board of Directors Meeting prior to the Annual AVIR Scientific Meeting. 1.13 Shall provide a written term ending report to the Chair -elect to promote a smooth and orderly transition of office. 1.13.1 Report shall be submitted at the spring Board meeting prior to the Annual AVIR Scientific Meeting. 1.14 Shall review Policy # 02.140: Chapters Committee and, when indicated, recommend revisions to the Board of Directors sixty (60) days prior to vacating office. 1.14.1 Revisions shall be completed and ready for Board approval thirty (30) days prior to Annual AVIR Scientific Meeting. 2. Duties of Chapter Liaisons 2.1 Shall serve the committee in good standing. 2.2 Shall review the Chapter Manual within two (2) weeks of receiving. 2.3 Shall review policies sent in introduction packet within two (2) weeks of receiving. 2.4 Shall make introductory telephone calls to assigned Chapters within thirty (30) days of initial assignment. 2.5 Shall send a follow -up letter to assigned chapters within two (2) weeks of telephone call. 2.5.1 Letter shall be typed on AVIR stationary.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
POLICY PROCEDURE
POLICY NO. 02.140 PAGE 4 of 8
EFFECTIVE DATE February 2004
SUPERSEDES February 1998
PRESIDENT
SUBJECT CHAPTER LIAISON COMMITTEE
2.5.2 Letter shall include contact telephone and fax numbers of Chapter Liaison. 2.6 Shall submit a bi- monthly report to the Director -at-Large. 2.6.1 Report shall be typed using the “Bi -Monthly Chapter Liaison Report” form. 2.6.2 Report shall include the previous two months activity, future activity and any problems/concerns/suggestions from his/her respective chapters. 2.6.3 Reports shall be due on: May 15, July 15, September 15, November 15, and January 15. 2.7 Shall insure that their respective chapters submit bi- monthly reports in a timely manner. 2.8 Shall continually maintain the accuracy of the Chapter Roster List including the name, address, phone and fax numbers of the contact person(s) and meeting dates in the newsletter. 2.8.1 Changes shall be communicated to the Director -at-Large and/or the Executive Office. 2.9 Each Chapter Liaison shall submit a minimum of two (2) articles for publication in the “ Interventional Informer”. 2.9.1 Articles shall profile the activities of assigned chapters. 2.9.2 Committee Chair shall designate issue the article shall be in. 2.10 Shall support his/her assigned chapters, immediately reporting concerns/problems to the Director -at-Large and/or the Executive Office. 2.10.1 Shall report chapters not meeting guidelines outlined in Policy # 05.110: Criteria for AVIR Active Chapter Status to the Director -at-Large. 2.11 Shall return communications to Chapter representatives and Director -at-Large in a timely manner. 2.12 Shall submit a term ending report to the Director -at-Large and the AVIR Board of Directors. 2.12.1 Report shall be submitted thirty (30) days prior to the annual meeting. 2.13 Shall meet deadlines established by the Director -at-Large including, but not limited to, introduction to respective chapters, quarterly reports, newsletter and term ending report. 2.14 Shall complete all tasks Director at Large assigns in a timely manner.
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.150 PAGE 1 of 3
EFFECTIVE DATE June 2022
SUPERSEDES June 2010
PRESIDENT Sandra Strycker
SUBJECT EDUCATION COMMITTEE
POLICY STATEMENT
The Education Committee shall be responsible for policies concerning continuing education programs offered by AVIR . The Education Committee shall assist other organizations, including AVIR Chapters, in planning the content of educational meetings/seminars in which the Association shall be endorsing. The Vice President/President -elect shall chair the Education Committee. The Education Committee shall consist of one (1) Committe e Chair and a minimum of four (6) Committee members. One (1) committee member sha ll be the Director -at-Large, one (1) committee me mber shall be the Program Chair, another will be the President and one committee member will be the Immediate Past President. The remaining two (2) committee members shall not be serving as officers or directors of the Association and shall be Active members of the Association in good standing. The Education Committee members are members of the AVIR in good standing and are appointed/reappointed annually no later than thirty (30) days after the Board of Directors meeting immediately preceding the annual meeting of the general membership unless those vacancies occur due to other than yearly review of committee members by the Program Chair and approved by the Board of Directors The Education Committee’s tenure commences no later than 45 days after the Annual Business Meeting at the Annual Scientific Meeting and will term end 30 days after the Annual Business Meeting at the Annual Scientific Meeting. The Education Committee members shall promote the Mission and Philosophy of the AVIR. The Education Committee members shall adhere to the Bylaws and Policies and Procedures of the Association. PROCEDURE OF IMPLEMENTATION
ASSOCIATION OF VASCULAR AND INTERVENTIONAL RADIOGRAPHERS
: POLICY 9 PROCEDURE
POLICY NO. 02.150 PAGE 2 of 3
EFFECTIVE DATE June 2022
SUPERSEDES June 2010
PRESIDENT Sandra Strycker
SUBJECT EDUCATION COMMITTEE
1. Chair of Education Committee 1.1 The Vice President/President -elect shall serve as the Committee Chair in good standing. 1.2 Shall review Policy # 02.150: Education Committee thirty (30) days prior to assuming office. 1.3 Shall review the Education Committee Term Ending Report no later than thirty (30) days after assuming position. 1.4 Shall review and interpret the Education Committee Manual no later than thirty (30) days after assuming position. 1.5. Shall review and adhere to the Education Committee =s policies and procedures. 1.6. Shall return all communications in a timely manner. 1.7. Shall submit a minimum of four (4) Committee members to AVIR Board of Directors, for approval, no later than thirty (30) days after the AVIR Business Meeting held during the Annual AVIR Scientific Meeting. 1.7.1 One (1) member shall be the Director -at-Large. 1.7.2 One (1) member shall be the Program Chair. 1.7.3 One (1) member shall be the President 1.7.4 One (1) member shall be the Immediate Past President 1.7.3 The remaining two (2) members shall be Active members of the Association and not presently serving as officer or directors of the Association. 1.8. Shall send introduction/responsibility packet to approved committee members no later than forty (45) days of Annual AVIR Scientific Meeting. 1.8.1 Letter shall outline committee responsibilities/duties. 1.8.2. Packet shall contain telephone/address of committee members and a copy of Policy # 04.200: Standards of Conduct for Members Representing the Association, Policy # 05.100 AVIR Regional Meeting Status and Policy #
05.120 Distribution of Membership Labels
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05.130 Use of AVIR Logo & Banner
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