Charter

Name

The name of the organization shall be the "Society for Penn Clinical Research Professionals” (SPCRP) of the University of Pennsylvania.

Purpose

The Society for Penn Clinical Research Professionals supports the professional development of Penn clinical research personnel, i.e. Clinical Research Coordinators, Research Project Managers and other research staff (i.e. Business Administrators, Research Assistants etc.). In addition, working alongside the Office of Clinical Research (OCR), it strives to optimize the clinical research environment, enhance research compliance and facilitate research conduct.  This is accomplished by:

  • Provide input to create and improve upon processes that maximize the quality of research programs, promoting human subject protections and fostering compliance with local, state and federal regulations and University and Perelman SOM policies.
  • Providing a forum for networking and collaboration with peers, and for educating SPCRP members
  • Establishing a platform that enables communication and collaboration among SPCRP members, the broader research community, the University and Health System administration
  • Defining the professional status of our community and promoting the recognition of the profession among SPCRP members, faculty, Penn Medicine (PSOM and UPHS) administration and the University.

Membership

The SPCRP is comprised of Penn Medicine staff who perform various clinical research coordination and management functions as part of their professional activities. Current staff are invited to join our organization and have the ability to self-register by signing up for the CRISPR listserv.

https://www.med.upenn.edu/apps/ocr/crspr/

Levels of Participation

SPCRP Members

All Penn Clinical Research Professionals (CRPs) who participate in SPCRP activities and join the CRSPR listserv. No invitation is needed; individuals can self-select to be SPCRP members. Members vote on representation by electing the executive committee board members. Members do not vote on updates to SPCRP policies and initiatives. They may submit questions or requests to the board for consideration.

  • This is for Clinical Research Professionals (CRPs) who are more passively participating in the society by attending rather than organizing events.
  • All Penn Clinical Research Professionals who participate in SPCRP activities & join the CRSPR listserv.
  • No invitation is needed; individuals can self-select to be SPCRP members.
  • Members do not vote on updates to SPCRP policies/initiatives but can send questions or requests to the board for consideration.
  • Members vote on representation by electing the executive board members.  

SPCRP Board Members-At-Large (non-voting)

Board members-at-large are invited to participate actively in developing or carrying out SPCRP initiatives and will be assigned specific tasks depending on their interest and availability. Individuals do not need to be elected to this role during the regular election cycles; they do need to be confirmed by the executive board members. The non-voting title of the role refers to voting on SPCRP actions that are determined by the executive board. Board members-at-large can vote on representation by electing the executive committee board members. Board members-at-large are invited to executive committee meetings but their attendance is not required.

  • This is for CRPs who are interested in more active participation in the society.
  • Individuals do not need to be elected to this role during the regular election cycles; they do need to be confirmed by the executive board members.
  • Board members-at-large are invited to participate actively in developing or carrying out SPCRP initiatives and will be assigned specific tasks depending on their interest & availability.
  • The “non-voting” title of the board member-at-large role refers to voting on SPCRP actions that are determined by the executive board, but they can (and should!) vote in the elections for executive board members since that vote is open to all members.
  • They are invited to board meetings, but their attendance is not required.

SPCRP Executive Board Members

These are the individuals who are elected by their peers and serve a specific term length. Once they have completed their term they may choose to stay on as a non-voting board member-at-large to provide continuity and support to the current executive board. While in the executive board member role they vote on updates to SPCRP policies/initiatives, attend all board meetings, and complete tasks specific to their elected position and as needed. The executive board roles and responsibilities are defined in the section below.

  • These are the CRPs that are elected by their peers and serve a specific term length. This is the most active level of engagement. You can nominate yourself or be nominated by a peer for an open executive committee position during the regular election cycle.
  • Once they have completed their term they may choose to stay on as a non-voting board member-at-large to provide continuity and support to the current executive board.
  • While in the executive board member role they vote on updates to SPCRP policies/initiatives, attend all board meetings, and complete tasks specific to their elected position and as needed.
  • The executive board roles are clearly defined in our charter.

Executive Committee

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

  1. The Executive Committee will consist of nine (9) members, at least six(6) of whom are members of the SPCRP. Up to but not exceeding three (3) members may be representatives from the Office of Clinical 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. The Executive Committee will be chosen by the SPCRP. SPCRP members will nominate potential Executive Committee members and a ballot will be created by OCR from the list. The SPCRP as a whole will then select their Executive committee from the ballot.
  4. The Chairperson (the presiding officer) of the SPCRP, and thus the Executive Committee, will be elected by the other SPCRP members . The Chairperson shall remain in the position for 24 months with the option of a 36 month term if proposed by the members of the SPCRP in specific situations.
  5. A chair elect will serve on the Executive Committee for 12 months and take over for the Chair at the end of his or her term. Vacancies on the Executive Committee shall be filled by appointment of the Executive Committee.
  6. The Office of Clinical Research shall provide administrative support to the Executive Committee, including coordination of meetings and distribution of meeting minutes.

Governance & Responsibilities

Chairperson

  1. The Chairperson's shall:
    • Act as chief executive of the SPCRP
    • Be a liaison between members of the SPCRP and the OCR and PSOM
    • Chair the Executive Committee
  2. The Chairperson shall prepare agendas with the input of the Executive Committee and OCR representatives.
  3. Preside over general and Executive Committee meetings with a general structure that includes:
    • Review and approval of minutes of last meeting
    • Discussion and resolution of old business
    • Discussion and resolution of new business
      1. New business on the agenda takes precedence over ad hoc new business raised in the meeting
      2. Unaddressed ad hoc new business will be added to the next agenda
      3. Resolution of new or old business will be determined by voting by the Executive Committee on each item and will be recorded in the minutes.
    • Planning the next agenda
    • Confirming action items and deliverables as needed,
    • Closing the meeting.

Chair Elect

  1. The Chair Elect shall:
    • Support the Chairperson in chairing the Executive Committee and the SPCRP
    • Act in place of the Chairperson in the event that he/she cannot attend a meeting
    • Step into the position of Chairperson should the situation arise

Secretary

  1. The Secretary shall:
    • Attend all general and Executive Committee SPCRP meetings.
    • Take attendance at meetings and appropriately record the proceedings via written notes.  Voice recordings are not appropriate.
    • Prepare the minutes of all Executive committee meetings.
    • Take attendance and document minutes from the SPCRP meetings, with the help of OCR.
    • In the event the Secretary cannot attend a meeting, he/she will nominate a substitute to perform these duties.

Treasurer

  1. The treasurer shall:
    • Manage monies in the budget for the SPCRP
    • Report to the Executive Committee on an as needed basis, but no less than once a quarter.
    • Facilitate SPCRP events that are budget reliant including but not limited to CARE Awards, inviting speakers from outside University of Pennsylvania, organizing meeting with professional CRC societies like ACRP, SOCRA.
    • Receive administrative assistance from OCR.    

Executive Committee

  1. The Executive Committee shall:
    • Facilitate the business of the SPCRP as a whole by managing initiatives, organizing SPCRP meetings, and constructing proposals and documents as needed.
    • Scheduling and attending, organizing SPCRP meetings
    • Recommending and approving the establishment of work groups and task forces to accomplish SPCRP, Institutional, and PSOM needs and/or goals
    • Solicit and review comments and incorporate them as appropriate into committee business.
    • Grant final approval for all initiatives, proposals and documents.
  2. The Executive Committee shall meet on a regular basis, typically monthly, unless there are extenuating circumstances, but no less than quarterly.
  3. A majority vote by attending Executive Committee members is required to approve any motions.  A quorum of fifty percent of the Exec Committee members plus one will be required in order to hold a vote.
  4. Executive Committee members shall:
    • Attend all scheduled executive committee meetings or provide advance notice when they are unable to attend.
    • Provide input to pending agendas through email 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.

SPCRP Members

  1. SPCRP members contribute to the goals and mission of the SPCRP by:
    • Communicating with the Executive Committee
    • Reviewing posted communications regarding SPCRP business.
    • Attending SPCRP meetings.
    • Participating in the nomination and election process for Executive Committee members.
  2. SPCRP meetings shall be held as needed, with a goal of meeting at least once quarterly.
    • SPCRP meetings shall be announced through the Clinical Research Registry mass email function.
    • SPCRP meetings will be open to all members to attend. 
    • SPCRP 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 SPCRP. Guests are expected to sign-in.

Appointments & Elections

Executive Committee

Elections are to be run by held every 2 years in June, five (5) to six (6) members shall be elected to the Executive Committee by the current members SPCRP. Elections are to be run by Robert’s Rules of Order in a situation where in-person elections are conducted.

  1. SPCRP members may nominate themselves or any other SPCRP member to the Executive Committee ballot.
  2. Only one representative from each department, division or center may serve on the Executive Committee.
  3. 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 four (4) months.
  4. Ballots will be sent out via an anonymous online survey to members of the SPCRP. Voting SPCRP members will be asked to select as many members to the Executive Committee as there are outgoing members. Via the survey they will also be asked to indicate their choice for the Chairperson, the Chair Elect, the Secretary and the Treasurer.

Taskforces

  1. The Executive Committee will create taskforces to further the goals of Professional Development, Education and Operations. Additional taskforces may also be created.
  2. A taskforce is formed to address a particular issue, and is expected to continue only until the project is completed.
  3. Members of each taskforce can be comprised of Executive Committee members, SPCRP members, representatives from other Penn offices or departments and interested members from out the University of Pennsylvania, as needed for the purpose of the taskforce.
  4. Each taskforce will appoint a Chair for that taskforce. The taskforce’s Chair will report to the SPCRP Chair and/or the Executive meeting monthly at the Executive Committee meeting or as needed.

Charter Amendments

Before an amendment may be voted on, it must be made available for public comment by all SPCRP members for at least 1 week at the most 10 business days. Mechanisms to make the amendment public may include but are not limited to a mass email via the Clinical Research Registry and posting the amendment on the SPCRP website.

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

Charter Last Updated on - 06 Feb 2024