The  South East  Asian Radiation Oncology Group (SEAROG) was inaugurated on May 12, 2007.

The SEAROG was organized to unite the member countries in the South East Asia Region,  share  common  geographical  location, disease  patterns,  resources, problems, and to work together to find solutions to these problems.

The idea of forming a regional radiation oncology society came up during the 1st Annual  Convention  of  the  IROS  in  February  2—6  in  Lombok  Island,  Indonesia. Among  those  present  were  Dr.  Richard  Potter  (Vienna),  Dr.  Katy  Dinshaw (India), Dr. Joseph Wee (Singapore), Dr. Swee Peng Yap (Singapore), Dr. Miriam Joy Calaguas (Phillipines), and Dr Soehartati Gondhowiardjo (Indonesia).

A meeting followed in Manila, on May 2, 2006, the group met to prepare for the inauguration  of  the  South  East  Asian  Radiation  Oncology  Society  (SEAROS).  It was then agreed that the organization to be called the South East Asian Radiation Oncology Group (SEAROG).

Finally,  the  SEAROG  was  inaugurated  on  May  12,  2007  at  the  National  Cancer Center  (NCC),  Singapore.  SEAROG  members  are  national  radiation  oncology societies.  The  five original  members of SEAROG are Indonesia  (IROS), Malaysia (MOS), Philippines (PROS), Singapore (SRS) and Thailand (THASTRO).

Article 1

NAME OF THE ORGANIZATION

(1) This organization shall be known as the South East Asian Radiation Oncology Group (SEAROG). The organization is established to engage in any cooperation in the  fields  of  radiation  oncology,  including  international  relations,  clinical research, quality assurance, practice guidelines and education.

(2) The organization may at its pleasure by a vote of a membership body change its name.

Article 2

PURPOSE

The purposes of the organization are:
(1) To  advance  the  knowledge  and  practice  of  medicine  in  the  field  of radiation oncology

(2) To improve the standards in education in radiation oncology

(3) To  improve  the outcomes of cancer treatment;  safety  and consistency in radiation oncology

MISSION STATEMENT

The mission of the organization is to improve the quality of radiation oncology practice in the South East Asian Region by means of enhancing cooperation in education, research and Quality Assurance initiatives.

Article 3

MEMBERSHIPS

Membership of the organization shall be open to all radiation oncology societies from  all  countries  in  South  East  Asian  Region  who  wish  to  take  an  active participation  in  improving  the  quality  of  radiation  oncology  in  the  region  or oncology/radiology  societies/institutes  in  countries  where  there  is  no  existing society of radiation oncology.

Article 4

EXECUTIVE COMMITTEE

Section 1

The  executive  committee  shall  consist  of  nine  officers  and executive  committee  members  that  include  President  of  each member  state  (MS)  society  as  ex‐officio  members  and  SEAROG
advisory members.

Section 2

The  nine  officers  will  be  President,  Vice  President,  Secretary, Treasurer,  and  five  chairpersons  of  committees,  which  consist  of the  Clinical  Research  Chair,  the  Quality  Assurance  Chair,  the International  Relations  Chair,  the  Practice  Guidelines  Chair,  and
the  Education  and  Training  Chair.  All  officers  shall  be  elected  for two‐year term.

Section 3

Vacancies  in  any  of  the  offices  through  death  or  resignation, removal from office, may be filled by the President of the Executive Committee  from  among the active  members of  the  association  for the unexpired portion of the term.

Section 4

Any  officer  or  member  may  resign  at  any  time  by  giving  written notice to the President.

Section 5

No officer shall serve more than three terms in the one position.

Article 5

DUTIES OF OFFICERS AND MEMBER COMMITTEES

Section 1

Role of the President

  • Preside at all assembly general meetings
  • Make  committee  appointments  as  needed,  advise  other  officers  and committee chairs
  • Delegate specific responsibilities to officers and committees Lead the overall operations and programs of SEAROG
  • Work  closely  with  the  Executive  Committee  to  establish  and  achieve  the SEAROG goals
  • Call meetings of the Board, recommend and direct the execution of policies and procedures together with specific programs in the interest of SEAROG

Section 2

Role of the Vice President

  • Shall perform all duties of the President in the absence of that officer
  • Assist the President in coordinating and directing committee activities and the SEAROG’s operations and perform such duties as may be delegated by the president.

Section 3

Role of the Secretary

Contact current members and give notification for general meetings Record the minutes of all Executive Committee and general meetings of the SEAROG and distribute them as appropriate. Maintain a record of the SEAROG’s Executive Committee meetings

Section 4

Role of the Treasurer

Work with the President in preparing budgets for activities and events Collect  and  deposit  fees  for  any  special  events  and  fund‐raisers  in accordance with policies and procedures Be responsible for coordinating and maintaining all financial records of the SEAROG

Section 5

Role of the Clinical Research Chair

  • Work  with  the  member  countries  of  SEAROG  to  establish  a  joint  clinical research
  • Chair  or  serve  the  committee to help plan or execute  the  program on  the collaborative clinical research
  • Report  half‐yearly  to  the  Executive  Committee  on  the  progress  of  the activities

Section 6

Role of Quality Assurance Chair

  • To  promote  good  quality  assurance  practices  in  each  SEAROG  member countries in compliance to applicable international standards
  • To coordinate regional Quality Assurance initiatives  aimed to improve the existing practices in member countries.
  • Report  half‐yearly  to  the  Executive  Committee  on  the  progress  of  the activities

Section 7

Role of the International Relations Chair

  • To  maintain  collaboration  with  IAEA  and  other  international  or  regional association related with SEAROG
  • To  establish  new  collaboration  program  with  other  international  or regional group in the fields of oncology or radiation oncology
  • Solicit new members
  • Report  half‐yearly  to  the  Executive  Committee  on  the  progress  of  the activities

Section 8

Role of the Practice Guidelines Chair

  • To  coordinate  the  preparation  and  maintenance  of  a  set  of  standard practice guidelines for common cancers in the region
  • To maintain and update the practice guidelines according to the principles of evidence based medicine
  • Provide  input  and  feedback  on  guidelines  coverage  from  each  member country
  • Report  half‐yearly  to  the  Executive  Committee  on  the  progress  of  the activities

Section 9

Role of the Education Chair

  • Coordinate  the  planning  and  execution  of  educational  and  training programs
  • To  promote  and  initiate  cooperation  to  ensure  sustainable  access  to educational programs for member countries.
  • Report  half‐yearly  to  the  Executive  Committee  on  the  progress  of  the activities

Article 6

HONORARY, ADVISORY, AND AFFILIATE MEMBERS

Section 1

SEAROG  may  have  honorary  members  who  will  act  as  SEAROG’s advisor.  An  honorary  member  is  a  person  of  an  area  of  expertise from  non‐SEAROG  member  countries  and  may  be  nominated  by
any MS of SEAROG. An honorary member will be officiated during the general assembly meeting.

Section 2

SEAROG  advisory  members  consist  of  SEAROG’s  Past  Presidents and  Past  Secretaries,  and  also  those  who  are  appointed  as  an advisor  by  SEAROG.  These  advisory  members  may  give  their
advices  or  solutions  for  the  development  and  improvement  of SEAROG.  Advisory member  remains  in office  so  long  as  he/she  is willing  and  is  still  actively  working  in  the  field  of  radiation oncology.

Section 3

SEAROG may also have affiliate members who come from outside of South East Asia region, but share the same vision with SEAROG and  willing  to  take  an  active  participation  in  improving  radiation
therapy quality.

Article 7

AD HOC COMMITTEES

SEAROG  may  create  one  or  more  ad  hoc  committees.  Such  ad  hoc  committees shall  be  chaired  by  the  officer  responsible  for  the  particular  task,  and  shall  be filled  by  volunteers  from  the  general  membership  in  so  far  as  possible. Appointment  of  such  committees  of  the  board  shall  be  by  majority  vote  of  the directors then in office. The work of such committees shall be coordinated with the Board by the responsible officer.

Article 8

MEETINGS

Section 1

The Executive Committee shall hold at least one annual general assembly  meeting (GAM) per year.  Other  meetings, such  as the EXECOM business meeting will be held as called.

Section 2

General  Assembly  Meeting  (GAM)  is  attended  by  the  Executive Committees  and  all  members  of  the  MS  society.  The  General Assembly shall be chaired by the President and responsible for:
(1) Election of executive committee
(2) Officiation of  new  member  countries and honorary/affiliate members
(3) The activities reports of the SEAROG

Section 3

Executive  Committee  business  meeting  is  limited  to  only Executive Committee members. The purpose of the meeting is to discuss  the  SEAROG  working  plans  and  progress  result  of  the
programs.

Section 4

The voting rights of an Executive Committee member could not be  delegated  to  non‐Executive  Committee  representatives. Should  an  Executive  Committee  be  unable  to  attend,  another
delegation from the country can be appointed to represent, but without voting rights.

Section 5

The Secretary shall prepare the official minutes of any business meeting within 30 days after the meeting. A copy of the minutes shall be provided to the Executive Committee.

Article 9

NOMINATION AND ELECTIONS

The  Nominating  Committee  shall  be  appointed  by  all  member  countries.  Each member country shall present at least one nominee for President, and shall have obtained  prior  consent  from  each  nominee.  Elections  shall  be  by  voice  vote  or mail‐ballot,  unless  otherwise  determined,  with  simple  majority  required  for election.  The  nominee  who  gains  the  second  vote  shall  be  the  Vice  President. Other  committee  members  shall  be  appointed  by  the  President  with  prior consent from each nominee.

Article 10

AMENDMENTS

Amendments  to  these  regulations  may  be  made  by  an  affirmative  vote  of  2/3 majority of those members in attendance in EXECOM meeting of SEAROG and to be  officiated during  the  General Assembly Meeting,  providing that membership has received notification of the proposed changes(s) at least five days in advance of the meeting.