The South East Asian Radiation Oncology Group (SEAROG) was inaugurated on May 12, 2007.
The SEAROG was organized to unite the member countries in the South East Asia Region, share common geographical location, disease patterns, resources, problems, and to work together to find solutions to these problems.
The idea of forming a regional radiation oncology society came up during the 1st Annual Convention of the IROS in February 2—6 in Lombok Island, Indonesia. Among those present were Dr. Richard Potter (Vienna), Dr. Katy Dinshaw (India), Dr. Joseph Wee (Singapore), Dr. Swee Peng Yap (Singapore), Dr. Miriam Joy Calaguas (Phillipines), and Dr Soehartati Gondhowiardjo (Indonesia).
A meeting followed in Manila, on May 2, 2006, the group met to prepare for the inauguration of the South East Asian Radiation Oncology Society (SEAROS). It was then agreed that the organization to be called the South East Asian Radiation Oncology Group (SEAROG).
Finally, the SEAROG was inaugurated on May 12, 2007 at the National Cancer Center (NCC), Singapore. SEAROG members are national radiation oncology societies. The five original members of SEAROG are Indonesia (IROS), Malaysia (MOS), Philippines (PROS), Singapore (SRS) and Thailand (THASTRO).
NAME OF THE ORGANIZATION
(1) This organization shall be known as the South East Asian Radiation Oncology Group (SEAROG). The organization is established to engage in any cooperation in the fields of radiation oncology, including international relations, clinical research, quality assurance, practice guidelines and education.
(2) The organization may at its pleasure by a vote of a membership body change its name.
The purposes of the organization are:
(1) To advance the knowledge and practice of medicine in the field of radiation oncology
(2) To improve the standards in education in radiation oncology
(3) To improve the outcomes of cancer treatment; safety and consistency in radiation oncology
The mission of the organization is to improve the quality of radiation oncology practice in the South East Asian Region by means of enhancing cooperation in education, research and Quality Assurance initiatives.
Membership of the organization shall be open to all radiation oncology societies from all countries in South East Asian Region who wish to take an active participation in improving the quality of radiation oncology in the region or oncology/radiology societies/institutes in countries where there is no existing society of radiation oncology.
The executive committee shall consist of seven officers and executive committee members representing each member state (MS) society as ex‐officio members and SEAROG
The seven officers will be President, Vice President 1, Vice President 2, Secretary, Treasurer, and two chairpersons of committees, which consist of the International Relations Chair, and
the Education and Training Chair. All officers shall be elected for two‐year term.
Vacancies in any of the offices through death or resignation, removal from office, may be filled by the President of the Executive Committee from among the active members of the association for the unexpired portion of the term.
Any officer or member may resign at any time by giving written notice to the President.
No officer shall serve more than three terms in the one position.
DUTIES OF OFFICERS AND MEMBER COMMITTEES
Role of the President
- Preside at all assembly general meetings
- Make committee appointments as needed, advise other officers and committee chairs
- Delegate specific responsibilities to officers and committees Lead the overall operations and programs of SEAROG
- Work closely with the Executive Committee to establish and achieve the SEAROG goals
- Call meetings of the Board, recommend and direct the execution of policies and procedures together with specific programs in the interest of SEAROG
Role of the Vice President 1 & 2
- Shall perform all duties of the President in the absence of that officer
- Assist the President in coordinating and directing committee activities and the SEAROG’s operations and perform such duties as may be delegated by the president.
Role of the Secretary
Contact current members and give notification for general meetings Record the minutes of all Executive Committee and general meetings of the SEAROG and distribute them as appropriate. Maintain a record of the SEAROG’s Executive Committee meetings
Role of the Treasurer
Work with the President in preparing budgets for activities and events Collect and deposit fees for any special events and fund‐raisers in accordance with policies and procedures Be responsible for coordinating and maintaining all financial records of the SEAROG
Role of the International Relations Chair
- To maintain collaboration with IAEA and other international or regional association related with SEAROG
- To establish new collaboration program with other international or regional group in the fields of oncology or radiation oncology
- Solicit new members
- Report half‐yearly to the Executive Committee on the progress of the activities
Role of Education and Training Chair
- Coordinate the planning and execution of educational and training programs
- To promote and initiate cooperation to ensure sustainable access to educational programs for member countries.
- Report half‐yearly to the Executive Committee on the progress of the activities
HONORARY, ADVISORY, AND AFFILIATE MEMBERS
SEAROG may have honorary members who will act as SEAROG’s advisor. An honorary member is a person of an area of expertise from non‐SEAROG member countries and may be nominated by
any MS of SEAROG. An honorary member will be officiated during the general assembly meeting.
SEAROG advisory members consist of SEAROG’s Past Presidents and Past Secretaries, and also those who are appointed as an advisor by SEAROG. These advisory members may give their
advices or solutions for the development and improvement of SEAROG. Advisory member remains in office so long as he/she is willing and is still actively working in the field of radiation oncology.
SEAROG may also have affiliate members who come from outside of South East Asia region, but share the same vision with SEAROG and willing to take an active participation in improving radiation
AD HOC COMMITTEES
SEAROG may create one or more ad hoc committees. Such ad hoc committees shall be chaired by the officer responsible for the particular task, and shall be filled by volunteers from the general membership in so far as possible. Appointment of such committees of the board shall be by majority vote of the directors then in office. The work of such committees shall be coordinated with the Board by the responsible officer.
The Executive Committee shall hold at least one annual general assembly meeting (GAM) per year. Other meetings, such as the EXECOM business meeting will be held as called.
General Assembly Meeting (GAM) is attended by the Executive Committees and all members of the MS society. The General Assembly shall be chaired by the President and responsible for:
(1) Election of executive committee
(2) Officiation of new member countries and honorary/affiliate members
(3) The activities reports of the SEAROG
Executive Committee business meeting is limited to only Executive Committee members. The purpose of the meeting is to discuss the SEAROG working plans and progress result of the
The voting rights of an Executive Committee member could not be delegated to non‐Executive Committee representatives. Should an Executive Committee be unable to attend, another
delegation from the country can be appointed to represent, but without voting rights.
The Secretary shall prepare the official minutes of any business meeting within 30 days after the meeting. A copy of the minutes shall be provided to the Executive Committee.
NOMINATION AND ELECTIONS
The President is elected from the member country of the Vice President 1 of the past Executive Committee. Vice President 1 is elected from the member country of the Vice President 2 of the previous Executive Committee. Each member country shall present at least one nominee for Vice President 2, Treasurer and Secretary; and shall have obtained prior consent from each nominee. Election shall be by voice vote or mail-ballot, unless otherwise determined, with requirement of simple majority. Other committee members shall be appointed by the President with prior consent from each nominee.
Amendments to these regulations may be made by an affirmative vote of 2/3 majority of those members in attendance in EXECOM meeting of SEAROG and to be officiated during the General Assembly Meeting, providing that membership has received notification of the proposed changes(s) at least five days in advance of the meeting.