Board Policy

Board Policy

Board Policies

id:161

Introduction In the course of business, situations may arise in which a NAACCR, Inc. decision-maker has a conflict of interest, or in which the process of making a decision may create an appearance of a conflict of interest. What Constitutes a Conflict of Interest A conflict of interest arises when a member of the Board of Directors or employee involved in making a decision is in the position to benefit, directly or indirectly, from his/her dealings with NAACCR, Inc. or person conducting business with NAACCR, Inc. Examples of conflicts of interest include, but are not limited to, situations in which a member of the Board of Directors or employee of NAACCR, Inc.: Negotiates or approves a contract, purchase, or lease on behalf of NAACCR, Inc. and has a direct or indirect interest in, or receives personal benefit from, NAACCR, Inc. or individual providing the goods or services; Employs or approves the employment of, on behalf of NAACCR, Inc., a person who is an immediate family member of a member of the Board of Directors or employee; Sells products or services offered by NAACCR, Inc. in competition with NAACCR, Inc.; Uses NAACCR, Inc. facilities, other assets, employees, or other resources for personal gain; Receives a substantial gift from a vendor, if the member of the Board of Directors or employee is responsible for initiating or approving purchases from that vendor. Any decision that results in personal gain or benefit including personnel decisions. Direct interests are considered reportable as a possible conflict under this policy if the interest exceeds one-percent of the ownership or profits interests in a business or partnership. Indirect interests include those interests held by spouses, children, brothers, sisters, and spouses of children, brothers, and sisters. All Board of Directors and employees have an obligation to: 1. Avoid conflicts of interest, or the appearance of conflicts, between their personal interests and those of NAACCR, Inc. in dealing with outside entities or individuals, 2. Disclose real and apparent conflicts of interest to the Board of Directors, and 3. Refrain from participation, by fully recusing themselves, in any decision on matters that involve a real conflict of interest or the appearance of a conflict. Disclosure Requirements The first step in addressing conflicts of interest is disclosure. A director or employee who believes that he/she may be perceived as having a conflict of interest in a discussion or decision must disclose that conflict to the group making the decision. Most concerns about conflicts of interest may be resolved and appropriately addressed through prompt and complete disclosure. The second step is to have that individual recuse themselves from any discussion and decision by the group. Violations of This Policy, given the importance of resolving conflicts of interest, including failure to disclose conflicts of interest, may result in termination of a member of the Board of Directors, Executive Director, or member of senior management (at the direction of the Board of Directors) or employee (at the direction of the Executive Director).

Date Passed: 03/24/2020
Last Year Reviewed: 2020

id:160

NAACCR Membership dues shall be payable no later than December 31st each year. If a NAACCR member has not paid membership dues by the dates listed below, the following consequences will apply: A. January 31st-They will not be allowed to vote for NAACCR officers. They will not be allowed to vote at the annual business meeting. Their staff cannot run for election. Staff representation on committees MAY be discontinued. They will not be published in NAACCR lists such as the Membership Directory, on the website, and on letterhead. If the member is a central cancer registry their data will not be included in CiNA. Staff will not receive reduced rates to attend the annual conference. B. If no payment is made by June 1st then the Board will review membership status. The Board will vote on the proper action as to the status of membership, schedule of past dues, and future dues at the June Board meeting. If the Board votes to delete the membership and the member seeks to be reinstated as a NAACCR member they will be required to reapply for membership.

Date Passed: 1/17/2001
Last Year Reviewed: 2019

id:159

NAACCR will hold meetings in facilities that provide a tobacco free environment in sleeping rooms and conference facilities. Further, the headquarters hotel will be selected based on this preference of tobacco free environment for sleeping rooms, common areas, bars, and restaurants. Preference will be given to tobacco-free cities. NAACCR will not provide designated smoking areas.

Date Passed: 8/17/2005
Last Year Reviewed: 2019

id:158

Whereas: The burden of cancer on US and Canadian populations is enormous. Nearly everyone in the United States and Canada are affected by the diagnosis, treatment, or care of a family member with cancer; Population-based cancer surveillance and research are basic and fundamental activities in cancer control, reducing the disparities among populations in early detection, access to care, and receipt of state-of-the-art treatment. Cancer research is a requisite to the discovery of new prevention and treatment strategies, the very activities that will enable success in the war on cancer; In all states and provinces, newly diagnosed cases of cancer are reportable by law. Cancer patients may not opt out of the registration process Therefore, it is resolved by NAACCR that: The integrity of population-based central cancer registries must be maintained as a key resource to protect the public’s health and a key component of the public health surveillance system; The public health surveillance system must be exempted from restrictions on collection and retention of personal identifying information in medical privacy legislation; Personal identifiers for all cancer reports must be collected and retained in accordance with laws and regulations in cancer registries regardless of individual consent; and Data from cancer registries that would allow for the identification of individuals must be protected from disclosure in any legal proceedings or release of data.

Date Passed: 11/17/1999
Last Year Reviewed: 2019

id:157

Registry certification certificates will be prepared and distributed immediately at the conclusion of the annual review process. All recipients will be recognized at the Annual Conference.

Date Passed: 5/21/2003
Last Year Reviewed: 2019

id:156

All suggested revisions will be released in the standards volume and the data exchange layout in a timeframe prescribed by NAACCR. Revisions will occur no more frequently than once a year.

Date Passed: 10/15/1997
Last Year Reviewed: 2019

id:155

The deadline for payment of membership dues will be December 31st of each year. Dues must be current for voting privilege at the Annual Conference. Registries that are not current will not be included in the annual CiNA products. Member privileges will be revoked for nonpayment on January 31st of each year.

Date Passed: 10/25/1995
Last Year Reviewed: 2019

id:154

A biannual report of the status of all full financials and legal filings for NAACCR will be prepared by the COO and presented to the Board of Directors at their regularly scheduled meeting.

Date Passed: 10/20/2004
Last Year Reviewed: 2019

id:153

All workshops will be planned and budgeted to break even at low enrollment. Workshops will not be cancelled due to low enrollment. The hardships and costs on NAACCR members and workshop presenters caused by canceling an announced workshop due to low enrollment are substantial. All instructors shall be offered an honorarium. All participants shall expect continental breakfast and light refreshments during breaks. Workshops shall be offered at a frequency that maximizes attendance. Procedures: A. Planning/Logistics The NAACCR Program Manager for Education and Training (PMET) will coordinate the planning for all workshops, in conjunction with the Professional Development Steering Committee and the Program Committee All proposed training opportunities must be submitted using the Proposed Workshop Submission Forms; to the PMET for approval by the Professional Development Steering Committee at least 9 months in advance of the annual conference. The agenda and speaker list must be reviewed and approved by the Professional Development Steering Committee 180 days prior to the Annual Conference. Scheduling of workshops at the Annual Conference is at the discretion of the Program Committee. The Professional Development Steering Committee is responsible for deciding the topic of the Advanced Course(s). A workgroup, assigned by the Professional Development Steering Committee, will develop the course agenda(s). SEER is responsible for the content, speakers, and printed or electronic materials for the SEER*Stat and SEER*Prep workshops; NAACCR is responsible for registration and arranging equipment, electrical connections, and food. B. Financial: The PMET will work with the lead instructor, Program Committee, and NAACCR Chief Operating Officer to develop a course budget and fee structure based on expected attendance such that the course will break even at the minimum expected enrollment. The budget will include provisions for travel, honoraria, food, A-V, and room rentals. This budget must be included as part of the submissions materials for the proposed workshop since expected attendance, faculty fees, and other course materials affect the feasibility of offering courses at or below the maximum guideline for workshop registration fees. Based on the enrollment history for ongoing courses and the timeliness of topics for Advanced Courses, the PMET, or designated NAACCR staff, will develop attendance estimates for each course. If the expected attendance is too low to allow offering a course at a reasonable fee, the PMET or the Professional Development Steering Committee chair will provide the Board with a recommendation that the course not be offered that year. The Board will make a final determination prior to announcement of the course. Each speaker will designate on the speaker agreement form whether an honorarium will be accepted, with the amount offered following current NAACCR guidelines. The honorarium shall be assured from the workshop revenues, or when revenues unexpectedly fall short, other revenue will be used.

Date Passed: 11/14/2005
Last Year Reviewed: 2019

id:152

Abstracts for the annual NAACCR Conference will not be accepted beyond the due date specified in the call for abstracts instructions. Exceptions may be made for e-mail delivery failure or natural disasters. The decision as to whether a late abstract will be considered for review in such a case will be made jointly by the chair of the Abstract Review Subcommittee, the Executive Director, and if necessary the NAACCR President.

Date Passed: 3/15/2006
Last Year Reviewed: 2019

id:151

The NAACCR President and Executive Director will attend the IACR Annual Conference as an official representative of NAACCR. Expenses will be covered by NAACCR.

Date Passed: 3/15/2000
Last Year Reviewed: 2019

id:150

NAACCR will only consider joint annual conferences with partners where agendas and memberships are sufficiently overlapping to warrant joint annual conferences.

Date Passed: 1/23/1993
Last Year Reviewed: 2019

id:149

The purpose of the NAACCR ListServ, NAACCR’s workspace collaboration platform, and other media resources is to inform NAACCR members of important notices or developments in cancer registration and cancer surveillance. It is intended to be used as an educational or informative tool. Therefore, no advertising or solicitation of a personal nature will be permitted. This includes all non-registry related businesses and any fund-raising for charities or events, etc.

Date Passed: 10/15/2008
Last Year Reviewed: 2019

id:148

The logo may be used for all officially sanctioned activities of the organization, including requests from NAACCR members and affiliated organizations to use the logo to show affiliation with the organization or to show a link with NAACCR activities. Print, electronic, and video copies are available through the Executive Office. If there is uncertainty, refer query to the Executive Director.

Date Passed: 4/23/1998
Last Year Reviewed: 2019

id:147

For all official correspondence, such as responses to grants to the organization, the official applicant and address of the NAACCR headquarters must be used; 2050 W. Iles Ave, Suite A, Springfield, IL 62704-4194.

Date Passed: 9/23/1997
Last Year Reviewed: 2019

id:146

The Chair of the Nominating Committee will prepare an announcement describing the responsibilities of being a Board member and the importance of the content in the candidate profile along with information summary that is provided to voting delegates. The Information Summary means candidate profile and experience summary. The announcement must be published annually in the NAACCR Narrative Newsletter in the Fall of each year.

Date Passed: 10/20/2004
Last Year Reviewed: 2019

id:145

NAACCR will offer an honorarium to invited key note and plenary session speakers at the Annual Conference. The Association will offer an honorarium to speakers based on the availability of funds as well as the overall scientific merit and contribution of the speaker. The approval of the amount of the honorarium shall be handled by the Chief Operating Officer in consultation with the Executive Director. Honoraria in excess of $5,000 shall be approved by the Board of Directors.

Date Passed: 8/27/2008
Last Year Reviewed: 2019

id:144

NAACCR’s success in achieving its goals and objectives is accomplished through collaboration among volunteer members, professional staff and sponsoring membership organizations. NAACCR prides itself in conducting successful, meaningful, and productive meetings to foster such collaboration. All NAACCR meetings are to be conducted in a civil manner to promote open discourse, free from intimidation, harassment, bullying, and other disrespectful behavior. Individuals who lead NAACCR-sponsored meetings are charged with ensuring that all meetings are conducted in a civil and respectful manner. In the event that one or more participants in a NAACCR-sponsored meeting do not adhere to these standards of behavior, meeting leaders are encouraged to immediately terminate the meeting and, as soon as is reasonably possible, and report the infraction to the NAACCR Executive Director and/or the NAACCR President. In a timely manner, the NAACCR Executive Director and the NAACCR President will review the infraction and take steps to prevent the recurrence of such behavior; such steps may include, but are not limited to: 1) Contacting the offender(s) to make them aware of their actions and to request that they adopt appropriate behavior in all future meetings; 2) issuing a verbal or written warning to the offender(s) that such behavior will not be tolerated; and 3) notifying the offender’s supervisor(s) of the inappropriate behavior. In the event the offensive behavior continues or is egregious, the NAACCR Board of Directors may vote to bar the offender(s) from participating in NAACCR activities.

Date Passed: 6/14/2015
Last Year Reviewed: 2019

id:143

The Calum S. Muir Memorial Award honors someone who has made outstanding long-term contributions in cancer registration and cancer surveillance and that the contributions are substantive. The Calum Muir Award is intended to recognize outstanding leaders in the field of cancer registration and cancer surveillance with a life-time achievement award. Preference is for the recipient to be an active member of NAACCR with a long-term commitment to the association. Nominations are sought annually from the NAACCR membership-at-large. The award may be bestowed once each year, usually at the Annual Conference, but the Board may opt not to bestow this award. The intent is that this is not a posthumous award. Other than for truly exceptional service, sitting Board members and NAACCR staff should be excluded from eligibility of this award.

Date Passed: 7/13/1995
Last Year Reviewed: 2019

id:142

The Constance L Percy Award for Distinguished Service is to recognize an individual who contributed exceptional volunteer service to NAACCR during the past 12 months, or sustained, current, and long-term contributions to the organization. Since this is the NAACCR distinguished service award, lifetime or long term service to the profession of cancer surveillance does not qualify as exceptional volunteer service to NAACCR (see policy on Calum Muir Award or Resolutions). Nominations are sought annually from the NAACCR membership-at-large. The award may be bestowed once each year usually at the Annual Conference. More than one award may be given in any year. No limit is placed on the number of times an individual may be recognized by the Constance L. Percy Award for Distinguished Service. Other than for truly exceptional service, sitting Board members and NAACCR staff should be excluded from eligibility of this award.

Date Passed: 3/17/2004
Last Year Reviewed: 2019

id:141

The Board reserves the privilege of recommending that nominees for the Constance Percy Award, Calum Muir Award, and Resolutions be reassigned to other award categories.

Date Passed: 6/22/2014
Last Year Reviewed: 2019

id:140

From time to time, NAACCR may have a need to recognize specific events (e.g. anniversary dates for partner agencies), acknowledge member accomplishments (e.g. retirements and exceptional volunteer service), or issue a statement to outline the organization’s position on a specific topic (e.g. value of cancer registries). Any NAACCR member may ask the Board to take such action.

Date Passed: 5/15/2013
Last Year Reviewed: 2019

id:139

There are times when NAACCR is asked to conduct extensive data analysis, prepare special datasets or fulfill data requests. Following what is common practice among member registries, NAACCR will charge for such services in order to recoup staff costs associated with such requests.

Date Passed: 6/22/2014
Last Year Reviewed: 2019

id:137

Directors and Officers liability insurance will be purchased and maintained. This insurance is payable to NAACCR for losses incurred to defend legal action brought to the Directors, Officers and affiliates for wrongful acts in their capacity as a Board.

Date Passed: 6/6/2005
Last Year Reviewed: 2019

id:136

The Executive Director shall have the authority to sign all consultant agreements, contracts, and sub-contracts from budgeted line items and approved activities that are paid from all-grants and contracts awarded to NAACCR and Fund 10 Unrestricted and Fund 15 Indirect budgets unless the agreement would bind the association beyond the scope of the grant or contract. With written permission of the Executive Director, the Chief Operating Officer may also sign such agreements on a case by case basis.

Date Passed: 9/20/2000
Last Year Reviewed: 2019

id:133

The NAACCR Personnel Policies and Procedures document will be available as a separate document with detailed language and maintained by the Executive Office.

Date Passed: 6/1/1999
Last Year Reviewed: 2019

id:131

All members that change or want to change their membership category must complete a new membership application and submit it for review.

Date Passed: 9/10/1998
Last Year Reviewed: 2019

id:130

Any requests for advocacy efforts and lobbying must be referred to the Board for approval before engaging in such activity. Requests for NAACCR information or materials that are publicly available do not require additional approval.

Date Passed: 6/25/1997
Last Year Reviewed: 2019

id:129

A $500 contribution will be sent annually to the IACR Calum Muir Memorial Fund as long as there are sufficient funds for this purpose.

Date Passed: 6/10/2002
Last Year Reviewed: 2019

id:128

The Board and Executive Director will have the authority to write and submit applications for external funding of any type. Such actions do not require a vote of the full membership.

Date Passed: 3/24/1993
Last Year Reviewed: 2019

id:127

For all NAACCR voting, each voting delegate cannot cast more than one vote for any candidate on the ballot and this rule must be clearly stated on all ballots.

Date Passed: 7/18/2001
Last Year Reviewed: 2019

id:126

The Nominating committee will attempt to secure at least one Canadian be placed on the Board election ballot when there is a risk that an upcoming Board of Directors would have no such representation.

Date Passed: 6/6/2005
Last Year Reviewed: 2019

id:124

Any NAACCR member may bring issues, concerns, or other topics to any board member for inclusion on the Board’s meeting agenda.

Date Passed: 10/20/2004
Last Year Reviewed: 2019

id:122

No promotional materials by commercial entities will be placed in the conference bags, unless they are approved by the COO.

Date Passed: 3/20/2002
Last Year Reviewed: 2019

id:121

The following will be included on all meeting registration materials: Registrants providing written notice of cancellation received by the NAACCR Executive Office on or before;( insert a date 30 days prior to the conference); will be refunded the registration fee minus a;( insert dollar amount); processing fee. All refunds will be processed after the annual conference. No refunds will be issued after; insert a date 30 days prior to the conference; Substitutions of registrants are allowed at any time. The following will not be printed on any registration materials, but will serve as a guideline in handling special family crisis situations: Refunds minus a; insert dollar amount; processing fee may be given to registrants who must cancel within the 30-day period prior to the annual conference due to a family emergency. Refund requests must be submitted in writing and addressed to the NAACCR Executive Office. A family emergency is defined as the hospitalization or death of the registrant or a family member of the registrant. In the case of hospitalization, a family member is defined as a spouse, domestic partner, child, grandchild, parent, grandparent or sibling (including step and in-laws) of the registrant. For refund purposes, the death of a family member will include a spouse, domestic partner, child, grandchild, parent, grandparent or sibling (including step and in-law). This policy will serve as a guideline for all NAACCR workshops, courses, and meetings.

Date Passed: 5/17/2000
Last Year Reviewed: 2019

id:120

A decision to cancel the NAACCR Annual Conference due to disaster or other emergency can only be made by a vote of the Board of Directors. The Board will consult with the Executive Director who will have both input and vote on the cancellation decision. Every effort will be made to convene a quorum. If a quorum cannot be achieved, the vote will be taken with all available Board members. No proxy votes will be accepted. All Board members will ensure that the NAACCR executive office has current business and personal contact information, including office contacts, cell phone, home phone number, home email address, or any other communication device that could be used to contact them in an emergency situation regardless of time of day.

Date Passed: 10/22/2003
Last Year Reviewed: 2019

id:117

If the voting delegate will not be able to attend the annual business meeting of NAACCR a proxy delegate can be designated to vote on behalf of the member organization. The proxy delegate must: – Be an employee or member of the NAACCR member organization; – Be physically present at the NAACCR business meeting; and – Submit the proxy to the NAACCR Executive Office within the established deadline.

Date Passed: 3/21/2012
Last Year Reviewed: 2019

id:116

Background: It is understood that the NAACCR Board of Directors has the final responsibility for NAACCR’s investments and management. The Board’s approach to the Association’s investment policy is to engage the professional services of an investment firm to manage NAACCR’s investment portfolio within the parameters of this policy outlined below. The Board of Directors understands that the services of an Investment Consultant have fees associated with various services. The Board of Directors will evaluate the relationship with the investment firm at a minimum of every five years.

Basic Premise: The NAACCR Board of Directors believes that a conservative, balanced approach to portfolio management is required to preserve capital, minimize volatility and maximize total return for the long term. Total return is defined to be the result of capital gains, realized and unrealized, plus income derived from interest and dividends. It is recognized that economic and security market conditions are not constant, but ever changing, and as a result, continuous portfolio adjustments will be required in order to maintain asset productivity.

Investment Objectives

  1. Preservation of Capital
  2. Growth
  3. Income

It is expected that the Investment Consultant will work with the NAACCR Executive Director and Chief Operating Officer to manage the portfolio to achieve these three objectives at all times. The Board of Directors does not desire a high risk, high-volatility approach, which produces large gains as well as large losses. Rather, the Association seeks a more consistent approach to the portfolio. Investment income may be utilized to further enhance the programs provided through NAACCR.

Guidelines: The Investment Consultant will make investment recommendations to the Board of Directors in accordance with the Statement of Investment Policy and Guidelines. These guidelines are subject to review at the Board’s discretion. The NAACCR Executive Director, Chief Operating Officer, and Investment Consultant should feel free to recommend appropriate changes to the Board of Directors for their further consideration. Based on the advice of the Investment Consultant, NAACCR’s target asset allocation for its investment accounts is: 60% Equity and 40% Fixed Income. Based upon market conditions, these allocations may be increased or decreased by 15%, so that the allowed equity range is 45-75% and the allowed Fixed Income range is 25-55%. The Board of Directors prefers mutual funds and exchange-traded funds (ETFs) and wishes to avoid such techniques as individual stock investments, short selling, options, etc. However, the Investment Consultant is encouraged to discuss any alternatives that are worthy of consideration.

Restrictions: In addition to the above guidelines, the Board of Directors has set forth the following restrictions: – no investment in tobacco-related industries – no direct investment in gold or other commodities – no direct investment in real estate or oil and gas properties – no direct short sales, trading on margin, or securities lending – no direct options including puts or calls – the Board may enumerate other specific restrictions, but all of them, including the above, are subject to review at the Board of Directors’ request.

Communication and Performance: There must be an open line of communication between the Board of Directors and the Investment Consultant. The Investment Consultant is expected to regularly review the portfolio. He or she will provide quarterly review statements detailing all asset information and performance results and present the report to the board at least semi-annually.

Performance Measurement: The Board of Directors expects the Investment Consultant to produce competitive investment results, which will be evaluated and compared against appropriate benchmarks outlined in the quarterly reports and based on current investments.

Date Passed: 1/19/2000
Last Year Reviewed: 2019

id:115

Purpose: NAACCR is committed to providing a safe and healthy workplace and promoting the health and well-being of its employees. The personal health hazards related to all tobacco products, which include but are not limited to, smoking (e.g. cigarettes, pipes, cigars, etc.) and/or using smokeless tobacco (e.g. snuff, chew, etc.) have been well documented. This includes the prohibition of e-cigarettes and all other forms of electronic nicotine delivery systems. The health hazards related to smoking impact both the smoker and the non-smoker who is exposed to second-hand smoke. We care about the health of each and every employee, and it is our intent to provide all employees with a work environment conducive to good health.

Policy: All facilities leased and operated by NAACCR are designated as tobacco-free areas. The use of tobacco is prohibited on company property at all times. This includes the prohibition of e-cigarettes and all other forms of electronic nicotine delivery systems. There will be no designated smoking areas, since no level of tobacco use is considered to be safe. This policy applies to all regular employees, temporary workers, contractors, consultants and visitors and will be clearly communicated to all prospective employees and visitors to our site.

Support: An initial violation of this policy will result in a reminder of our tobacco-free rule. Subsequent violations will be addressed through formal disciplinary action. Employees who violate the policy will be offered tobacco-cessation support. Tobacco-cessation support will be available to all employees and also their dependents who are covered under NAACCR’s health benefit plan who wish to quit the use of tobacco.

Date Passed: 3/16/2011
Last Year Reviewed: 2019

id:114

NAACCR will conduct background and credit checks for any new hire as permitted by law. A check will be conducted on the top applicant for a NAACCR position as a last step in the hiring process. A negotiated offer will be contingent upon the outcome of the checks. Should checks reveal any questions about the suitability of the applicant, the decision about proceeding with a hire will be at the discretion of the NAACCR Executive Director, in consultation with, if necessary, NAACCR’s auditing firm, attorney, Board of Directors, or other advisors. All checks required for the Executive Director position will be handled by the NAACCR Board of Directors. This screening process and authorization will be included in the NAACCR Personnel Policy Handbook and implemented in the interview process. In consideration of individual privacy, results of the checks may be destroyed as long as a notarized document is substituted in the employee file describing the checks that were conducted, summarizing the results of the checks, and explaining why the applicant was hired.

Date Passed: 03/24/2020
Last Year Reviewed: 2020

id:113

As appreciation for their hours of planning and hosting the Annual Conference; host registry / organizations will automatically receive two free full conference registrations (not including pre / post-conference workshops). Thirty days prior to the Annual Conference, the host registry / organization may also request, in writing to the Executive Director, additional free one day or full conference registrations for employees (excluding contractual employees) of their registry / organization. The Executive Director has the authority to approve these requests on a case-by-case basis.

Date Passed: 4/18/2001
Last Year Reviewed: 2019

id:110

The Executive Director is responsible for determining staff raises, bonuses, and salary offers / adjustments based on job description changes. The Executive Director must stay within the salary constraints of the funding agreements when determining compensation for staff. The salary budget includes merit adjustments, changes in salary due to staff turnover, and any relevant salary adjustments where applicable. The Board of Directors establishes the compensation package for the Executive Director.

Date Passed: 5/19/2010
Last Year Reviewed: 2020

id:107

The Executive Director is authorized to spend Fund 10 up to a total of $25,000 per fiscal year without pre-approval by the Board of Directors. These additional expenses must not exceed the surplus within Fund 10 at the time they are incurred. The COO shall notify the Board of an expenditure or obligation at the next Board meeting.

Date Passed: 8/16/2000
Last Year Reviewed: 2019

id:106

The Executive Director (ED), as principal investigator of cooperative agreements, contracts, or grants shall have full authority of all approved expenses. The ED shall inform the Board of any significant changes to funding levels of at the following Board meeting.

Date Passed: 5/19/2010
Last Year Reviewed: 2019

id:104

When the Board wishes to recommend a change to the Bylaws, the Board will suggest language to the Bylaws Committee. Prior to circulation to the membership, the Board will review the final language of proposed change and will vote on whether to approve their proposed change going forward to the membership. When Bylaws changes are submitted by the membership at large (including a Board member acting as an individual), the Board will review the final language of the proposed Bylaws change prior to circulation to the membership for informational purposes only.

Date Passed: 3/17/2010
Last Year Reviewed: 2019

id:103

The NAACCR Board will evaluate the structure and pricing of membership as necessary, to be effective the following fiscal year. Any changes to the membership dues pricing or structure will be communicated to the NAACCR membership prior to January 1st.

Date Passed: 8/26/2009
Last Year Reviewed: 2019

id:102

NAACCR, Inc. per diem reimbursements will be based on federal guidelines as defined by the U.S. General Services Administration (GSA) http://www.gsa.gov/. When a meal is provided as a working breakfast, working lunch, or dinner without cost to the traveler, the per diem for that day in that city should be reduced according to the GSA guidelines for that particular meal. Travelers are eligible for 75 percent of the total M&IE rate for the location to which they are traveling on the first and last day of travel. However, travelers whose total travel day exceeds 10 hours are entitled to the full day per diem reimbursement. Travelers are entitled to 75 percent of the total M&IE rate for one day travel away from their main office location if it is longer than 10 hours.

Date Passed: 3/17/1999
Last Year Reviewed: 2019

id:94

Organization funds may be used to support travel of liaisons and other approved NAACCR representatives to participate in meetings in order to promote and strengthen our connection to other organizations and promote the goals and objectives of NAACCR.

Date Passed: 4/26/1994
Last Year Reviewed: 2019

id: 72

Dues are for a complete fiscal year, regardless when in the year they are paid. Dues will not be pro-rated when a member is not a member for the full year.

Date Passed: 3/15/2000
Last Year Reviewed: 2019

id: 78

All policies of the organization will be reviewed every three years by the Board of Directors to ensure that they are still appropriate and relevant.

Date Passed: 10/20/2004
Last Year Reviewed: 2019

id: 81

NAACCR encourages the integration of special cancer surveillance needs when-ever possible into the ongoing activities of existing central cancer registries. As a matter of policy, NAACCR does not support the development of specialty registries that largely duplicate the ongoing activities of existing central cancer registries. NAACCR can serve as a resource for information regarding special cancer surveillance needs.

Date Passed: 9/20/2000
Last Year Reviewed: 2019

id: 66

Use of letterhead is restricted to official business of the organization as determined by the Executive Director or their designee.

Date Passed: 4/26/1994
Last Year Reviewed: 2019

id: 58

1987 was the official year that NAACCR was founded.

Date Passed: 2/28/1996
Last Year Reviewed: 2019

id: 57

The tax year for filing taxes will be the same as the NAACCR fiscal year [Jun1 – May 31].

Date Passed: 9/10/1998
Last Year Reviewed: 2019

id: 51

NAACCR will follow the usual and customary practice of charging the current calculated general and administrative overhead rate for all dollars received as a general donation, Sponsor of Distinction, or other monetary gift.

Date Passed: 8/23/2006
Last Year Reviewed: 2019

id: 48

The Executive Director has the authority to transfer up to 25% of a budget category to a different budget category within Fund 15 during any one board meeting interval, and shall notify the Board of the action at its next regular meeting.

Date Passed: 1/23/2003
Last Year Reviewed: 2019

id: 45

The number (counts) of valid votes for each person running for office will be recorded in the Executive Office. These counts will not be released publicly and ballots will be destroyed after the Annual Business Meeting.

Date Passed: 3/15/2000
Last Year Reviewed: 2019

id: 42

The Nominating Committee will issue a call to the membership for nominees before determining a slate of candidates.

Date Passed: 1/13/1992
Last Year Reviewed: 2019

id: 41

 

Date Passed: 1/31/1992
Last Year Reviewed: 2019

id: 29

The NAACCR standard for timeliness for central registry data is that data are available within 23 months after the end of the calendar year. The submission deadline for the NAACCR Call for Data reflects this standard. Individual registries, however, may occasionally encounter extraordinary events that may delay the submission of data. In these circumstances, an extension to the deadline for the Call for Data may be requested. Consideration will be given to extraordinary events at the registry on a case-by-case basis. Requests for extensions beyond the submission date, stated in the NAACCR Call for Data letter, must be made in writing to the NAACCR office and will be reviewed by the appropriate working group. Each request must detail the reasons for the late submission and include an anticipated date that the data will be submitted. Each request will be considered relative to the timelines for the processing of the CINA data and production of the CINA publication. Requests for extensions more than 2 weeks beyond the published submission date will affect registry certification status and may affect the inclusion of the registry’s data in CINA.

Date Passed: 11/23/2004
Last Year Reviewed: 2019

id: 23

All materials will be posted at least 2 business days in advance of Board conference calls and meetings with the exception of urgent business matters as defined by the Executive Director or President.

Date Passed: 8/30/1994
Last Year Reviewed: 2019

id: 22

NAACCR member registries are encouraged to volunteer and host the Annual Conference by extending a written invitation to the NAACCR Executive Office. The Executive Office in conjunction with the professional meeting planner, will identify appropriate locations for the NAACCR Annual Conference. The NAACCR Executive Office will discuss potential locations with the NAACCR Board prior to making a final decision. NAACCR will invite the registry from its corresponding location to chair the Program Committee, develop the scientific program, and social programs. In the event that this registry is unable to serve in this capacity; the NAACCR Board will identify a Program Committee Chair.

Date Passed: 11/21/2006
Last Year Reviewed: 2019

id: 16

The NAACCR Annual Conference is the one time during the year that members meet as an organization. The meeting includes the Annual Conference program, social activities, workshops, committee meetings, and meetings of the Board of Directors. Other organizations or groups, upon approval, are permitted to hold related meetings in conjunction with the NAACCR Annual Conference. Considerations for approval include that the meetings do not conflict with any scheduled NAACCR activities. In order to coordinate room needs and timing of events, all requests must be submitted to the Executive Office for approval prior to the conference. If a group is approved to hold a concurrent event they will need to establish an account with the conference facility for all expenses related to their event.

Date Passed: 11/21/2001
Last Year Reviewed: 2019

id: 13

The priority order for allocating the complimentary hotel rooms given by the hotel in association with the NAACCR Annual Conference is as follows: A suite should be provided to the NAACCR President, the Executive Director, and host registry for the days of the Annual Conference (including the board meeting); complimentary rooms should be provided to staff to reduce meeting expenses. Any remaining complimentary rooms should be distributed at the discretion of the Executive Director and COO.

Date Passed: 5/17/2000
Last Year Reviewed: 2019

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