The immediate Past President serves as a councillor, as chairperson of the Nominating Committee and as the Section’s nominee for the national SOT Nominating Committee. With the approval of the President, the Past President appoints a Nominating Committee of 3–6 individuals, representing broad interests of the IRSS. The Nominating Committee selects two candidates for each open office, obtains their agreement to run for that office, and submits biographical information to the SOT Headquarters by December 1 of each year. SOT prepares and sends the ballot to the IRSS members. The Past President first notifies the President and Vice President of the winners. The Past President then notifies all individuals, whose names were on the ballot, of the outcome of the election. This must be completed before the annual national SOT meeting. The term of this office is one year and it concludes at the Business meeting at the annual national SOT IRSS meeting. The Past-President announces the election results at the Business meeting and prepares a summary of the results for the IRSS newsletter.
The President oversees all activities of the IRSS, appoints chairpersons and approves members of the standing committees, which includes the Technical Committee, the Nominating Committee, the Program Committee and the Awards Committee, and oversees the arrangements for the IRSS Business meeting, the Executive Committee meeting, and the Technical Committee meeting. The meeting arrangements are made with the aid of the SOT national office personnel who will contact the President and provide the necessary forms. The term of office is one year. The President assumes the position on May 1, and chairs (including preparation of the agenda) the Executive Committee meeting which is typically held on the morning following the Business meeting. The President prepares and submits the Annual Report to SOT by June 1. The President prepares the agenda for, and presides over the Business meeting that is held at the subsequent national SOT meeting (and turns over the gavel to the next President at that meeting). The President prepares a message for each IRSS newsletter during her/his term.
The Vice President assumes the position on May 1. The term of office is one year. The Vice President chairs the Program Committee which is composed of the Councillors and herself/himself. The Program Committee is charged with submitting proposals to the national SOT for Symposia, Workshops, Roundtables and/or CE Courses for the subsequent annual meeting. This material is typically due on April 15. The time-line for this activity is very short, particularly in those years when the annual national SOT meeting is in mid- to late-March. The Vice President may make arrangements for a speaker at the IRSS Business meeting; however, this has not been done over the past 4–5 years. The IRSS would provide support for travel costs and meeting registration for the speaker. The Vice President also arranges for the dinner to which are invited: the IRSS officers and councillors, the chair of the Technical Committee, the award winners and the speaker (if applicable). Since the Vice President is unaware of the identities of newly elected officers/councillors and the awardees, the Past-President and Vice President-Elect must contact the Vice President with this information so that dinner invitations may be extended in a timely manner. Also, if there are multiple authors on the Paper of the Year, only the first author is invited to dinner. The winner of the Mary Amdur Student Award will also be invited to dinner. The Vice President summarizes the activities of the Program Committee for the IRSS membership at the Business meeting and also prepares a summary of the program at the annual national SOT meeting for the IRSS newsletter.
The Vice President-Elect assumes the office at the annual IRSS Business meeting that immediately follows her or his election. The term of office is one year. The Vice President-Elect serves as chairperson of the Awards Committee. In the early summer, the Vice President-Elect prepares a request for nominations, which includes a written description of the awards. The national SOT office will send a form requesting the listing/description of awards and the deadline for nominations (typically early December for the IRSS). This information, as submitted by all specialty sections, will be published in the fall issue of the SOT Communique. Additionally, the distribution of this information may be accomplished via a direct mailing to the IRSS members, which will be done by the national SOT office. Other options include email announcements (contact: Rita Rose of the national SOT office), publication in the IRSS newsletter (contact: Harry Salem of the IRSS) or inclusion in the electronic newsletter of Rudy Jaeger (IRSS member). Multiple, repeated approaches are recommended in order to maximize responses from the IRSS membership. The Councillors of the IRSS serve on the Awards Committee, under the leadership and direction of the Vice President-Elect. The Vice President-Elect is responsible for distributing the names, letters, curricula vitae, etc. of all nominees to the other members of the Awards Committee. This should be done shortly after the December deadline. The Vice President-Elect may distribute copies of those articles which have been nominated as “Paper of the Year” or may provide the appropriate citations so that each Awards Committee member may have sufficient time to retrieve and review the articles. The Vice President-Elect schedules several teleconferences (in the early part of the new year) to discuss the nominations. In the absence of adequate nominations, the Awards Committee may exercise several options. If time permits, one option is to extend the deadline for nominations. This option should be discussed with the IRSS President and with the national SOT office. Information regarding an extended deadline is communicated to IRSS members, by the national SOT office. As a second option, the Awards Committee may, in itself, identify nominees for the “Paper of the Year” and for the Student Awards. The Awards Committee should consult with the IRSS President in this situation. The Vice President-Elect may want to keep records of all eligible papers that are published in Toxicology and Applied Pharmacology or Toxicological Sciences, if it becomes necessary for the Awards Committee to identify nominees. Similarly, the Vice President-Elect may want to keep a record of eligible students. Based upon the nominees, the Awards Committee selects the awardees for the “Paper of the Year” and for the Student Awards. For the Career Achievement Award, the Awards Committee may select a nominee from previous (submitted within the last 3 years), as well as present, nominees. The Awards Committee, in itself, may not make nominations for this award. Note that not all awards need to be given every year. The Vice President-Elect provides the Secretary-Treasurer with the award information at the earliest possible date, so that plaques, checks, certificates, etc. may be obtained. The Vice President-Elect should also consult with the Vice President so that dinner invitations may be extended in a timely manner. The Vice President-Elect announces the names of the Award winners at the annual Business meeting and presents the winners with their awards. The Vice President-Elect also prepares a synopsis of the awards and awardees for the IRSS newsletter.
The Secretary/Treasurer assumes the office at the IRSS Executive Committee meeting which follows the annual Business meeting. The term of office is two years. The Secretary/Treasurer reports on the state of the budget at the subsequent annual Business meeting, and takes minutes at the Technical Committee meeting, the Business meeting and the Executive Committee meeting that take place during the annual national SOT meeting. Budget information is provided by the national SOT office. Minutes of the meetings may be distributed electronically to the IRSS officers/councillors. The minutes are reviewed by the IRSS officers/councillors and revisions/additions/deletions are made by the Secretary/Treasurer. The revised minutes are distributed electronically to the newsletter editor for inclusion in/attachment to the newsletter. In years when a new Secretary/Treasurer has just been elected (odd years), the current Secretary-Treasurer reports on the budget and takes minutes at the Executive Committee meeting that typically takes place on the morning following the Business meeting. The Secretary/Treasurer purchases the awards to be given at the annual Business meeting and obtains signatures, engraving, etc., as necessary. This includes certificates of appreciation for outgoing officers/councillors, a gavel to be given to the outgoing President, and plaques/checks to be given to IRSS award winners. As noted above, the Vice President-Elect should notify the Secretary/Treasurer of the award winners at the earliest possible time to facilitate preparation of the awards. The Secretary/Treasurer forwards requests for reimbursement for expenses to SOT for payment. The Secretary/Treasurer also serves as the historian of the IRSS and maintains ongoing records of all activities of the section. The Secretary/Treasurer prepares a budget report for the IRSS newsletter.
Councillors assume office at the Business meeting that immediately following their election. The Councillors serve on the Program Committee (under the direction of the Vice President) and Awards Committee (under the direction of the Vice President-Elect) as described above. They may also be asked to serve in other capacities, as the need arises within the IRSS.
The Postdoc Representative is a member of the IRSS executive committee, with voting rights and serves as the committee’s liaison with the postdoctoral membership. The Representative is elected by a vote of the membership and serves a 1-year term beginning May 1. Specifically, the Postdoctoral Representative advises the committee regarding mechanisms and opportunities by which the IRSS can help in the development of postdoctoral trainees and graduate students in terms of education and mentoring. Further the Postdoctoral Representative will be responsible for interactions between IRSS and the Society of Toxicology Postdoctoral Assembly. The Postdoctoral Representative also assists in the management of the IRSS website through interactions with the Graduate Student Representative and President.
Graduate Student Representative
The Graduate Student Representative is a member of the IRSS executive committee, with voting rights and serves as the committee’s liaison with the graduate student membership. The Representative is elected by a vote of the membership and serves a 1-year term beginning May 1. The Graduate Student Representative shall to act as an IRSS liaison between the executive committee and graduate student members of the IRSS. The Graduate Student Representative will also assist in the management of the IRSS website, contributing new and updated information regarding members and announcements, as well as communications on relevant trainee information and perspectives.