Policy & Procedures




TABLE OF CONTENTS


Section   1.   Mission
Section   2.   Membership
Section   3.   Dues
Section   4.   Annual Elections
Section   5.   Board of Directors:  Meetings, Agenda Items, Reports, Disclosure Policy
Section   6.   Duties of Standing Committees
Section   7.   Duties of Non-Standing Committees
Section   8.   Special Committees  
Section   9.   Financial Information/Requests for Funding
Section 10.   Attorneys and Consultants
Section 11.  Continuing Medical Education

  1. Accreditation 
  2. Policy on Joint Sponsorship  
  3. Disclosure Policy
  4. Financial Support of Educational Activities
  5. Records of CME Activities    
Section 12.  ARS Educational Meetings
  1. Society Annual Meeting    
  2. COSM    
  3. Other Meetings    
  4. Socio-economic Workshops
  5. Speaker Honoraria    
Section 13.  Society Annual Meeting Program
  1. Scientific Program    
  2. Satellite Functions    
  3. Scientific Exhibits    
Section 14.  Society Annual Meeting Awards
  1. Maurice H. Cottle Award    
  2. ARS Research Award    
  3. ARS Presidential Award
  4. ARS Golden Head Mirror Award
  5. International Rhinology Research Award  
  6. Other Awards
Section 15.  Publications
  1. Newsletter    
  2. Newsletter Editor    
  3. Other Society Publications    
Section 16. Corporate Development Program
Section 17. Internet Activities:  WebSite
Section 18. Societal Written Communications

 

Section 1.   Mission

The American Rhinologic Society (ARS) is a non-profit primarily educational organization designated as a 501(c)(3) association by the IRS.  The history of the ARS dates to a course in Rhinologic Medicine and Surgery presented at Johns Hopkins Hospital in 1954 by Dr. Maurice H. Cottle.   Its mission is to serve, represent and advance the science and the ethical practice of rhinology.

Mission Statement:
The American Rhinologic Society's mission is to serve, represent and advance the science and the ethical practice of Rhinology.  The Society promotes excellence in patient care, research and education in Rhinology and Sinusology.  The American Rhinologic Society is dedicated to providing communication and fellowship to members of the Rhinologic Community through ongoing medical education, patient advocacy and social programs. 

Section 2. Membership
  1. The qualifications, rights and privileges of membership are as stated in the Society Bylaws.
  2. The ARS has a formal, credentials -based membership application process. This process is outlined below.
    1. Information and applications for individuals interested in joining the Society is available on the Society's web page; www.american-rhinologic.org
    2. Applications are submitted to the Membership Committee Chair for initial administrative review.
    3. All applicants for affiliate membership must be sponsored by two members of the Society through provision of contact information. Applicants for Fellowship must be endorsed by two members of the Society through letters of recommendation. 
    4. Completed applications are forwarded to Membership Committee members by the chairperson. The Membership Committee members certify the applicants’ eligibility and qualifications.
    5. For Fellow applicants, the Membership Committee chairperson or representative presents certified applicants and the committee's recommendation for approval to the Board of Directors. Fellow applications received by March 15th are considered for presentation at the Board of Directors' annual spring meeting based on the recommendation of the Membership Committee. Applications received by August 15th will be considered for presentation at the Board of Directors' annual fall meeting based on the recommendation of the Membership Committee.  The Board of Directors reviews the Membership Committee's recommendation and votes to accept or reject the applicant. An affirmative vote of two-thirds of the members shall be required for election.
    6. For all other membership categories, the Membership Committee votes to accept or reject the completed application.  An affirmative vote of 4/6 of the committee members shall be required for election.
    7. Affirmed candidates will be presented to the Secretary.
       
Section 3.   Dues
  1. Dues shall be payable in advance before January 1 of the upcoming calendar year. 
  2. A dues notice will be sent to members on or around 15 October to remind them of their upcoming dues obligation.  
  3. Dues must be before January first to get continuation of the Journal.  Failure to pay by this date may cause the loss of more than one Journal issue.
  4. Members who do not pay dues by 1 January will be suspended.
  5. A reminder/late notice regarding dues payment will also be sent in January.
  6. A further second reminder/late notice will be sent in February. 
  7. Members will be permanently removed from the Society roles if dues are not paid by the last day of March.
  8. Non-payment of dues is grounds for Society dismissal. The Board of Directors reviews each year’s list of delinquent members prior to the initiation of formal termination procedures. 
  9. Delinquent members must pay non-member rates for all Society services, including meeting registration fees and publications.
  10. A letter will be sent to members whose dues are in arrears.  They may be dropped from active membership after review by the Board at the winter Board of Directors meeting.
  11. Reduced on-line meeting rate registration (10%) will be available only to members whose dues are pain in full.

Section 4.   Annual Elections
  1. American Rhinologic Society elections are held annually.
  2. Positions open for election on an annual basis are 2nd Vice President-Elect, and two At-Large Directors.
  3. The nomination process of the Society is as follows:
    1. The Nominating Committee shall meet in March and formulate a slate of candidates.
    2. The Nominating Committee will present the slate officer candidates to the Board of Directors and then the membership at the spring meeting. 
    3. The slate will include a candidate for second vice-president, two fellows or members for the position of Director, and the nominees for the following year's Nominating Committee. 
    4. Nominations may be made from the floor at the annual spring meeting. 
    5. Elections will take place at the fall annual meeting and results will be announced at the Business meeting of the Membership.  The candidates proposed will be published in the spring Newsletter of the Society and published on our Society website.
    6. The Nominating Committee shall not propose or nominate members of its committee for elected positions within the Society.

Section 5.  Board of Directors:  Meetings, Agenda Items, Action Items
  1. The Board of Directors of the Society consists of the President, President-elect, Immediate Past President, First Vice President, Second Vice President, Secretary, Treasurer, six elected At Large Directors, all of whom have a vote in Society Meetings.  There are two ex officio (non-voting) member of the ARS Board of Directors: 1) the chairperson of the Rhinology and Paranasal Sinus Surgery Committee of the American Academy of Otolaryngology Head and Neck Surgery; 2) the editor of the journal of the society.
  2. Board Meetings: The Board of Directors usually meets three times a year.  Meetings are held in the spring associated with COSM, in the fall at the Annual meeting of the Society, and in December at the discretion of the President.
  3. Agenda Items for BOD meetings: Board members, committees, Society members and Staff submit suggested agenda items and accompanying materials at least three weeks before the meeting. Board agenda books containing the supporting information for agenda items and reports from various Board members are provided to all Board Members by email several days before the Board meeting by the Secretary. BOD members are responsible for bringing their agenda books to the BOD meetings. (See description of opening format under Section 6 Item 5) 
  4. Board Reports: It is expected that Society officers and Committee Chairpersons submit reports at the Annual fall and spring Board of Directors meetings.  These reports should be submitted to the Secretarial office at least three weeks prior to the meetings in standardized bullet form.
  5. Disclosure Policy: At the beginning of each Board of Directors meeting, it is expected that each Director, Officer and Consultant sign a statement of disclosure notifying the Board of the individual’s interests as a consultant, advisory member, or grant recipient for corporations that may potentially be in conflict of interest to the Society.
  6. Selection Process of Executive Vice-President Position (EVP). Qualifications:
    1. Membership in the American Rhinologic Society at fellow level.
    2. Demonstrated success in strategic decision-making, leadership, and operational management at a senior level in a complex organizational environment.
    3. A deep commitment to the mission of the ARS and ability to thrive in a culture of a deeply engaged membership organization.
    4. A strong familiarity, ideally based on prior experience, with the operations, culture, and vision of the ARS.
    5. Experience working with Executive Officers, Boards, and Committees of an organization.
    6. Proven ability to work cooperatively with staff, colleagues, and a wide array of people in a management capacity.
    7. Experience in successfully managing, motivating, and developing staff within an organization.
    8. Excellent communication, written, verbal, and organization skills.
    9. Should possess business, organizational, fiscal knowledge, and analytical skills necessary to help identify current or emerging issues of importance to the ARS.
    10. Must possess superb interpersonal skills and capacity, which enable him/her to function in a collaborative fashion and interact effectively with ARS leadership and staff.
  7. Search Committee: This is an ad hoc committee of the ARS that is composed of an ARS Executive Committee member (1), an ARS Board member (1), an ARS Committee Chair (1), an ARS at-large member (2), and an ARS admin staff (1). The EVP Search Committee will be chaired by the ARS President.
  8. Selection Process: The Chair of the EVP Search Committee will send out a membership-wide e-mail communication informing soliciting applications from interested members who wish to be considered. The EVP Search Committee will also prepare its own list of potential candidates whose applications would be solicited and considered for the position. The EVP application will include a list of questions, COI and financial disclosures, CV, and references. The ARS Search Committee will review each application and rate the candidates. The top ranked candidates will be invited for interviews. The ARS Search Committee will convene and decide on a candidate whose name will be sent to the BOD for their approval. The EVP must re-apply and be chosen through this selection process in order to succeed themselves in office for a second term.
     
Section 6.  Duties of Standing Committees
  1. ACCME Committee
    1. Duties
      1. To assist ARS and the Program Committee in program planning and monitoring
      2. To monitor program survey
      3. To evaluate program quality
      4. To assist secretary for yearly ACCME surveys and program accreditation
    2. Responsibilities
      1. Collect program survey and tabulate participant responses.
      2. Distribute collected meeting survey to Program Committee for use in program development.
      3. To coordinate the filing of individual program materials to meet ACCME requirements.  The program materials include advertisement, announcements, program schedule, budget, survey, actual meeting program and time lines.
      4. To establish and revise ACCME & ARS mission statements.
      5. To review program and participant responses using them to develop needs assessment.
      6. To prepare the ARS Case Study necessary for accreditation working with the ARS secretary and ARS coordinator.
      7. To discuss ACCME requirement and meeting essentials at ARS Board meetings with review of last meeting for quality and improvement in future meetings.
  2. Audit Committee
    1. Purpose: The audit committee shall assist the ARS Board of Directors in fulfilling its statutory and fiduciary responsibility to provide oversight of the company's financial accounting, reporting and controls. Its principle functions are to: monitor the periodic reviews of the accounting and financial reporting processes and systems of internal control, determine the need and oversee the hiring of independent external auditors, review and evaluate the independence and performance of such independent external auditors, and monitor the ARS’ compliance with legal and regulatory requirements.
    2. Membership: The membership of the Audit Committee shall follow the requirements of the ARS bylaws. Members of the committee shall remain independent of the American Rhinologic Society and not accept any consulting, advisory, or other compensatory fee or any employment from the American Rhinologic Society. Members can be appointed for successive terms. At least one member, preferably the Chair of the Committee, shall have accounting and/or financial expertise as defined by the Board or obtain appropriate training in these areas within a year of appointment. The Chair of the Audit Committee shall preside over Audit Committee meetings, and his/her designee shall serve in the Chair’s absence.
    3. Duties and Responsibilities
      1. Integrity of Financial Reporting: Review and approve the annual financial statements of the ARS and any audit reports produced evaluating such financial statements. Review annually with the Treasurer the quality of the ARS accounting principles and clarity and completeness of the financial statements. Review with the Treasurer and provide a report detailing financial, regulatory, and other compliance risks facing the ARS to be provided to the Board of Directors. Perform and determine the adequacy and completeness of any internal audits and decide on the need for an independent external audit. As a policy, the Audit Committee shall perform an independent external audit every 5 years, unless annual revenues exceed 1 million dollars, in which case the audit committee shall perform an independent external audit annually. Exceptions to this policy may be made by the Chair of the Audit Committee with approval from the Treasurer. Discuss with the treasurer, board of directors, and/or independent auditors any significant difficulties encountered during the course of an audit, any restrictions on the scope of work or access to required information, and any significant disagreements between management and any independent auditors in connection with preparing any financial statements. Review and determine the accuracy, adequacy and completeness of any filings to the Internal Revenue Service by or on behalf of the ARS. Review with the treasurer and/or the Board of Directors any significant financial risks or exposures to the ARS and assess the steps management has taken or will take to mitigate such risks or exposures.
      2. Overseeing the External Audit Process: Be directly responsible for the appointment, compensation, oversight, and retention of the ARS independent external auditor. Evaluate the qualifications and performance of the independent auditors. The independent auditors shall report directly to the Audit Committee. Assess the independence of any independent external auditors and discuss any relationships disclosed that may impact auditor objectivity and independence. The Audit Committee or its Chair shall have authority to hire external auditors with funds not in excess of $20,000 per year. If funds in excess of $20,000 per year are required, the chair will seek approval from the Treasurer or a majority from the Board of Directors.
      3. The independent auditor shall not provide the following services for the ARS:
        1. Bookkeeping
        2. Financial information systems design, implementation or operation
        3. Appraisal or valuation services
        4. Internal auditing outsourcing services
        5. Management functions or human resources
        6. Broker or dealer, investment advisor, or investment banking services
        7. Legal services or expert services unrelated to the audit
        8. Other services that would violate the U.S. General Accounting Office Independence Standard
      4. Establish procedures for the receipt and proper adjudication of complaints received by the ARS regarding accounting, internal accounting, or auditing matters.
      5. Review and assess the adequacy of informational security procedures administered by the Information Technology committee.
      6. Obtain reports concerning any financial fraud resulting in losses in excess of $10,000 or involving a member of the Board of Directors.
      7. Review and assess the adequacy of the Audit Committee policies and procedures and by-laws in regards to the Audit Committee and recommend any changes to the Board of Directors.
      8. Review and assess the adequacy of any policies and procedures of the ARS in respect to compliance with applicable federal, state, and/or local laws
    4. Resources and Authority: The Audit Committee is empowered to investigate any matter brought to its attention with full access to all books, records, facilities, and personnel of the ARS. The Committee may engage and retain independent counsel and other advisors as it determines necessary to carry out its duties with the approval of the President of the ARS and/or the Ethics Committee Chair.
    5. Meeting: The Audit Committee will meet at least annually. The Audit Committee shall maintain written and/or electronic mail copies of its internal workings, which will be filed with the Administrator of the American Rhinologic Society. Reports of all committee work shall be made to the Board of Directors. The Audit Committee may request any officer, employee, outside counsel or independent auditor to attend a meeting of the Audit Committee or to meet with any members of, or consultants to, the Audit Committee.
  3. Awards Committee
    1. The duties of the awards committee shall be to work in conjunction with the IT Committee, The Newsletter Committee and the Secretary to promote and maintain the Rhinology Research Award, The Maurice H. Cottle Honor Award, and the International Rhinology Research Award awards. This committee is responsible for defining the deadlines for and methods of manuscript submission. The Awards Committee shall review all papers submitted and considered for annual awards offered by the Society, as approved by the Board of Directors, and as listed below. The Awards Committee shall select the winner for each award, to be presented to the Board, prior to its announcement at the spring and fall meetings. The awards it will assign are the Rhinology Research Award, The Maurice H. Cottle Honor Award, and the International Rhinology Research Award. The results of these will be supplied immediately to the President, President-elect, Secretary, IT Committee Chair, and Newsletter editor. The Awards Committee will be responsible for providing monthly electronic mail reminders to authors of papers accepted for Society meeting programs to submit their papers for consideration of Society awards.
  4. By-Laws Committee
    1. The By-Laws Committee shall review and revise the By-Laws as directed by the Board of Directors. The By-Laws are the governing documents of the American Rhinologic Society. They set forth official policies on a variety of issues ranging from membership in the Society to the authority of the Board of Directors. From time to time, internal and external forces call for revisions to the Bylaws, at which time the Bylaws committee will recommend amendments. The By-Laws Committee is also responsible for developing and maintaining revisions and amendments to the Constitution, By-Laws and Policies and Procedures Manual of the Society.
  5. Education Committee
    1. The Education Committee shall make available and to disseminate scientific information by way of courses, seminars, lectures, exhibits, publications, literature, etc., and shall include all matters pertaining to the issuance of any publication of the Society.
      1. Educational Programs:  The Education Committee is responsible for the design of the educational programs at the Annual Meeting and Spring Meeting of the Society in conjunction with the Program Committee. All instruction courses are designed or implemented under this committee.
      2. The Education Committee Chairperson shall also serve as the representative for Continuing Medical Education to set up the guidelines for accreditation.
      3. Internet Technology:  The Education Committee is also responsible for development and administration of the Society Web-Site in conjunction with the Coordinator for Corporate Affairs. 
      4. The Education Committee Chairperson shall be a member of the Newsletter Committee.
  6. Information Technology Committee
    1. The duties of the Information Technology Committee include:
      1. Coordination of all Society activities on the Internet, including the Society's public web pages and member-only web pages.
      2. Oversight of vendor services for the Society's Internet activities.
      3. Policy development for the Society's Internet activities (subject to review by the Board of Directors).
      4. Coordination of the Society's administration activities through the Society's customized web applications (including member records, dues administration, abstract submission and review, and meeting registration)
      5. Maintenance of a Society "IT Manual" that summarizes the functions of the Society's customized web applications.
      6. Review and coordination of other issues related to information technology.
      7. Other functions assigned the Committee by the Board of Directors.
      8. The Chairperson of this committee will also serve as the Information Technology Officer. This officer shall report to the Board at its regular meetings and will manage the budget allocated for information technology activities. The information technology officer is responsible for the Society's day-to-day internet activities, whereas the committee, under the leadership of the chairperson, is responsible for the overall, long-term strategy for the Society's internet activities.
      9. The annual budget for the Information Technology Committee is $14,216.00.
      10. The Chairman of the Information Technology committee will ensure that all electronic messages sent by the ARS are reviewed and approved by two ARS officers, and that a log is kept with a copy of the original message.
  7. Membership Committee
    1. The Duties of the Membership Committee include:
      1. Actively recruit new members
      2. Review and approve applicants for Society membership in all categories
      3. All credentialing for new applicants, including Fellow members, will be performed by the Membership Committee in accordance with Section 2, paragraph 2 of the ARS Policy and Procedure manual. The Membership Committee shall review and certify Fellowship eligibility and submit the list of new applicants to the Board for consideration of election to the Society
      4. The Membership Committee Chairperson shall coordinate review of applications by Committee members and will notify the Secretary when applicants have been approved.
      5. Assist in maintaining existing membership
      6. Assess membership needs through instruments such as questionnaires or other methods suggested by the Board, and communicate the members needs to the Board.
      7. Seek new ways to add value to Membership.
      8. Mail “call for papers” for the fall and spring meetings to the Chairs of Otolaryngology department with Otolaryngology Training Programs approximately 3 months in advance of the abstract deadlines that are March 15th and November 1st of each year.  This mailing will include an announcement for Awards and Grants available through this Society.
      9. Conduct a semi-annual mailing to all residency program directors requesting assistance with resident recruitment to our society.
      10. The Membership Committee Chairperson shall be a member of the Newsletter Committee.
  8. Newsletter Committee
    1. The duties of the Newsletter committee are to coordinate and manage the Newsletter functions of the Society.  The Chairperson of the Education Committee and the Membership Committee will be members of the Newsletter Committee.
  9. Patient Advocacy Committee
    1. The responsibilities of the Patient Advocacy Committee are to design, coordinate and implement programs dedicated to the resolution of issues pertaining to rhinologic patient care and the membership of the ARS.  The Patient Advocacy Committee shall serve as a vehicle to help patients when insurance companies restrict reimbursement to such a degree that it threatens ARS members from being able to sustain proper care of their patients.
  10. Research and Grants Committee
    1. The duties of the Research Committee shall be the fostering and directing of research related to rhinologic problems. The Research committee coordinates the research efforts of the Society.  Awarding research grants, formulating clinical trials, and conducting ongoing research and outcome studies all fall under the domain of the research committee.  The Research Committee shall work with the Coordinator for Corporate Affairs in the granting of research funds for individual projects. All grant recipients must be members of the American Rhinologic Society.  The ARS requires grant recipients to present the results of their research at the ARS Annual Meeting. The chairperson of this committee or his/her delegate is required to attend the C.O.R.E. meetings
  11. Ethics Committee
    1. The Ethics Committee shall be responsible for providing the Society a means for deliberation and preparation of ethical issues. The duties and responsibilities of the Ethics Committee include:
      1. Prospectively review the Society’s documents and statements regarding guidance for conflict of interest when interacting with industry.
      2. Participate in the development, review and revision of the ethical aspects of the Society’s policies.
      3. Participate with members of the American Rhinologic Society to address ethical issues pertaining to patient care, interaction with industry, and professionalism.
      4. Report and make recommendations to the Executive Board of the Society pertaining to ethical matters that may arise regarding new medical or surgical therapies in the treatment of sinonasal disease.
      5. Promote the Society’s mission of advancing the scientific and ethical practice of Rhinology.
  12. Resident and Fellow’s Committee
    1. The charge of the Resident and Fellow’s Committee is to represent the interests of Otolaryngology-Head and Neck Surgery residents and Rhinology fellows in the American Rhinologic Society. The goals of the committee include: generating interest in rhinology amongst residents, increase resident membership, educate residents and fellows in rhinology, offer information on practice opportunities and fellowships, and provide a forum for social interactions amongst residents and fellows at the meetings. The committee will also serve as a bridge between the resident and fellow’s membership and the other ARS committees and the board. Committee membership will consist of a chairman and 9 members. The committee member terms will be 3 years and new members will be appointed as chief residents. Each member will serve a 3 year term starting at the fall meeting. Members will be selected based on interest in committee participation as well as interest in pursuing further education in rhinology.
Section 7.  Duties of Non-Standing Committees
  1. Executive Committee
    1. The Executive Committee shall be responsible for all non-policy day-to-day operations of the Society.  The Executive Committee is also responsible for organizing the Nominating Committee each year.  Candidates for the member-at-large and BOD can be recommended by any regular voting member of the Society to the Executive Committee.  The Executive Committee will present up to three names in each category for a closed vote by the Board of Directors.  The member-at large and the Director are voted upon at the Fall meeting by the Board of Directors.
  2. Committee on Committees
    1. The Committee on Committees shall be composed of the Second Vice-President, who serves as chairperson, the Immediate Past-President, and the First Vice-President.  The committee shall review the charges of committees, recommend committee chairs and committee members to the President and Board of Directors, solicit and review annual reports of committee activities, report activities of the committees to the Board of Directors, evaluate the product of the committees, assess the need for new or expanded committees and propose to the Board elimination of Bylaws mandated committees.
  3. Nominating Committee
    1. The duties and responsiilities of the nominating committee to carry out the nomination process for the Society as outlined above in Section 4.
  4. Program Committee
    1. The duties of the Program Committee shall be to make all the arrangements and provisions of the scientific Society meetings as outlined in Article VII of these By-Laws.
    2. The presentation of all programs of the American Rhinologic Society shall be planned and executed by the Program Committee. This committee shall have the power to arrange select, and provide the scientific programs of this society.
    3. The Program Committee is comprised of the President elect (as chair), Secretary, President, First Vice-President, the Chairperson of the Education Committee, the Chairperson of the ACGME Committee, and members of the ad hoc Abstract Committee.
    4. Members of the ad hoc abstract committee are recommended by the President-elect, to the President and BOD at either the annual or winter BOD meeting where they are to be voted upon.  COSM Abstract Committee members are appointed at the Annual BOD in the preceding year.  Annual Meeting Abstract committee is appointed at the winter BOD earlier the same year.  Abstract Committee members must be members of the Society.  It is the responsibility of the President elect to assure that his/her Abstract Committee members are voting members of the ARS in good standing.
    5. The program committee shall meet one year prior to the planned annual meetings in order plan adequately for the educational events and to plan for panel discussions and the like.
    6. The Program Committee may spend up to $3,500 for invitations for each of the scientific meetings (fall annual meeting and spring COSM meeting).
    7. Guidelines for Scientific Presentations: Papers that are presented at the national     meetings of the American Rhinologic Society, either at the fall annual meeting; or the spring meeting, are expected to be submitted for publication in the Society Journal.
    8. Satellite Symposia: The Program Committee is responsible for overseeing any symposia that may be sponsored by the ARS during the annual or spring meetings.  These programs should be included as functions of the Society with CME credits offered to the attendees.
    9. This abstract committee is responsible for contacting the authors of the leading 5-10 abstracts to notify them that their abstract was considered highly and that they should consider submitting their abstract in time for the deadlines to be eligible to win either the Rhinology Research Award or the Cottle Award.  These names and titles should be forwarded to the Awards Committee Chair.
    10. The Program Committee will submit all expenses for Society meetings and Scientific Sessions to the Secretary’s office.
    11. The Program Committee chair will review all abstracts for conflicts of interest and refer potential conflicts to the CME committee chair.
    12. The Program Committee will provide within the Meeting Program Book conflict of interest information (New Standards for Commercial Support) required by the ACCME, in coordination with the CME committee recommendations.
  5. Investment Committee
    1. The society should have an Investment Committee comprised of the Society Treasurer, Second Vice-President, and a member at large.  The Treasurer will Chair this committee and will be responsible for presenting a written report of investment decisions and activity, made on behalf of the Society, to the Board of Directors at the spring, fall and winter Board meetings.  The purpose or charge of this committee is to monitor and oversee the society investments and investment strategy, report significant developments to the Board and make recommendations for short and long-term investment strategies.  The Chairman of the Audit Committee will serve as a non-voting member of the Investment Committee and perform oversight and regulatory functions as governed by the approved rules of the Audit Committee.
  6. Development Committee
    1. The Corporate Affiliates Research Fund Committee establishes relationships between the Society and Corporate sponsors for Programs, Meetings and other Society interests including Research Funding and Web-site sponsorship.  Funds solicited and received through this committee shall be earmarked for educational and research programs sponsored by the Society.  This committee will have an Educational funds arm and residual monies from corporate sponsoring will be placed into this fund.
    2. Timelines for Deadlines for Corporate Affiliates Committee
  7. International Liason Committee
    1. The Duties of the International Committee include:
      1. The International Committee will represent the American Rhinologic Society’s international members and those interested in international affairs.
      2. The committee will act as an advocate for non-U.S. members to the ARS Board and staff.
      3. The committee will serve in an advisory position to the ARS Board of Directors and staff on the development of international programs, including any international meetings.
      4. The committee will develop programs to recruit international members and broaden the ARS involvement in foreign countries.
      5. The International Committee will provide oversight on the administration of any international “adhoc committees” that may be formed to address specific international member issues or needs.
  8. Pediatric Rhinology Committee
    1. The Duties of the Pediatric Rhinology Committee include:
      1. The Pediatric Rhinology Committee will represent the American Rhinologic Society’s members who treat pediatric patients with rhinologic and paranasal sinus diseases such as chronic sinusitis and allergy.
      2. The committee will serve in an advisory position to the ARS Board of Directors and staff on the development of research, educational programs, courses and meetings that serve to advance knowledge in Pediatric Rhinology.
      3. The committee will develop programs to promote collaboration with pediatric medical societies such as the American Society of Pediatric Otolaryngology (ASPO) and the American Academy of Pediatrics (AAP).
Section 8.  Special Committees 

The Board of Directors has the authority to appoint special committees that are not defined and mandated by the Bylaws. Special committees are formed by a vote of the Board, and can only be altered or abolished by the Board. Members of special committees are selected from voting Members and Fellows of the Society. They serve as expert resources to address policy and as liaisons to other societies and interests.

Section 9. Financial Information/Requests for Funding 

Requests for funding of projects will be made appropriately through the office of the Treasurer. 

Section 10. Attorneys and Consultants

The President makes all ongoing and routine contacts with Society Attorneys, as does the President- Elect, Secretary, or other members of the Society Executive Committee, with knowledge of the President.  Other consultants shall have prior approval of the Executive Committee and President before obtaining consulting or attorney services.

Section 11.  Continuing Medical Education
  1. Accreditation: The Accreditation Council for Continuing Medical Education (ACCME) accredits the American Rhinologic Society to designate educational activities as CME allowing it to award category 1 or 2 CME credit for educational activities.
  2. Policy on Joint Sponsorship: From time to time, the Society is requested to sponsor educational activities jointly with outside organizations, including some COSM societies.  The Society has a Joint Sponsorship policy which is available in the Secretarial office.
  3. Disclosure Policy: The American Rhinologic Society endorses the guidelines for accredited continuing medical education programs as set forth in ACCME standards for commercial support of Continuing Medical Education and adheres to these guidelines in the conduct of these educational activities.  All presenters and faculty members shall make a full disclosure of financial interests.  In addition, disclosure must be made on presentations on drugs or devices or uses of drugs or devices that the Food and Drug Administration has not approved.
  4. Financial Support of Educational Activities: The Society’s policies in regards to financial support of educational activities are in compliance with the American Medical Association’s Standards for Commercial Support of Continuing Education of the Accreditation Council for Continuing Medical Education.  The Society is responsible for the content, quality, and scientific integrity of all CME activities, and that all presentations give a balanced view of therapeutic options.
  5. Records of CME Activities: The Secretary of the Society maintains the records for members who attended CME activities sponsored by the Society.
  6. Conflict of Interest Issues: The CME committee will work with the program committee to evaluate and resolve potential conflict of interest issues related to Society educational meetings.  The committee will provide evaluations of program materials and assurances that they are free of bias.
Section 12.  ARS Educational Meetings
  1. Society Annual Meeting: The Annual meeting shall be held in the fall of the year at a time and place decided by the Board  of Directors;  typically just prior to the American Academy of Otolaryngology Head and Neck  Surgery Annual Meeting.  The Annual Business  Meeting shall be open to all Fellows and Members in good standing.
  2. COSM: The Society is a member of COSM and plans to meet on an annual basis at the Combined Spring Otolaryngology Meetings based on the discretion of the Board.  The deadline for general abstracts for this meeting is 15 November.
  3. Other Meetings: The Society may choose to host other educational meetings.  The Board of Directors shall decide the venue and timing of these meetings and give proper notification to Society members of the Society.
  4. Speaker Honoraria: Presenters at the Scientific Meetings of the Society who are Society members do not receive compensation, registration fees, travel expenses, or honorarium.  (This does not apply to the Annual CME Dinner Symposium).  Non-member, non-otolaryngologist presenters are provided complimentary registration.  Normally, no honorarium or travel expenses are paid.  Committee presenters and educational members may request modest exemptions for outside presenters when their proposals are submitted in advance to the Board.  Speaker honorarium and travel expenses are not given to the First Vice President for organizing, or moderating, or speaking at the Annual CME Dinner Symposium but may be given to other invited guests for this program regardless of their position in this Society.
  5. Exhibitors are allowed to attend the Society's educational meetings
  6. Dedicated space will be made at the Society's educational meetings to promote the educational meetings of other institutions.
Section 13.  Society Annual Meeting Program
  1. Scientific Program: The Scientific Program of the Annual Meeting is composed of scientific sessions, scientific poster  presentations, and exhibits as well as corporate-supported educational symposia.  The Program Committee meets to review the abstracts submitted for the meeting to select those for presentation. 
  2. Satellite Functions: The Society supports scientific educational symposia at satellite functions as deemed necessary or important by the Board. 
  3. Scientific Exhibits: All Scientific exhibits at the meeting of the Society shall be reviewed by the Program committee.

Section 14.  Society Annual Meeting Awards
  1. Maurice H. Cottle Award
    1. The award is given by the Society for the best clinical rhinologic research paper presented at the annual fall ARS scientific meeting.
    2. The Awards Committee reviews manuscripts presented at the fall meeting and selects the award winner(s).  
    3. The Board shall determine the amount of the Cottle Award.  Currently this award is set at $1000.  
  2. ARS Research Awards
    1. Basic science research awards are given at the Spring and Fall ARS scientific meetings, and a clinical research award is also given at the Spring meeting.
    2. The manuscripts submitted for presentation at the meetings will be reviewed by the Awards Committee to select winners in both the basic science research and the clinical research categories. 
    3. The Board shall determine the amount of the awards.  Currently the award is $1000.  
  3. ARS Presidential Award
    1. This award is presented for meritorious service to the ARS and/or the field of rhinology.
    2. The award need not be offered annually and considered by the Board of Directors and Society Awards Committee by a specific proposal.  A maximum of two awards can be awarded annually. 
    3. The President of the ARS shall present the Presidential Award at the annual fall meeting.  
  4. ARS Golden Head Mirror Award
    1. The society currently offers the Golden Head Mirror Award for meritorious teaching in rhinology
    2. The award is not offered annually and considered by the Board of Directors and Society Awards Committee by a specific proposal.  A maximum of two awards can be awarded annually.
    3. The Golden Head Mirror Award and the presidential award shall be made by the incoming ARS President.
  5. International Rhinology Research Award 
    1. This award is selected for the best clinical or basic science research paper presented at the annual Fall scientific meeting of the American Rhinologic Society. 
    2. It is open only to international (non-US) physicians.  
    3. This award is set at $1000.  
  6. Annual David W. Kennedy Lectureship
  7. Other Awards: The Research and Education Committees may recommend other awards to the Board.

Section 15.  Publications
  1. Newsletter: The Society shall inform its members on a regular basis in the form of a Society Newsletter.  The Newsletter shall be published at the discretion of the Board on a regular basis.
  2. Newsletter Editor: The Editor of the Newsletter is a non-voting member of the Board of Directors of the Society.  The Editor shall also work in conjunction with the Web-site coordinator for content of the newsletter and the web-site.
  3. Other Society Publications: Other publications of the Society shall be reviewed by the Editor of the Newsletter and submitted to the Board for approval prior to publication.
     
    Society Newsletter Fall Spring Summer
    Call for Items May November February
    Items Due June January March
    Publish Date July February April

Section 16. Corporate Development Program
  1. Purpose: The Corporate Affairs committee establishes relationships between the Society and corporate sponsors for Programs, Meetings and other Society interests including research funding and Web-site sponsorship.  Funds solicited and received through this committee shall be earmarked for educational and research programs sponsored by the Society.
  2. Outlay of grants: The research committee is responsible for the outlay of grants awarded by the corporate development program.  The research committee will work with C.O.R.E. to establish the recipients of the grants.

Section 17.  Internet Activities:  WebSite

Overview: 
The Information Technology Committee under the leadership of the Information Technology Officer shall coordinate the society's activities that are conducted or facilitated through the Internet.

Specific features: 
The Society's Internet activities include (1) its public web pages, (2) email services, (3) specific web applications including membership administration, Member Services (dues administration), e-Survey module, e-Abstract module, meeting registration and committee management, (4) other miscellaneous activities assigned by the Board of Directors

Information Technology Manual: 
The Information Technology Committee will collate and maintain the Society's Information Technology Manual, which will summarize its current web applications and specific policies for web activities

Section 18. Societal Written Communications

All Officers, Directors, Consultants and Committee Chair are required to use the ARS logo/letterhead in all written communications regarding Society business.  All electronic messages sent by the ARS must first be reviewed and approved by two ARS officers.  These messages must be entered into a log with a copy of the original message.
 

Revised 09/29/2016
©American Rhinologic Society