CPWG Charter

Mission and Purposes

The mission of the AACR Cancer Prevention Working Group (CPWG) is to spotlight and strengthen awareness of cancer prevention as an essential mechanism in cancer control and to establish cancer prevention as a global priority supported by improved funding, the very latest technologies, and best educational strategies.  

The AACR Cancer Prevention Working Group will provide a forum for communication and collaboration among basic, translational, and clinical scientists, physicians, nurses, as well as practicing medical, surgical, and oncologists in academia, industry, and government.  

The group will work to assist in facilitating basic, translational, and clinical trans-disciplinary research aimed at promoting the expansion and understanding of cancer prevention science.  

The AACR Cancer Prevention Working Group will accomplish its mission by working to: 

Article I:  Membership 

Section 1 

Membership in the AACR Cancer Prevention Working Group is free and open to all members of the AACR interested in cancer prevention. AACR members may indicate their wish to join the group via the AACR annual dues invoice or by submitting a request by email to the designated AACR Cancer Prevention Working Group staff liaison.  

Article II. Steering Committee 

Section 1 

The leadership body of the AACR Cancer Prevention Working Group shall be known as the Steering Committee. 

Section 2 

The responsibilities of the Steering Committee members will include, but are not limited to: 

• Encouraging and maintaining active participation in AACR activities, initiatives, and programs involving any aspect of cancer prevention; 
• Promoting AACR programs pertinent to cancer prevention research as well as other areas of cancer research and cancer-related science and technology; 
• Representing the field of cancer prevention by serving as liaisons and scientific/medical advisors to the AACR Board of Directors, internal AACR staff, and relevant external bodies; 
• Establishing priorities for the scientific and professional goals of the AACR Cancer Prevention Working Group and its members; 
• Providing input to the Working Group’s Chair and AACR leadership on important issues e.g., suggestions for new Steering Committee members; formation and membership of standing or ad hoc subcommittees to carry out the work of the AACR Cancer Prevention Working Group; and recommendations of individuals to be nominated for service on various AACR Committees and Editorial Boards; 
• Conceptualizing and developing AACR Annual Meeting, Special Conference, and Educational Workshop scientific content, including symposia and other sessions of interest to the Working Group’s membership, for approval by the AACR Board of Directors or relevant Annual Meeting or Standing Committees (e.g., AACR Education and Training Committee; AACR Special Conferences Committee). 

Section 3 

All Active AACR members in good standing are eligible to serve on the AACR Cancer Prevention Working Group Steering Committee.  

Section 4 

The AACR Cancer Prevention Working Group Steering Committee shall abide by the following provisions: 

• The Steering Committee’s leadership will consist of three Officers: a Chair, a Chair-Elect and a Past Chair. 
• Additional members decided upon by the Steering Committee shall each serve staggered three-year terms. New Steering Committee members shall be nominated by the existing AACR Cancer Prevention Working Group Steering Committee. The Steering Committee members shall rank order the submitted nominations, after which the ordered list of recommended nominations shall be submitted to the AACR staff liaison by the Chair-Elect. Once received, formal invitations to serve on the Steering Committee shall be issued to all top ranked individuals until all vacant positions are filled. 
• The overall composition of the Steering Committee must reflect the scientific, ethnic, and geographic diversity of the AACR’s membership and strive to reflect the racial, ethnic, and geographic diversity of the cancer research community. The Steering Committee shall be comprised of three Officers and fifteen additional Steering Committee members unless deemed otherwise by AACR leadership. 
• Steering Committee members may not serve for consecutive terms, either in the same or in another position on the Steering Committee. Steering Committee members may be nominated, elected, and invited to return to the Steering Committee only after spending at least one year removed from the Steering Committee roster. 
• Terms for all newly elected Steering Committee members will begin at the time of the AACR Annual Meeting immediately following their election and will terminate as of the AACR Annual Meeting three years later. 
• Term limits for the AACR Cancer Prevention Working Group Chair-Elect and Immediate Past Chair shall be restricted to one year, while the term limit for AACR Cancer Prevention Working Group Chair shall be for two years. Each of these roles shall be held in succession, for a total term of four years. 
• In some cases and when deemed appropriate by the Working Group Steering Committee and AACR leadership, representatives from other organizations interested in the group’s primary scientific discipline area shall be appointed to the Steering Committee. Such individuals would serve a term limit as determined by the Working Group’s leadership and as is deemed appropriate given the member’s position within the other organization. 

Section 5 

Steering Committee Officers shall be elected as follows: 

• The election slate for Chair-Elect will be developed by a Nominating Committee consisting of five AACR Cancer Prevention Working Group members in good standing. Two of these members shall be the current Chair and Past Chair of the Steering Committee. In the absence of a Past Chair, other Steering Committee members may serve on the Nominating Committee. The remaining three members of the Nominating Committee will be appointed by the Steering Committee Chair, with one of these three members also serving as Nominating Committee Chair. 
• The Nominating Committee shall identify two primary and two alternate candidates to stand for election for the AACR Cancer Prevention Working Group Chair-Elect position. 
• Current members of the AACR Cancer Prevention Working Group Steering Committee as well as all members of the AACR Cancer Prevention Working Group Chair-Elect Nominating Committee are ineligible from standing for election for the position of Chair-Elect until their terms on either committee have expired. 
• Once two candidates for the Chair-Elect position have been finalized, a ballot will be developed summarizing each candidate’s professional background. This ballot will also contain vision statements from each candidate outlining their intended goals for the AACR Cancer Prevention Working Group. Ballots will be issued electronically to all Working Group members for a popular vote. In lieu of an electronically submitted ballot, Working Group members may also vote by mail. All mailed ballots must be submitted and received by AACR’s staff liaison to the Working Group no later than the advertised voting deadline. Any mailed votes received after the advertised deadline will not be counted.  

Section 6 

The Chair-Elect shall be elected by popular vote of AACR Cancer Prevention Working Group members and will assume office at the AACR Annual Meeting immediately following their election. Upon expiration of the Chair’s term of office, the Chair-Elect will assume the office of Chair, while the Chair will assume the role of Past Chair. The Past Chair will subsequently retire from the Steering Committee upon the expiration of his or her term of office. 

Section 7 

Steering Committee Leadership Duties and Responsibilities: 

• The Steering Committee Chair shall preside over all Steering Committee meetings and all other meetings and functions of the AACR Cancer Prevention Working Group. 
• The Steering Committee Chair, in collaboration with the Working Group’s staff liaison, shall prepare all reports deemed necessary to update the AACR Board of Directors on the Working Group’s activities. 
• The Steering Committee Chair shall serve as the main point of contact between AACR and the Steering Committee, oversee any Working Group sub-committees (if applicable), and direct all Working Group initiatives approved by the AACR Board of Directors. 
• The Steering Committee Chair-Elect shall assume the duties of the Chair in his or her absence and shall oversee all activities delegated by the Chair. 
• The Steering Committee Chair-Elect, in consultation with the Chair, shall appoint all new members of the Steering Committee required to replace outgoing members at the beginning of their term of office. All new Steering Committee members shall be selected and confirmed according to the parameters outlined in Article II, Section 4. 
• The Steering Committee Past Chair shall serve to preserve programmatic and leadership continuity as well as to assist in the functions and programs of the Steering Committee, as needed. 

Section 8 

Steering Committee members are expected to attend regular Steering Committee meetings. If an extended absence is required by a member because of extenuating circumstances, an exception may be granted by the Officers. A Steering Committee member who has not asked for an exception and has failed to attend three consecutive Steering Committee meetings or conference calls shall be considered to have resigned. Reinstatement shall be considered by the Steering Committee only upon receipt of a written petition from the member facing resignation. Any Steering Committee member may be dismissed upon unanimous vote of the remaining Steering Committee members for failure to perform their duties and responsibilities. Grounds for dismissal include but are not limited to failure to perform duties and responsibilities as assigned by the Steering Committee Chair; failure to attend three consecutive Steering Committee meetings or conference calls; and failure to act in accordance with this Charter, the Policies of the Steering Committee, or with the Bylaws and Policies of the AACR. 

Section 9 

In the event of a vacancy in the office of Steering Committee Chair, the Chair-Elect shall assume the office of Chair for the remainder of the unexpired term and shall subsequently continue as Chair for the next term of office. In the event of a vacancy in the office of Chair-Elect, the Steering Committee shall hold an election following the procedure outlined in Article II, Section 5. In the event of a vacancy of a Steering Committee member’s seat, the Chair-Elect shall appoint a Cancer Prevention Working Group member in good standing to serve for the remainder of the term of office associated with the vacated position. 

Section 10  

Formation of the inaugural AACR Cancer Prevention Working Group Steering Committee shall begin with the submission of a formal proposal to the AACR Board of Directors for consideration and approval. Submitted proposals shall outline primary and alternate Steering Committee Chair and member recommendations that adequately reflect the scientific diversity necessary to accomplish the goals of the Working Group. Term limits associated with the inaugural AACR Cancer Evolution Working Group Steering Committee shall reflect those set forth by AACR’s established policies as outlined in Article II, Section 4.   

Article III. Meetings and Quorum 

Section 1 

The AACR Cancer Prevention Working Group shall hold an Annual Town Hall Meeting for all Working Group members and any individual interested in the Working Group’s programs during the AACR Annual Meeting, or at any such other AACR meeting or special conference as deemed appropriate by the Steering Committee. 

Section 2 

Steering Committee meetings and teleconferences may be called by the Chair or, in case of the Chair’s absence or disability, by the Chair-Elect. Notice of all meetings and teleconferences shall be given so as to reach all Steering Committee members at least seven calendar days prior to the date of the meeting. 

Section 3 

The Steering Committee will conduct meetings via teleconference as needed. In-person meetings may be organized with the approval of AACR leadership. 

Section 4 

A simple majority of Steering Committee members shall constitute a quorum at all meetings of the AACR Cancer Prevention Working Group Steering Committee. 

Article IV. Committees 

Section 1 

The Chair, with the approval of the Steering Committee and AACR leadership, may establish standing and/or ad hoc subcommittees to carry out the work of the Steering Committee. The number of subcommittees to be appointed shall depend upon the approved programs and activities of the AACR Cancer Prevention Working Group, and the financial resources available. 

Section 2 

The Chair, in consultation with the Steering Committee, and with the approval of AACR leadership, may dissolve any standing and/or ad hoc committee as deemed appropriate. 

Article V. Financial Support 

Section 1 

Members of the AACR Cancer Prevention Working Group and its leadership body will be expected to assist with fundraising specifically designed to raise funds in support of ongoing and future Working Group programs, initiatives, research grants, travel awards, scientific achievement awards, and other Working Group-led efforts.   

Section 2 

The AACR Foundation staff shall work to procure the funds needed to meet the goals of the Working Group. 

Section 3 

Generated funds will cover the cost associated with staff required to manage the activities of the Working Group. The number and extent of Working Group activities shall be dependent on the amount of funds raised. Funds raised for the AACR Cancer Prevention Working Group will be specifically designated for the Working Group’s programs. 

Article VI. Program Administration 

Section 1 

An AACR Staff Liaison shall be appointed by the AACR Chief Executive Officer to oversee the program administration of the AACR Cancer Prevention Working Group. This appointed individual will provide scientific support and perform all administrative functions necessary to execute the initiatives of the Steering Committee in keeping with the policies of the AACR. 

Section 2 

AACR must be informed of and approve all AACR Cancer Prevention Working Group activities. Approval is based on feedback from the AACR Board of Directors, the compatibility of the proposed activity with AACR’s mission, staff availability to complete the tasks necessary to implement the activity, and the overall feasibility of the proposed initiative(s) contingent upon financial resources. Written program proposals accompanied by an estimated budget must first be submitted to the AACR Chief Executive Officer for approval, prior to submission to the AACR Board of Directors. 

Section 3 

All official communications originating from the AACR Cancer Prevention Working Group Steering Committee and sent to the Working Group’s membership must first be approved by the AACR. The AACR staff liaison to the Working Group must be included on all communications, facsimiles, letters, etc. relevant to the activities of the Working Group that are generated and distributed by the Steering Committee. 

Article VI. Amendments 

Section 1 

Any member of the AACR Cancer Prevention Working Group may submit a written proposal to amend this Charter. However, only Steering Committee members may raise such an amendment for consideration by the Steering Committee. 

Section 2 

A two-thirds vote of all Steering Committee members is required for any proposed Charter amendment to be considered further by AACR’s leadership. All proposed amendments must be first reviewed and approved by the AACR Chief Executive Officer prior to consideration by the AACR Board of Directors.