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Michael Kowalok <[email protected]>
Fwd: REPRISE North Central Chapter has question about National Meeting and
Summer School policies...
1 message
Michael E. Kowalok <[email protected]>
To: "Wes Culberson ([email protected])" <[email protected]>
Fri, Oct 17, 2014 at 2:33 PM
---------- Forwarded message ---------From: Karen MacFarland <[email protected]>
Date: Mon, Oct 13, 2014 at 1:10 PM
Subject: Re: North Central Chapter has question about National Meeting and Summer School policies...
To: "Michael E. Kowalok" <[email protected]>
Cc: Lisa Schober <[email protected]>, "Wes Culberson ([email protected])" <[email protected]>
Hi Mike,
Regarding Summer School, I've attached the SS expense reimbursement guidelines.
Regarding the Annual Meeting, Below is AAPM Policy AP 23-M
http://www.aapm.org/org/policies/details.asp?id=348&type=AP
Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting.
You may wish to refer to #14 - #16, which I've highlighted. Note that the program organizers are given a budget for
invited speakers.
Policy source
September 9, 2014 EXCOM Meeting Minutes
Policy text
1. President and Companion – A two bedroom suite is provided by the hotel outside of the normal
complimentary room quota. Transportation, meals, and bar set-up paid. Registration complimentary, including
social events.
2. President-Elect – A one-bedroom suite is provided by the hotel outside of the normal complimentary room
quota. Transportation and meals paid for President-elect. Registration complimentary for President-Elect and
companion, including social events.
3. Chairman of the Board – Hotel room, transportation and meals paid. Registration complimentary.
4. Secretary – Hotel room, transportation, and meals paid. Registration complimentary.
5. Treasurer – Hotel room, transportation, and meals paid. Registration complimentary.
6. Family of Memorialized Party (spouse and immediate family) – Hotel room(s), transportation, and meals
paid. Registration complimentary, including social events.
7. Coolidge Awardee and Companion – Hotel room, transportation, and meals paid. Registration
complimentary, including social events.
8. Marvin M.D. Williams Awardee and Companion - Hotel room, transportation, and meals paid. Registration
complimentary, including social events.
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9. Edith H. Quimby Awardee and Companion - Hotel room, transportation, and meals paid. Registration
complimentary, including social events.
10. John S. Laughlin Awardee and Companion - Hotel room, transportation, and meals paid. Registration
complimentary, including social events.
11. Honorary Member Awardee and Companion – Hotel room, transportation, and meals paid. Registration
complimentary, including social events.
12. Council Chairs and Designates (one-year) - Transportation and reimbursement for two nights hotel and two
days meals.
13. Meeting support is provided to the following volunteers because their participation is critical to the
successful execution of the Annual Meeting:
Meeting Coordination Committee Chair –Registration fees complimentary.
Scientific Program Subcommittee Chair – Hotel room paid and registration fees complimentary.
Educational Program Subcommittee Chair – Hotel room paid and registration fees complimentary.
Professional Program Subcommittee Chair - Hotel room paid and registration fees complimentary.
Scientific Program Directors (2) – Hotel room paid and registration fees complimentary.
Scientific Program Co-Directors (2) – Registration fees complimentary.
Education Program Directors (2) – Hotel room paid and registration fees complimentary.
Education Program Co-Directors (2) – Registration fees complimentary.
Practical Program Director (1) - Hotel room paid and registration fees complimentary.
Professional Program Director (1)– Hotel room paid and registration fees complimentary.
Technical Exhibits Chair - Up to 3 nights and meals paid for early arrival: technical exhibits oversight.
Registration fees complimentary.
14. Invited Speakers (AAPM Members) - AAPM Members provided a complimentary registration for the day of
their presentation only. May purchase social tickets.
15. Invited Speakers (AAPM Members with extenuating circumstances) – At the request of the program
organizers and with the approval of the MCC Chair, hotel room, transportation, and meals may be paid for up
to 4 AAPM Member Invited Speakers who would not normally attend the Annual Meeting and whose
participation is critical to the program. Registration complimentary, including social events.
16. Invited Speakers (non-AAPM members) - Registration complimentary. Hotel room, transportation, and/or
honoraria may be paid as determined by the appropriate program director.
17. Executive Director – A one-bedroom suite is provided by the hotel outside of the normal complimentary room
quota. Transportation, social program (with events), and meals paid.
18. Headquarters Staff – Hotel room, transportation, social program (with events), and meals paid.
On Mon, Oct 13, 2014 at 1:32 PM, Michael E. Kowalok <[email protected]> wrote:
Hi Karen Thank you for replying to my question about registration and travel reimbursement practices, and for copying Laurie
Allen about the Young Investigator competition.
I have a follow-up question.
My chapter is considering how to clarify our registration and travel reimbursement policies. Before we draft
something from scratch, I am wondering whether the AAPM already has a written policy/procedure that my chapter
could cut/paste into our ByLaws.
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If there is something written, can you please point me to it on the AAPM web page or something? Or could you
please copy it and sent it my way? In general, I would like to have our chapter procedures hew as closely as
possible to what happens at the AAPM..
Thank you very much in advance!
Mike K
On Thu, Oct 9, 2014 at 2:23 PM, Karen MacFarland <[email protected]> wrote:
> Hi Mike,
>
> I am happy to answer question (2). I am copying Laurie Allen to help answer
> question (1).
>
> Please don't hesitate to give me a call if you need clarification!
> Thanks,
>
> Karen MacFarland, CMP
> Meetings & Programs Manager
> American Association of Physicists in Medicine
> One Physics Ellipse, College Park, MD 20740-3846
> phone: (301) 209-3382 | fax: (301) 209-0862
> [email protected] | www.aapm.org
>
> On Thu, Oct 9, 2014 at 3:11 PM, Michael E. Kowalok <[email protected]>
> wrote:
>>
>> Hello Karen >>
>> My name is Mike Kowalok. I am the current president of the North Central
>> Chapter. (Greetings to you from Milwaukee, Wisconsin).
>>
>> May I trouble you for a moment? I have a question about how a couple
>> things work with the AAPM national meeting and with the summer school.
>>
>> If I should be writing Lisa with these questions instead of yourself,
>> please correct me...
>>
>> (2) Regarding the summer school ->>
>> Do the invited speakers at a summer school have to pay meeting
>> registration?
>> NO
>>
>> Are they reimbursed for travel expenses?
>> Reimbursed for airfare; AAPM pays for campus housing and campus meals (no
>> off-campus housing is reimbursed.)
>>
>> Do the answers to these questions depend on whether the speaker is a AAPM
>> member or not?
>>
>> No. Members and non-Members are treated the same.
>>
>> What about meeting organizers?
>> Meeting organizers are also speakers. So they have the same travel
>> expenses covered.
>>
>> The reason I ask is because my chapter is wondering whether or not to
>> reimburse travel for invited speakers at chapter meetings. Right now, we
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>> reimburse travel for non-chapter-members only.
>> The AAPM Annual Meeting manages speaker travel that way. The idea is that
>> AAPM members are expected to attend the Annual Meeting anyway, but
>> non-members would not consider attending unless travel is covered.
>>
>> Thank you in advance for your time!
>>
>> If it is more convenient to talk by telephone than to explain by email,
>> please feel free to call!
>>
>> Thank you again,
>> Mike K
>>
>> ************************************************
>> Michael E. Kowalok, PhD DABR
>> Medical Physicist
>> Waukesha Memorial Hospital / ProHealth Care
>> Department of Radiation Oncology
>> Waukesha, WI 53188
>> 608-233-6153 (cell)
>> 262-928-2256 (office) (try this first)
>> Email (main): [email protected]
>> ************************************************
2015 SS Expense Reimbursement.pdf
9K
10/22/2014 5:50 PM
2015 AAPM Summer School
June 14 - 18, 2015
Colorado College, Colorado Springs, CO
I. General Information
Location:
Colorado College, Colorado Springs, CO
Dress:
Casual
II. Expense Reimbursement
A. You will be reimbursed for your travel expenses, according to the Summer School
Policy on Speaker Travel on the next page. Reimbursement covers coach airfare,
ground transportation (but not rental cars) and parking at your home airport.
B. Single rooms will be provided for the Summer School invited speakers, as well as a
complete meal plan, on campus. There is no reimbursement for meals or housing off
campus.
C. You will receive a $100 honorarium for each chapter submitted by the requested
deadline. The $100 honorarium will be processed at the time you submit for
reimbursement of expenses, following participation in the school.
D. You will be directed to register online in early March 2015. Your registration is
complimentary. Should you wish to bring a companion to the meeting, you will be
responsible for the additional housing and meal plan cost.
III. Speaker Responsibilities
A. Timely submission of chapter(s).
B. Presentation of the lectures assigned, prepared using PowerPoint.
C. Your .ppt presentation will be posted in .pdf format on the 2015 Summer School
meeting page. The ‘secret’ url will be shared with Summer School registrants only.
D. Availability during the evening discussion periods. Many past participants have felt
that the evening discussions, where they can question the presenters of the day and
also talk with the other faculty, is as rewarding as the presentations. You are expected
to stay for the duration of the School and attend the evening sessions. Besides, there is
free beer.
E. All presentations will be recorded for continuing education. Speakers will be
expected to review the presentation after the digital recording company has put the
program together.
Policy on Speaker Travel
TRANSPORTATION
Transportation between home and the Colorado College will be paid for invited
speakers ONLY.
We ask that you make your own travel arrangements, and submit for reimbursement
using the attached travel expense form.
Restrictions:
·
Travel fares paid will be the lowest advance purchased coach airfare.
·
No first class fares or change fees will be reimbursed.
·
Reimbursement for mileage using personal vehicles is limited to the equivalent of
coach airfare.
·
NO RENTAL CAR use will be paid by AAPM.
ROOM AND BOARD
Single rooms in apartments will be provided for speakers on campus. Up to 4 single
rooms share a kitchen, living room and bathroom. Please plan to arrive on Saturday,
June 13, and depart Thursday, June 18 after noon. Meals will be covered Saturday
evening dinner through Thursday lunch. There will be an additional cost for companion
meals and housing.
SOCIAL EVENTS
One ticket will be provided to each speaker for the Icebreaker Reception and the Night
Out.