AFOMP Annual Council Meeting, 2004 Kuala Lumpur, Malaysia



|[pic] | |

| | |

| |Asia-Oceania Federation of Organization |

| |for Medical Physics |

| | |

2009 AFOMP Annual Council Meeting

Minutes of Meeting

Date : October 24th (Saturday), 2009

Time : 11:00 – 14:00

Venue : Board Room 1, The Empress Convention Center

AFOMP Annual Council Meeting, 2009, Chiang Mai, Thailand

Minutes of Meeting

Venue : Board Room 1, The Empress Convention Center

Time : 11:00-14:00, October 24, 2009

Present :

Kiyonari Inamura, President (Voting Delegate of JSMP, Japan)

Kwan-Hoong Ng, Vice President (Voting Delegate of Malaysia)

Tae-Suk Suh, Secretary General (Voting Delegate of KSMP, Korea)

Anchali Krisanachinda, Treasurer (Voting Delegate of Thailand)

Kin-Yin Cheung, ETC Chair (Voting Delegate of KSMP, Hong-Kong)

Yimin Hu, Voting Delegate of China

YaoXiong Huang, Voting Delegate of China

James Lee, Voting Delegate of Singapore

Chen-Shou Chui, Voting Delegate of Taiwan

Akifumi Fukimura, Voting Delegate of Japan

Shigekazu Fukuda, Voting Delegate of Japan

Yoshihiki Onizuka, Voting Delegate of Japan

Roger Fultor, Voting Delegate of Australia

Agnette Peralta, Voting Delegate of Philippine

Djarwani S. Soejoko, Voting Delegate of Indonesia

Siddique E Rabbani, Bangladeshi

Voon Oi Linae Emily, Brunei

1. Agenda: The meeting agenda is given in Appendix 1, and approved.

2. Award ceremony to Dr. Barry Allen and Dr. Kiyonari Inamura were performed for their contribution to AFOMP.

3. President’s Report: Kiyonari Inamura (Japan) presented the President’s report. Agreed by A. P. Peralta (Philippines) and seconded by A. Krisanachinda (Thailand). (Appendix 2)

4. Treasurer’s Report: A Krisanachinda (Thailand) presented the Treasurer’s report and the report was endorsed by Council Members. Agreed by A. P. Peralta (Philippines) and seconded by T.S. Suh (Korea). (Appendix 3)

5. Secretary General’s Report: T.S. Suh (Korea) presented the Secretary General’s report. Agreed by A. Krisanachinda (Thailand) and seconded by Hu Yimin (China). (Appendix 4)

6. Education and Training Committee Report: K Y Cheung (Hong Kong) presented ETC report. Agreed by A. P. Peralta (Philippines) and seconded by Hu Yimin (China). (Appendix 5)

7. Professional Development Committee Report: K H Ng (Malaysia) presented PDC report. Agreed by Hu Yimin (China) and seconded by T.S Suh (Korea). (Appendix 6)

8. Science Committee Report: SC Report was not presented due to his absence in council meeting.

9. Commercial Fund Committee Report: Barry Allen (Australia) did not present the CFC Report. However, he presented the CFC report at AFOMP Excom meeting.

10. K. Inamura (Japan) declared the shift of AFOMP Presidency from K. Inamura (Japan) to Kwan-Hoong Ng (Malaysia).

11. Election of AFOMP Executive officers. The nomination of candidate for AFOMP officers was announced at 23, September 2009. The positions were president, vice-president, secretary-general, and treasurer. (Appendix 4, Annex 6) New AFOMP Executive officers were elected by AFOMP Council Members: The final result is shown as follows.

|Position |Name | |

|President |Kwan-Hoong Ng (Malaysia) |Moved from Vice-President |

|Vice-President |Hu Yimin (China) |Elected |

|Secretary-General |Tae-Suk Suh (Korea) |Elected |

|Treasurer |Anchali Krisanachinda (Thailand) |Elected |

12. K. Inamura briefly reported discussion and decision form Munich AFOMP Council Meeting which was held in Munich, Germany on Sept. 10th, 2009 during WC2009 (Appendix 7)

13. K. Inamura prepared “MOU to host AOCMP 2010” and contracted with Chen Shou Chui, President of CSMP. (Appendix 8)

14. The EOI for AOCMP 2011 was announced at August 4, 2009. Finally four countries, Australia, Bangladesh, Japan, and Singapore, submitted their EOIs for AOCMP 2011. Their EOIs were presented by four candidates and discussed by AFOMP Excom in AFOMP Excom Meeting on Oct. 23, 2009. Voting was performed by AFOMP Excom except Barry Allen and K. Inamura (Candidating countries). Hukuhoka, Japan was finally determined as the host city of 11th AOCMP. Voting result is as follows.

|Country |Number of vote | |

|Australia |0 | |

|Bangladesh |0 | |

|Japan |3 |Hosting country for AOCMP 2011 |

|Singapore |2 | |

15. The policy statement No. 2 was approved by AFOMP Council Meeting. (Appendix 9)

16. The 9th AOCMP Travel Awards were provided to ten candidates during AFOMP Concil Meeting. (Appendix 4, Annex 5)

This meeting was adjourned at 2:00 pm

[Appendix 1]

Agenda

- Attendance

- Minutes of the 2008 Council Meeting

1. President's report

2. Treasurer's report

3. Secretary General's report

4. Report by Chair: Education & Training Committee

5. Report by Chair: Professional Development Committee

6. Report by Chair: Science Committee

7. Report by Chair: Commercial Fund Committee

8. Declaration of shift of AFOMP Presidency

9. Election, voting and announcement of new AFOMP officers

10. Continued discussion from Munich meeting and decision making on:

i. AFOMP dues collection in 2010 fiscal year, namely revenue planning in 2010 fiscal year

ii. New membership cultivation.

iii. Schedule of training courses.

iv. Constant scheme of travel support awards in our related conferences.  Delegations to IOMP Committees from AFOMP

v. Certification of qualified MP in Asia

vi. Proposal from NACMPA

vii. 10th AOCMP

viii. 11th AOCMP

ⅸ．Cooperation with IAEA for International Symposium

11. approval of Policy Statement No.2

12. AOB

[Appendix 2]

President Report for 9th AOCMP

Kiyonari Inamura, AFOMP President (2006 to 2009)

October 23rd, 2009

AFOMP have solved several pending problems since the last conference 8th AOCMP in HCM city. Some of them are still on the way to be completed, but the progresses are sure.

1. Scheme of constant financial revenue by means of collection of AFOMP dues is being established.

2. The business plan including activities such as cultivation of new AFOMP members and holdings of training courses in both urban area and provincial area was made to make most of this income.

3. Increase of number of AFOMP member countries has been explored. Present member is 17, but we are making effort to have another 5 countries join AFOMP. These are Brunei, Pakistan, Sri Lanka, Vietnam and Bangladesh.

AFOMP activity by Education and Training Committee (ETC) and Professional Development Committee (PDC) has been reinforced.

4. ETC has established collaboration with IAEA. An example is contribution to IAEA training workshops and implementation of IAEA pilot scheme on training of radiation oncology medical physicists. Thailand will complete Radiation Oncology Medical Physics (ROMP) Training in 2009 along IAEA RCA Project (RAS 6038 Strengthening Medical Physics by Education and Training). Professor Krisanachinda of Chulalongkorn University is proposing discussion about Certification for Qualified MP in Asia. We AFOMP shall make progress of this significant issue. The ETC is assigned with the responsibility to handle the AFOMP travel awards: An award was allocated to partially support of AFOMP medial physicist from developing country to attend WC2009 in Munich. Another funding is being supplied to some medical physicists to attend 9th AOCMP here in Chiang Mai.

5. PDC has created our own AFOMP Policy Statement 1 and Policy Statement 2. These have been developed by collecting opinions from many member countries of AFOMP and from the results of

survey carried out by PDC and ETC. These Policy Statements are influencing many member countries in terms of establishing scheme of education and professional development. AFOMP Policy Statement 1 is now being published by our official Journal Australasian Physical & Engineering Sciences in Medicine Volume 32 Number 4, 2009. Also Policy Statement 2 has already been approved by AFOMP Council member, and is going to be published by March 2010. This Policy Statement 2 titled as “Radiation Oncology Physics Staffing” involves quantitative expression of equivalent full time of physicist. Another achievement by PDC is that AFOMP has been officially accepted as an affiliate member of the Image Gently Alliance in 2009. The Alliance is a coalition of health care organizations dedicated to providing safe, high quality pediatric imaging nationwide as well as international scale.

On the other hand, still we have several problems to be solved.

6. Scheme of recruiting and awarding of travel assistance to our important meeting such as AFOMP Council Meeting has to be established. Awarding system of travel assistance for young investigators whose paper are accepted to our academic meetings such as WC2009 and AOCMP is already set up and is working as mentioned above. But when key persons of national society/association of medical physics in developing countries want to get travel assistance, we do not have criterion of selection and procedure of awarding them.

7. System of important decision making by Council Members should be improved. Voting method for selecting host country of future AOCMP is an example. Sometimes anonymous voting is necessary.

8. Corporate members from Japan have to be much more cultivated.

9. Compatibility of education /training (Phase 1 activity) with academic research (phase 2 activity) in medical physics in AFOMP region should be realized. Vertical climbing up to extreme top of advanced physics and technologies should be attained. Excellent papers should be submitted to top ranked international journals. However, horizontal spread/extension to clinical routine work by carrying out education, training and professional development is another important job of medical physicists.

10. Exchange between these two phases of activity must be frequent enough to stimulate translational research as well as technology transfer. Our activity of bodies such as Scientific Committee (SC), ETC and PDC must be much more strengthened. Consecutiveness and integration of two phases in AFOMP activities should be sought and be kept aiming higher. We have to make the most of ETC, PDC in Phase 1, and SC in Phase 2.

By the way, I am very proud of that two IOMP officers have been selected from AFOMP members by Last election, IOMP President Elect Dr. Kin Yin Cheung and IOMP Secretary General Dr. Madan M. Rehani. Two IOMP presidents shall have been servicing from AFOMP members in 9 years, Professor Barry J Allen and Dr. Kin Yin Cheung. It is symbolic phenomenon of AFOMP’s rising in Medical Physics in the world, isn’t it?

Our AFOMP Secretary General Professor Tae Suk Suh has contributed very much to create our beautiful home page, to revise it so frequently, and to publish many issues of newsletters. Please see recent one of Vol.3. No.1. I would like to express my thanks to him and Mr. Seungjong Oh.

I would like to congratulate 9th AOCMP and 7th SEAOMP with slogan “UPDATE IN MEDICAL PHYSICS”. And express my sincere gratitude to Local Organizing Committee Members who have made every effort to hold this successful meeting, especially to chairperson of the Committee, Prof. Anchali Krisanachinda PhD, of Chulalongkorn University. I appreciate Pre-congress training courses on October 22nd in whole day and in parallel with 5 split rooms. It is very dense and tight program in which candidates of and/or young medical physicists can learn updated medical physics as the slogan of this conference says.

Tenth AOCMP will be held in 2010 in Taipei. Several offers to hold 11th AOCMP have come in to our office. I am sure we AFOMP are contributing to activities of education, professional development and research in Asia-Oceania region, but we have to solve many problems rested. I hope many colleagues in this field and here in this region can cooperate each other to solve remained problems in future.

[Appendix 3]

9th AOCMP

22-24 October 2009, Chiang Mai Thailand

TREASURER’S ANNUAL REPORT 2009

|Item Description |(A) |(B) |

| |Expenditure |Income |

|Accounting activity |9,200 |2,000 |

|Balance |-7,200 |

|Fund brought forward from 2008 |US$ 15,430.50 |

|Balance carried forward to October 2009 |US$ 8,230.50 |

Account of Income and Expenditure for the Year 2009

Income

IOMP sponsor for Pre Congress Workshop of AOCMP 1500

Donation from Professors K Inamura(300),R.Lee(200) 500 2,000

Expenditure AFOMP

Travel awards to WC 2009 Mr.Heru Prasetio 1500

Travel Awards to 9th AOCMP 500X5 2500

Pre Congress Workshop 1500

Travel Awards to Brunei and Vietnam participants 1000

Young Medical Physicist Awards in presentation 1000

Plaques 100X2 200 7,700

Expenditure HTTTG

Post Congress 2008 publishing 1500 1,500

Total Expenditure 9,200

Anchali Krisanachinda

Treasurer

Oct 23, 2009

[Appendix 4]

Secretary General’s report

1. Report in 8th AOCMP at Hochimin City, Vietnam

The 8th AOCMP was held in the beautiful city of Hochimin City, Vietnam during 30-31 Oct. 2008. The meeting was held in conjunction with 6th South-East Asian Congress of Medical Physics (SECOMP) (Annex 1. The Congress Report in AFOMP Newsletter)

2. AFOMP Council Meeting in Munich

Meeting minutes will be separately reported by Dr. Inamura, President of AFOMP.

3. Report of Other Related Meeting

(1) ICMPRPR-2k9

International Conference on Medical Physics, Radiation Protection & Radiobiology (ICMPRPR-2K9) was held in SMS Medical College & Hospital, Jaipur, India in 11~13, February 2009. (Annex 2. Conference report)

(2) International Medical Physicists Symposium in ACMP

International medical Physicists Symposium was held under the theme of “Creating an International Medical Physics Credentialing Board” at ACMP in Virginia Beach, USA on May 5, 2009. Dr. Raymond Wu, President of ACMP was making a special effort to organize this international symposium and attract medical physicists from Asia-Oceania, as well as other parts of world, to the 2009 meeting. (Annex 3. Report of ACMP )

(3) 1st AORPM

The 1st Asia-Oceania Radiosurgery Physics Meeting (AORPM) was held in Seoul, Korea in 6, June 2009. (Annex 4. Program of meeting)

4. Announcement of AFOMP dues

The AFOMP dues was being voted from last year because of a lack of quorum. (only 7 nations voted till first deadline.) Three nations sent their ballots additionally voted till this January. Total 10 nations (Austrailia, Bangladdesh, Hongkong, Japan, Korea, Mongolia, Nepal, New Zealand, Singapore, Thailand) voted for AFOMP dues. The number of total votes was 26 from 17 nations. And the votes cast was 14 from 10 nations.

The vote for AFOMP dues is satisfying the quorum. (more than half). The AFOMP dues were passed with unanimity.

5. EOI for AOCMP 2011

The EOI for AOCMP 2011 was announced at August 4, 2009. Finally four countries, Australia, Bangladesh, Japan, and Singapore, submitted their EOIs for AOCMP 2011. Their EOIs will be discussed in AFOMP ExCom/Council meeting.(files in USB) A more detailed information will be presented by representative of each country

6. Announcement of Travel awards to Attend 9th AOCMP in Chiang Mai, Thailand

The awardees were evaluated and selected by the AFOMP 9th AOCMP Travel Selection Committee. The results were announced at 29, September 2009. (Annex5. List of awardees)

7. AFOMP membership (in President’s Report)

8. Announcement of Election of AFOMP Officers

The nomination of candidate for AFOMP officers was announced at 23, September 2009. The positions were president, vice-president, secretary-general, and treasurer. (Annex 6. Announcement and nominations form)

9. AFOMP homepage

(1) Webmaster

The AFOMP homepage is managed by Mr. Seungjong Oh and Mr. Jeong-Hoon Park. And the annual maintenance fee of 240USD per year is paid officially from AFOMP budget from last year. The fee will be paid during 1-22 December every year. (Annex 7. Receipt of maintenance fee 2009)

(2) Homepage Hacked

Prof. Allen was informed the AFOMP homepage was hacked at 8, October 2009. Someone added html code to download automatically Trojan horse program at visiting the homepage. The problem was fixed at 13, October 2009. This hacking was occurred due to the security weakness of board system (Zero board). The board system in AFOMP homepage is free and stops the update. If we use a charged board service, the webpage is securer.

Submitted to AFOMP EXCOM & Council Meetings, 2009

[Annex 1]

[pic]

[Annex 2]

[pic]

[Annex 3]

[pic]

[Annex 4]

[pic]

[Annex 5]

List of awardees

1. Truong Ka My Dang (Vietnam): $500

2. Mohammad Mahfujur Rahman (Bangladesh): $500

3. Sharizan Shaharuddin (Malaysia): $500

4. Victor Angelo C. Margallo (Philippines): $500

5. Daranee Piriyasang (Thailand): $100

6. Kitiwat Khamwan (Thailand): $100

7. Lakkana Apipanyasopon (Thailand): $100

8. Wannapha Nobnop (Thailand): $100

9. Sornjarod Oonsiri (Thailand): $100

10. Duy Linh Tran (Vietnam): $500 (supplementary award from special donated funds)

[Annex 6]

|[pic] | |

| | |

| |Asia-Oceania Federation of Organization |

| |for Medical Physics |

| | |

Announcement

ELECTION OF AFOMP OFFICERS: 2009-2012

INVINATION TO NOMINATE

AFOMP Council will elect the following Officers by means of a ballot (not via email) at Annual AFOMP Council Meeting to be held in Oct. 24th, 2009 at Chiang Mai, Thailand.

|Post |Eligible for Re-election |

|Vice-President |One time |

|Secretary-General |No limitation |

|Treasurer |No limitation |

According to our “election rule (Appendix I)”, which was approved by AFOMP delegates in 2003, nominations are invited from the official delegate or an individual of AFOMP member organization and seconded by an official delegate or an individual of another AFOMP member organization. Names and required information should be sent to the Secretary-General and President of AFOMP by October 10th 2009, using the “Nomination Form” attached, together with “biographical details (maximum 4 pages) including personal statement by the nominee which should include their plans for the post.

The AFOMP Executive Committee (AFOMP ExCom) shall assume the role of the nominating committee. The suitable nominations by individuals or national bodies are accepted. However, if too many nominations should be made, AFOMP ExCom act as a preliminary filter. The names and biographical details of selected nominees will be circulated to Delegates before the voting.

Any questions about the election procedure are to be sent to the Secretary-General or President as chair of the Nominating Committee.

|Dr. Suh Tae Suk |Kiyonari Inamura |

|Secretary-General, AFOMP |President, AFOMP |

|suhsanta@catholic.ac.kr |ina-kiyo@mue.biglobe.ne.jp |

|[pic] | |

| | |

| |Asia-Oceania Federation of Organization |

| |for Medical Physics |

| | |

NOMINARION FORM FOR ELECTION OF AFOMP OFFICERS

CLOSING DATE: 10 October 2009

Post:

| |Nominee |Proposer |Seconder |

|Name | | | |

|Title & | | | |

|Position | | | |

|Address | | | |

|E-mail | | | |

* Please, type post which you want to be among Vice President, Secretary-General, and Treasurer.

* Attachment: biological details (maximum 4 pages)

Nominee name: Date:

Send to

| |Kiyonari Inamura |

| |President, AFOMP |

| |ina-kiyo@mue.biglobe.ne.jp |

[Annex 7]

[pic]

[Appendix 5]

Report of Education and Training Committee for 9th AOCMP

KY Cheung, Chairman of ETC (2006-2009)

ECT Meeting at WC2009 in Munich, Germany- Members of ETC met at 11:00am on Monday 7 September 2009 in the International Congress Center, Munich. The meeting agreed that ETC should take a more proactive role on all education and training issue, including:

a) Mutual support and exchange of experience with member countries on planning and implementing formal residency or training programmes, e.g. the IAEA ROMP programme.

b) Support IAEA initiatives on strengthening medical physics in radiation medicine. These include defining the role and responsibilities of medical physicists; education, training, and professional certification of clinical medical physicists; staffing levels of medical physicists; and raising awareness of the profession.

c) Collaboration with AAPM on education & training AFOMP medical physicists

The meeting welcomed the proposal by NACMPA to AFOMP on closer link between AFOMP and NACMPA on education and training of AFOMP medical physicists. The meeting also agreed to invite a NACMP member to sit in the Committee.

Professional certification of AFOMP medical physicists was discussed at the ETC meeting during WC2009. The possibility of setting up an AFOMP certification body was raised. It was agreed that this be escalated to EXCOM to explore the possibility of establish an AFOMP board certification system. The issue was put forwarded by the Chairman to EXCOM at the AFOMP EXCOM meeting for consideration and follow up actions.

Collaboration with IAEA- The ETC Chair represented AFOMP and attended the first planning and coordination meeting held in May 2009 at IAEA Headquarters on a new IAEA inter-regional project on strengthening medical physics in radiation medicine. AFOMP ETC is contributing to the project on issues including defining the role and responsibilities of medical physicists; education, training, and professional certification of clinical medical physicists; staffing levels of medical physicists; and raising awareness of the profession. ETC also collaborated with the IAEA on medical physics training initiatives in AFOMP region, including contributing to IAEA training workshops and implementation of IAEA pilot scheme on training of radiation oncology medical physicists.

9th AOCMP- ETC has been collaborating with local organizers in Thailand in organizing a pre-conference training course and a symposium on education and training of medical physicists, and in seeking financial support from IOMP. A funding of US$1500 was granted by IOMP.

AFOMP Travel Awards- ETC is assigned with the responsibility to manage the following AFOMP travel awards:

(a) AFOMP WC2009 travel award- An award of $1500 was allocated to partially support one AFOMP medial physicist from developing country to attend WC2009 in Munich. EXCOM approved the award to Mr. Heru Prasetio of Indonesia, who was placed first in the AFOMP medical physicist waiting list for IOMP WC2009 travel award.

(b) AFOMP 9th AOCMP travel awards- A funding of $2500 has been allocated to support medical physicists from developing countries in AFOMP to attend 9th AOCMP. The ETC Travel Award Selection Committee selected the following for the awards:

(i) Truong Ka My Dang (Vietnam): $500

(ii) Mohammad Mahfujur Rahman (Bangladesh): $500

(iii) Sharizan Shaharuddin (Malaysia): $500

(iv) Victor Angelo C. Margallo (Philippines): $500

(v) Daranee Piriyasang (Thailand): $100

(vi) Kitiwat Khamwan (Thailand): $100

(v) Lakkana Apipanyasopon (Thailand): $100

(vi) Wannapha Nobnop (Thailand): $100

(vii) Sornjarod Oonsiri (Thailand): $100

(viii) Duy Linh Tran (Vietnam): $500 (supplementary award from special funds donated by Professor K. Inamura and Professor Rena Lee)

[Appendix 6]

Report of the AFOMP Professional Development Committee (2008 - 2009)

1. The main activity of the PDC was geared towards completing the Policy Number Two to be ready for comment and approval by the Council during the AOCMP in Chiang Mai. In order to achieve this goal, several email discussions and exchange of ideas took place during the year.

2. AFOMP Policy statement No. 1 “The role, responsibilities and status of the clinical medical physicist in AFOMP” had been accepted for publication in the Australasian Physical and Engineering Sciences in Medicine Vol 32, Number 4, 2009.

3. The PDC had completed the drafting of the “AFOMP Policy Statement No.2: Recommended Clinical Radiation Oncology Medical Physicist Staffing Levels in AFOMP Countries”. The task was headed by Howell Round and Tay Yak Koon. Kwan H Ng will forward the draft to AFOMP council during the Chiang Mai AOCMP Oct 2009 for their approval and subsequent circulation to member countries for comment. We target to submit the Policy statement No. 2 for publication in the Australasian Physical and Engineering Sciences in Medicine in the first quarter of 2010.

4. Several possible topics were considered for future Policy statements drafting. This will be taken up by the next committee.

The chairman would like to thank all the members for their cooperation and contribution towards the accomplishment of the PDC.

AFOMP PDC members 2008-09

Prof. Kwan-Hoong Ng MYS dwlng@.my (chairman)

Dr. Kin-yin Cheung HKG kycheung@.hk

Dr. Youngyih Han KOR youngyih@skku.edu

Prof. Yaoxiong Huang CHN tyxhuang@jnu.

Prof. Shigekazu FukudaJPN sfukuda@nirs.go.jp

Dr. Hee-Joung Kim KOR hjkim@yumc.yonsei.ac.kr

Assoc. Prof. Anchali Krisananchida THA kanchali@

Prof. Ho-Ling Anthony Liu TWA hlaliu@mail.cgu.edu.tw

Dr. Howell Round NZL h.round@waikato.ac.nz

Mr. Yak Koon Tay SGP Yak_Koon_Tay@.sg

KH Ng

Chairman

AFOMP Professional Development Committee

Oct 2009

[Appendix 7]

|[pic] | |

| | |

| |Asia-Oceania Federation of Organization |

| |for Medical Physics |

| | |

2009 AFOMP Council Meeting

in Munich, Germany

Minutes of Meeting (tentative)

Date : September 10th (Thursday), 2009

Time : 09:00-11:00

Venue : Room TB "Walchensee" - 2.151, Foyer OG

AFOMP ExCom Meeting, 2009, Munich, Germany

Minutes of Meeting

Venue : Room TB "Kochelsee" - 2.152, 2 OG

Time : 12:00 – 14:00, September 7, 2009

Present :

Barry Allen, Past-President

Kiyonari Inamura, President

Kwan-Hoong Ng, Vice-President

Tae Suk Suh, Secretary general

Anechali Krisanachinda, Treasurer

Kin Yin Cheung, Chairman of ETC

Shanglian Bao, Chairman of SC\

Yimin Hu, Absorber

AFOMP Council Meeting, 2009, Munich, Germany

Minutes of Meeting

Date : September 10th (Thursday), 2009

Time : 09:00-11:00

Venue : Room TB "Walchensee" - 2.151, Foyer OG

Present :

Kiyonari Inamura, Japan

Shigekazu Fukuda, Japan

Kwan Hoong Ng, Malaysia

Tae Suk Suh, Korea

Hee-Joung Kim, Korea

Chew Lip Teck, Singapore

Yimin Hu, P.R.China

Agnette Peralta, Philippines

Raju Srivastava, Nepal

Anil Pendse, India

Rajesh Kinhikar, India

Arurv ??, ??

Areesha ??, ??

Joanna ??, ?? IAEA

1. Agenda:

1. Reconfirmation of AFOMP dues collection in 2009 fiscal year, namely revenue planning in 2009 fiscal year

2. Planning of new membership cultivation.

3. Planning of training courses.

4. Future constant scheme of travel support awards in our related conferences

5. Strategy to send delegates to IOMP Committees from AFOMP.

6. Certification of qualified MP in Asia

7. Proposal from NACMPA

8. Future prospect of new AFOMP members and AFOMP dues collection, especially in 2010.

9. Election or raising candidates of new AFOMP officers.

10. 10th AOCMP

11. 11th AOCMP

12. AOB

2. Minutes of the 2008 Council Meeting: approved.

3. Reconfirmation of AFOMP dues collection in 2009 fiscal year, namely revenue planning in

2009 fiscal year: Reported and reconfirmed. Records of e-mail exchange are shown

below. (Annex 1)

[pic]

[pic]

- Sentence should be clearly described 50% out of 150% for AFOMP portions.

- The purpose of the money used should be clearly described by the TG in the future.

4. Planning of new membership cultivation.

We sent invitation letter to

(1) Mr. Nguyen Van Hoa, SG of VAMP

(2) Ms. Areesha Zaman, Pakistan

(3) Mr. N. Jeyakumaran and Mr. J. Jeyasugiththan, Sri Lanka

(4) Ms. Emily Voon, Bruni

- The evaluation will be based on case by case.

5. Planning of training courses.

3-1. Training courses at AOCMP: A whole day Pre-Congress training course and workshop on 22nd of October 2009 in Chiang Mai is organized by Professor Krisanachinda. Courses in next year 2010 in Taiwan will be held. Organizer of 10th AOCMP should prepare training course. MOU (Memory of Understanding) should be exchanged between AFOMP and CSMPT should include the event of training courses.

3-2. Training courses at Provincial Area: We have to recruit places and time. After candidates are fixed, ETC will decide according to a check list. Places of training, number of trainees, budget size and selection of lecturers, cost performance, and etc.

will be planned by ETC

3-3. Need to develop protocol of training, then try to get fund from company.

6. Travel support awards to our related conferences from developing countries: We shall decide it case by case. But new rule is expected to be schemed in future.

7. Strategy to send delegates to IOMP Committees from AFOMP as a regional chapter member of IOMP: We can send delegates from AFOMP independently from national member of IOMP.

8. Certification of qualified MP in Asia: At AFOMP ETC meeting held on this Monday, it was decided that this issue should be identified by AFOMP PDC.

9. Proposal from NACMPA: It was approved that AFOMP accept the proposal. But

budget for the activity is not been considered yet in this moment. Records of

e-mail exchange are shown below. (Annex 2)

[pic]

10. Future prospect of new AFOMP members and AFOMP dues collection, especially in 2010. This item is over at above items 3 and 4.

- Encourage to invite MEFOMP to be AFOMP members in the future.

11. Recruiting candidates of new AFOMP officers.　

(1) Announcement of recruiting candidates of AFOMP officer is two weeks later from 10th September, and the deadline of acceptance of candidates will be two weeks prior to the date of voting of candidates.

(2) A candidate should submit an application in writing according to the form issued by Secretary General of AFOMP. It involves curriculum vitae and aspiration as an AFOMP officer etc.

12. 10th AOCMP: It was reconfirmed that host organization is Chinese Society of Medical Physics, Taipei. Memorandum of Understanding should be drafted and exchanged with signature.

13. 11th AOCMP: Voting for selecting hosting country from EOI submitters to 11th AOCMP will be done at Chiang Mai. Voters are AFOMP Executive officers plus Committee Chairmen, namely 9 voters. But Immediate Past President and Chairman of Commercial Funds Committee are the same person, so that voters are 8. President should abstain from voting in case Japan is bidding for 11th AOCMP. In case Australia is bidding, Immediate Past president has to abstain also.

14. Telemedicine: Workshop of telemedicine will be held in Philippine in next March as an official event of AFOMP

15. AOB: Mrs. Izewska of IAEA is going to support AFOMP by joint conferences and etc.

We should keep contact with her (j.izewska@).

- Johona, IAEA representative, gave a presentation about the collaboration between AFOMP and IAEA during Council Meeting.

The meeting was adjourned at 11 AM.

[Annex 1]

[pic]

[pic]

[Annex 2]

[pic]

[Appendix 8]

|[pic]　　宙　時　魂 |Asia Oceania Federation of Organisations for Medical Physics |

| |President: Prof.Kiyonari Inamura Ph.D. Email: ina-kiyo@mue.biglobe.ne.jp |

| |Secretary General: Prof. Tae Suk Suh Ph. D Email: suhsanta@catholic.ac.kr |

October 2009

MEMORANDUM OF UNDERSTANDING TO HOST

ASIA-OCEANIA CONGRESS

ON MEDICAL PHYSICS

2010

A. In this contract:

(1) AFOMP means the Asia-Oceania Federation of Organizations for Medical Physics.

(2) COC means the designated Congress Organizing Committee of the hosting

organizations.

(3) CC means the AFOMP Congress Coordinator.

4) AOCMP means Asia-Oceania Congress on Medical Physics. The AOCMP is the annual scientific meeting of AFOMP.

(5) CSMPT is Chinese Society of Medical Physics, Taipei

TERMS OF AGREEMENT

HOST SOCIETY

1. AFOMP and CSMPT hereby agree that the 2010 AOCMP, called AOCMP10, shall be held in National Taiwan University Hospital (NTUH) International Convention Center, Taipei, on October 15-17 (Friday-Sunday), 2010,

2. The Congress shall be organized by the Chinese Society of Medical Physics, Taipei, and is called the host organization for the Congress.

LIAISE

The host society through their Congress Organizing Committee (COC) shall maintain close communication with the AFOMP Conference Coordinator (CC) throughout the course of the planning and organization of the above mentioned Congress.

1. The COC shall provide regular reports in English on the progress of the organization of the congress to the CC. These reports shall include early warnings about coinciding events such as conferences run by other organizations. Beginning with the deadline date for submission of abstracts, the CC should receive short progress reports and a continually updated and detailed budget report periodically at appropriate timing. The reports shall include the following:

a. Development of the program, tracks and special events (workshops, symposia, training etc.).

b. Recruiting of track chairs, plenary speakers, special event chairs.

c. Development of special AFOMP sessions and symposia.

The reports shall include updates on:

a. Number of current registrants.

b. A list of registered delegates with breakdown by country.

c. Registration fees collected.

d. Number of booths purchased and names of companies who either have made a commitment to purchase or have actually paid.

e. Updated budget to reflect the current monthly status.

RESPONSIBILITIES

1. The responsibility for the conduct of the Congress and associated conferences and for the financial management shall rest with the host society.

2. AFOMP shall not bear any legal or financial liability for the Congress.

3. AFOMP shall appoint liaison officers to work with the Congress Organizing Committee, and shall cover its own costs in connection with such consultation.

CONGRESS ORGANIZATION

l. The Congress Organizing Committee(COC)Shall establish Finance,

Science and Education & Training Committees.

2. AFOMP shall appoint the CC or delegate to sit on the COC and other

committees. These committees may operate by correspondence as

necessary.

3. In cooperation with the COC, the CC shall organize multiple-disciplinary

symposia, which shall be clearly identified as AFOMP activities. The topics for these symposia shall be agreed upon jointly by a CC and COC.

MAIL

1. The Secretary-General of AFOMP shall provide mailing lists of the

affiliate societies to the Congress Organizing Committee upon request

and subsequent updates of addresses.

2. It is the responsibility of the COC to distribute the Congress

Announcements and other promotional material to the national affiliates.

ACCOMMODATIONS

1. The Congress Organizing Committee shall provide free of charge:

a) Meeting room with audio visual (AV) equipment within the convention center for the General Assemblies of AFOMP and for presentation of proposals to host the next Congress (space for a minimum of 50 delegates) in plenary session.

b) Meeting room with audio visual (AV) equipment and adequate size for the Committee meetings of AFOMP.

c) Office space within the convention center and equipment for AFOMP. The computer shall have internet access.

(d) Exhibition booth for AFOMP

(e) Low cost student accommodation shall be provided.

POLICY

The Congress Organizing Committee shall endeavor to observe the tenets of the International Council of Science (ICSU) on the free movement of scientists and to facilitate the granting of visas to Bona Fide scientists who wish to participate.

LANGUAGE

English shall be the official language of the presentations and publications for

the Congress.

PUBLICATIONS

l. A digest of abstracts shall be published and shall be available when the

Congress opens.

2 .The Digest shall be named “Program and Abstracts of the 10th AOCMP",

and shall feature the AFOMP logo.

3. A delegate list with email addresses and affiliations should be available during the Congress,

4. The official journals of the AFOMP shall have the right to publish selected papers, consistent with the publication guidelines of the respective journals.

5. Publication of the Digest of Papers and the Proceedings is the responsibility of the Congress Organizing Committee.

6. The copyright of all papers presented at the congress shall be held by the

10th AOCMP

LOGO

All Publications and announcements of the Congress- whether electronic, paper

or on the web-shall be recognized as the Asia Oceania Congress on Medical

Physics , and shall display the AFOMP logo.

OPENING CEREMONY

The President of AFOMP shall be invited to address the opening ceremony. COC shall provide time during the Opening Ceremony for

the presentation of AFOMP awards if required.

EDUCATION/TRAINING COURSES and/or WORKSHOP

One day program of Education/Training courses and/or Workshops should be held for young medical physicists and/or students.

YOUNG INVESTIGATOR'S AWARDS

The young investigator awards, selected by COC, are expected to be presented during the closing ceremony of the congress.

FINANCES

l. Six months prior to the commencement of the Congress, the COC shall

provide a projected budget to the CC for consideration. The projected

budget shall include at least two estimates、one based on a minimum

number of congress participants and one based on the most likely scenario.

2. The budget can comprise two components, these being the internal budget

for Taipei and the external budget for international income and expenditure..

3. Variances from the initial estimated budget shall be forwarded to the CC

as soon as they occur for consideration.

4. A final estimated budget shall be forwarded to the CC no later than l month before commencement of the Congress.

5. The COC will forward 33% of the surplus acquired after the settlement of

all debts arising from the Conference to AFOMP; and 67% to CSMPT; funds

to be transferred within three months after the end of the Conference.

CONGESS INSURANCE

The COC shall inform the CC of arrangements insurance for conference

delegates.

SUBSIDY AND COMPLIMENTARY REGISTRATION

Registration subsidies for participants from developing countries and retirees are expected to take precedence. Programs to assist participants from developing countries shall be coordinated between AFOMP and the COC.

FINAL REPORT

l. The Congress Organizing Committee shall submit a final report to the CC within 12 months of completion of the Congress. This must include an audited financial report, which will be reviewed and accepted by the CC before any funds are distributed.

2. The COC shall provide AFOMP with 20 copies of the Abstracts of 10th AOCMP and a list of Congress exhibitors at the time of the Congress.

3. A list of Congress delegates and exhibitors with email addresses is to be provided to all delegates at the time of the Congress. The COC shall obtain permission to do so in its registration form.

The preceding clauses shall constitute an agreement between the AFOMP, the hosting Society and the COC.

____________________________ ______________________________

Chen-Shou Chui, Ph.D., FAAPM, DABR Prof. KIYONARI INAMURA, Ph.D.,

President of CSMPT President of AFOMP

For COC For AFOMP

Signed at: ________________________ this _____day of _________________2009

[Appendix 9]

The Asia-Oceania Federation of Organizations for Medical Physics (AFOMP)

Policy Statement No. 2

Radiation Oncology Physics Staffing

Recommended Clinical Radiation Oncology Medical Physicist Staffing Levels in AFOMP Countries

Introduction

The Asia-Oceania Federation of Organizations for Medical Physics (AFOMP) was founded during the World Congress on Medical Physics and Biomedical Engineering in Chicago in July 2000.

The current membership includes sixteen national organizations which together represent about 3000 medical physicists.

AFOMP was officially inaugurated and admitted by IOMP as one of its Regional Chapters in 2000. The formation of AFOMP aims to provide a solid platform for closer collaboration and mutual support amongst the medical physics organizations in the Asia and Oceania regions for the primary purpose of promoting the advancement of medical physics and related scientific activities and the development of the standard of practice and professional status of the medical physicists. To help achieving these goals and objectives, AFOMP has established three committees, namely Professional Development Committee (PDC), Education & Training Committee (ETC) and Scientific Committee (SC) to work on a number of important tasks. Among them are drafting of a set of policy statements which give recommendations and guidelines on issues such as the definitions on the roles and responsibility of medical physicists, their professional and quality standards, and the standard and structure of education and training of medical physicists. This policy statement, which is the second of a series of documents being prepared by the joint efforts of the Committees, outlines the official views of AFOMP on recommended clinical medical physicist staffing levels in radiation oncology departments. It aims to serve as a guideline or reference document for AFOMP organizations.

1. Defining Suitable Radiation Oncology Medical Physicist Staffing Levels

It is difficult to define how many qualified clinical medical physicists are required in radiation oncology departments in all countries represented by the AFOMP. This is because staff requirements are difficult to specify because work practices vary from country-to-country, within a country from hospital-to-hospital, and within a department, from procedure-to-procedure. In some places, due to the current shortage of qualified clinical radiation oncology physicists, tasks carried out by physicists elsewhere are carried out by radiation technologists, technicians, commercial providers, service engineers, radiation safety officers, administrators etc. The tasks should be carried out ideally under the supervision of a qualified physicist rather than by a physicist. The supply of qualified clinical radiation oncology physicists must be improved.

The level of service and technical expertise will vary from department-to-department depending on

• Funding availability

• Expertise availability

• Equipment availability

• The clinical procedures and types of treatment offered

• Training and teaching requirements

• Research opportunities

• Legal requirements and responsibilities

A broad figure of one physicist per 400 treatment patients suggested by the IAEA is sufficient to provide a very basic service for routine treatments, especially when highly technical and sophisticated equipment is used. This is inadequate for many modern situations. Recommendations have been made by medical physics organizations in other countries. Some of these are quite detailed and permit the qualified clinical radiation oncology physicist requirements to be estimated for any particular department according to the equipment levels, patient numbers, complexity of treatments offered, etc.

The duties of a radiation oncology physicist are quite diverse and require a high level of education, training and expertise for the physicist to operate safely and effectively. It is important that as well as sufficient staff being employed to provide an adequate and safe medical physics service, time is also provided for continuing professional development. To ensure that medical physicist staffing needs are met in the future, senior physicists must be provided with sufficient time to train and mentor trainee/junior/registrar/resident physicists. Time for continuing professional development, and teaching and training time must be factored into the physicists’ workload requirements of a radiation oncology department.

It must be stressed that every radiation oncology department must employ at least one qualified clinical radiation oncology medical physicist as specified in AFOMP Policy Number 1. The number of qualified medical physicists in a department must generally exceed the number of unqualified clinical radiation oncology medical physicist and radiological technologists being trained within the department.

2. Recommended Staffing Guideline

The following guidelines could be used to ascertain the number of physicists required by a department. Generally a range of equivalent full time (EFT) physicist numbers is given. The higher values would be adequate in situations where the tasks are mostly carried out by non-physics and trainee physicist staff under the supervision of a qualified physicist. The lower values are more pertinent to where the tasks are mostly carried out by a qualified physicist. The higher values should be used in a modern, properly staffed and well-equipped radiation oncology department. In case qualified radiological technologists are engaged in a department, FET should be counted flexibly as taking consideration of capability of them.

|EQUIPMENT RELATED |EFT physicist |

|Multiple-energy photon/electron linac |1.0 – 1.5 |

|Single energy linac |0.5 – 1.0 |

|Multileaf collimator, portal imaging, IGRT and other accessories |0.0 – 0.5 |

|Co60 unit |0.25 – 0.5 |

|Patient imaging systems |0.1 – 0.5 |

|2-D planning system |0.2 – 0.5 |

|3-D scanning system |0.5 – 1.0 |

|Afterloading brachytherapy system |0.1 – 0.4 |

|Dosimetry equipment QA per systerm |0.05 – 0.2 |

| | |

|PATIENT RELATED | |

|Planning per 1000 courses per annum |0.2 – 1.0 |

|Complex treatment plans per 100 cases (e.g. conformal, IMRT) |0.2 – 0.8 |

|Basic brachytherapy per 100 cases per annum |0.2 – 0.5 |

|Direct patient monitoring and related measurements per 100 cases per annum (e.g. TLD , |0.05 – 0.2 |

|diode, MOSFET) | |

|Special therapies per 100 cases per annum (e.g. stereotactic, intraoperative, TBI, HBI, |0.1 – 0.5 |

|TSET,LTI, hyperthermia, I-131, Sr-90, neutron generation) | |

| |

|MISCELLANEOUS | |

|Departmental Radiation Safety Officer |0.05 – 0.2 |

|Teaching/examination (for non-physics staff, students etc) |0.0 – 0.2 |

|Commissioning |Extra as required |

| | |

|PHYSICS STAFF RELATED | |

|Management/administration per staff supervised |0.05 – 0.1 |

|Staff development per staff (e.g. conferences, courses, workshops) |0.02 – 0.05 |

|Leave relief per staff |0.1 |

|Training and mentoring trainee/physicist registrar per trainee/registrar |0.1 |

|Research, development, clinical projects per staff involved |Extra as required |

Membership of Professional Development Committee

Kwan Hoong Ng, Chairman

Kin Yin Cheung

Yao Xiung Huang

Hee Joung Kim

Ho Ling Liu

Anchali Krisanachinda

Howell Round

Yak Koon Tay

Byong Yong Yi

Shigekazu Fukuda

Bibliography:

Setting up a Radiotherapy Programme: Clinical, Medical Physics, Radiation Protection and Safety Aspects. (ISBN 92-0-101807-X) International Atomic Energy Agency, 2008

Criteria for the Staffing Levels in a Medical Physics Department, Policy Statement. The European Federation of Organisations for Medical Physics, 1997

Guidelines for the Provision of a Physics Service to Radiotherapy, Institute of Physics and Engineering in Medicine

Requirements for Radiation Oncology Physics in Australia and New Zealand, Oliver, L., Fitchew, R. and Drew, J., Aust. Phys. Eng. Sci. Med., 20, 1, 1 – 18, 2001.

Date: August 31, 2009

-----------------------

宙

時

魂

宙

時

魂

宙

時

魂

宙

時

魂

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download