Penn Clinical Research Coordinator Society

Charter

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NAME

The name of the organization shall be the "Society for Clinical Research Coordination and Management” (SCRCM) of the University of Pennsylvania.

PURPOSE

The Society for Clinical Research Coordination and Management (SCRCM) supports the professional development of Penn Clinical Research Coordinators and Research Project Managers, and strives to enhance clinical research management.  This will be accomplished by:

  • Improving clinical research processes that maximize the quality of research programs and promote human subject protections and compliance with federal regulations and University policies.
  • Providing a forum for networking, collaboration, and education of Society members
  • Establishing mechanisms to enable collaboration among Society members, clinical and research faculty, and University and Health System administration
  • Defining, promoting and advancing the profession among Society members, faculty, and University and Health System administration.
MEMBERSHIP
Society (SCRCM)

The Society for Clinical Research Coordination and Management is comprised of Penn staff who perform various clinical research coordination and management functions as part of their professional activity. Members are identified either by the institutional information systems for those hired into any of the standardized clinical research coordinator job positions, or by self-identification and self registration through the web-based Clinical Research Registry.

  1. An Administrator will be designated for each clinical research department/center/institute as per representation on the Advisory Committee.  Where a department/center/institute does not have representation available, the Office of Human Research will serve as Administrator.
  2. Individuals self-register to join the Society through the online Clinical Research Coordinator Registry (www.med.upenn.edu/apps/my/crc).  During registration, the individual will specify a primary affiliation (Department/Center/Institute).  The administrator for the specified Department/Center/Institute will be responsible for reviewing the qualifications of prospective members and approving those who meet eligibility in accordance with these by-laws. The Office of Human Research may also review and approve prospective members to ensure timely membership approval.
Advisory Committee (CRCMAC)

The Society for Clinical Research Coordination and Management shall be governed by the permanent Advisory Committee (Clinical Research Coordination and Management Advisory Committee) whose members shall be appointed by the applicable Chair, Division Chief, or Center/Institute Director.

  1. The CRCMAC is comprised of up to two (2) Society members from each clinical department, major division and clinical research center within the University School of Medicine and Health System that conducts clinical research.  The representation of departments, major divisions and clinical research centers shall mirror representation on the Clinical Research Advisory Committee (CRAC). 
  2. Representatives from the Office of Human Research (OHR) will also be part of this committee with the following ex-officio positions:
    • The Executive Director of OHR
    • The Director of the Clinical Research Operations Division of the OHR (or her/his designee)
    • The Director of the Research Education & Training Division of the OHR (or her/his designee)
  3. Vacancies on the Advisory Committee shall be filled by appointment from the department, division or research center.
  4. The Office of Human Research (OHR) shall provide administrative support to the Advisory Committee, including coordination of meetings and recording and distribution of meeting minutes. 
Executive Committee

The CRCMAC shall be governed by the permanent Executive Committee whose members shall be elected by the membership.

  1. The Executive Committee will consist of eight (8) to nine (9) members, at least five (5) of whom are members of the Society. Up to but not exceeding three (3) members may be representatives from the Office of Human Research.
  2. Executive Committee members shall serve a term of two (2) years with the ability to serve only two consecutive terms before being required to step down for a minimum of one year. 
  3. One of these Executive Committee members shall be elected Chairperson by the other Society members of the Executive Committee and serve as the presiding officer of the Society. The Chairperson shall remain in the position for the duration of his or her term on the Executive Committee.  At the end of service, the Chairperson shall serve an additional six (6) months on the Executive Committee as outgoing Chairperson to facilitate transition for the newly elected Chairperson.
  4. Vacancies or those unable to fulfill the obligations of the position on the Executive Committee shall be filled by appointment of the Executive Committee of a member of the CRCMAC.
  5. The Office of Human Research shall provide administrative support to the Executive Committee, including coordination of meetings and recording and distribution of meeting minutes.
GOVERNANCE & RESPONSIBILITIES
Chairperson
  1. The Chairperson's shall:
    • Act as chief executive of the Society
    • Be a liaison between members of the Society and the University
    • Chair the Executive Committee, Advisory Committee and the Society
  2. The Chairperson shall prepare agendas wtih the support of the OHR representatives.
  3. The Chairperson shall review reports and recommendations submitted by subcommittees and workgroups, and present these reports to the Executive and Advisory Committee meetings as appropriate.
Executive Committee
  1. The Executive Committee shall:
    • Facilitate the business of the Advisory Committee by managing initiatives, organizing CRCMAC and Society meetings, and constructing proposals and documents as needed.
    • Solicit and review comments and incorporate them as appropriate into committee business.
    • Grant final approval of all initiatives, proposals and documents.
  2. The Executive Committee shall meet as needed on a regular basis but no less than quarterly.
  3. A majority vote by attending Executive Committee members is required to approve any motions.  A quorum of at least 4 Society members is required at each meeting in order to hold a vote.
  4. Executive Committee members shall:
    • Attend all scheduled meetings or provide advance notice when they are unable to attend.
    • Provide input to pending business items through email (preferably using the list-serv) as well as in meetings.
  5. Executive Committee members who are unable to fulfill the duties described above may be asked to relinquish their position by the Executive Committee.
Advisory Committee (CRCMAC)
  1. The CRCMAC is responsible for:
    • Deliberating on issues of concern, relevant to the Society’s purpose, brought to the attention of the CRCMAC by Committee members, Society members, and the represented departments, divisions or centers, and members of the School of Medicine Administration.
    • Communicating actions and recommendations of the CRCMAC to the Society members within their department, division or center.
    • Identify and register Society members in their department, division or center in the Clinical Research Registry.
    • Actively serving the Society in a meaningful way, such as service on a subcommittee, workgroup or the Executive Committee.
    • Reviewing all initiatives, documents and proposals presented to the CRCMAC and providing comments and recommendations as necessary and consistent with the needs of the Society members within their department, division or center.
  2. The CRCMAC will meet as needed on a regular basis but no less than twice a year.
  3. CRCMAC Committee members are expected to:
    • Attend all scheduled meetings or provide advance notice when they are unable to attend.
    • Provide input to pending business items through use of the email list-serv as well as in meetings.
Society Members
  1. Society members contribute to the goals and mission of the Society by:
    • Communicating with the CRCMAC through their respective department, division or center representative(s).
    • Reviewing posted communications regarding Society business.
    • Attending Society meetings.
    • Participating in the nomination and election process for CRCMAC members.
  2. Society meetings shall be held as needed, with a goal of meeting at least once a year.
    • Society meetings shall be announced through the Clinical Research Registry mass email function.
    • Society meetings will be open to all members to attend. 
    • Society members who are not registered through the Clinical Research Registry may attend one (1) meeting, but after which must formally register through the Clinical Research Registry to continue to attend meetings.
    • Guests may be invited by any member of the Society. Guests are expected to sign-in.
APPOINTMENTS & ELECTIONS
Advisory Committee (CRCMAC)
  1. In June of each year one (1) to two (2) Society members from each department shall be reconfirmed or newly appointed to the Advisory Committee by the applicable Chair, Division Chief, or Center/Institute Director.
  2. The term of service shall be at least 2 years, with new membership staggered so that no more than one half, and preferably only one third, of committee members rotate off the committee at any one time.
  3. The Office of Human Research shall provide administrative support for maintaining Advisory Committee membership.
Executive Committee

Elections are to be run by Robert's Rules of Order. Otherwise meetings are to be informal.

  1. Every 2 years in June, following the re-confirmation or new appointment of the Advisory Committee (CRCMAC) members, five (5) to six (6) members shall be elected to the Executive Committee by the members present of the CRCMAC.
  2. CRCMAC members may nominate themselves or any other CRCMAC member to the Executive Committee.
  3. Only one representative from each department, division or center may serve on the Executive Committee.
  4. The Chairperson shall appoint two members at large, who are not candidates for election to the Executive Committee, to tabulate results of the ballots.
  5. In the event there would be a complete change of all members of the Executive Committee, the Chairperson of the new Executive Committee shall appoint the Chairperson of the outgoing Executive Committee to serve as ex-officio for a period of six (6) months.
Chairperson
  1. In May of each election year, the current CRCMAC Executive Committee will nominate and select a new chairperson to serve a 2-year term.
  2. Any member of the Executive Committee can nominate him or herself, or another member of the Executive Committee.
  3. In the event that no members of the CRCMAC Executive Committee are available or willing to serve as the chairperson, a general election will be held by the CRCMAC to nominate the chairperson.
SUBCOMMITTEES/WORKGROUPS

The Executive Committee may choose to create additional subcommittees or workgroups.

  1. A subcommittee is intended to be an ongoing committee that focuses on a particular area of continual need, such as education.
  2. A workgroups is formed to address a particular issue, and is expected to continue only until the project is completed.
  3. The Chairperson shall appoint a member from the Executive Committee to serve on each subcommittee/workgroup, though each subcommittee or workgroup can designate their own chair. The subcommittee/workgroup chairperson shall conduct meetings and liaise with the Executive and Advisory Committees.
  4. The members of each subcommittee/workgroup can be comprised of Executive Committee members, Advisory Committee members, Society members, and representatives from other Penn offices or departments as needed for the purpose of the subcommittee/workgroup.
AMENDMENTS

Before an amendment may be voted on, it must be made available for public comment by all Society members for at least 4 weeks. Mechanisms to make the amendment public may include but are not limited to a mass email via the CR Registry and posting the amendment on the Society website

Any charter amendment may be passed by the Executive Committee. A quorum of 4 Society members is required for a vote. In the event that a Society member cannot attend an Executive Committee meeting, s/he may submit an absentee ballot in advance of the meeting.

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