Summary Of The Procedure To Become A
Member Of the Eortc Melanoma Group
- A new center may apply either to the chairman, the secretary or the EORTC Data Center (DC) representative. Any application request will be transmitted to the Melanoma Group team at the DC.
Download the application form here : EORTC Membership Application Form (345.42 kB) - The DC will send a standard information package to the applying institution which consists of a questionnaire, an overview of the Group’s ongoing studies and a copy of the statutes. A copy of the letter of application and the reply should be forwarded to the chair, the secretary.
- The applicant should return the questionnaire to the DC indicating the studies in which he/she is interested and the number of patients he/she expects to enter in these trials. In addition, the applicant must send a copy of his/her C.V. and the normal laboratory values of his institution.
- Upon receipt of the questionnaire and the necessary documents, the DC will forward a copy of the questionnaire to the chairman, the secretary and the chairman of the subcommittee.
- All applications received at the DC are discussed by the Board and subcommittee Chairman (by e-mail and if needed during specific meetings), who decide whether the application is accepted, with or without site visit or whether is rejected. A written reply is always addressed to the applicant, with copies to the chairman and the secretary.
- Applicants whose request has been accepted will receive an invitation to the meeting. They may be asked to present their center and activities.
- On the basis of the information available and the decision of the Board, a site visit might be scheduled at the applicant’s institution before acceptance of the application. The applicant might be asked to provide financial support for the site visit.
The EORTC Melanoma Group is a multidisciplinary Group and members of the Group are institutions or department (with the exception of scientist members and pathologists of the pathology review panel).
Membership is primarily linked to an institution. If the key person moves, the institution must come up with a suitable replacement. If available, this site remains a full member. If the person who moves wishes to remain a member, he may apply for probationary membership.
Depending on the number of patients per year entered into the Group’s trials, institutions can be categorized into:
Active members: ≥5 patients/year over a period of three years.
Ordinary members: 1 - 4 patient(s)/year over a period of three years.
In addition to patient numbers, the quality of protocol adherence and generated data will be subject to evaluation, and will be included in the evaluation of membership status.
New members receive the status of probationary members for an observational period of two years. During this period, at least 1 patients per year must be entered.
Institutions participating only in specific trials are designated as foreign members.
A specific status is recognized for scientists (epidemiologists, geneticists, molecular biologists, biochemists, pathologists, immunologists, clinicians) involved in the translational research programs in EORTC Melanoma Group clinical trials (scientist members).
Active members
Active members are expected to contribute at least 5 evaluable patients per year over a period of three years, provided that sufficient feasible studies are being offered by the Group. Furthermore, compliance with data management and timeliness is required. Active membership is also constituted by participation in the pathology review panel for EORTC Melanoma Group trials.
When, for two consecutive years, an active member contributes less than 5 evaluable patients per year, it will become an ordinary member.
Active members should attend the twice-yearly meetings of the Group regularly.
The status of active members is defined as full members.
They are represented in the business meeting and have the right to vote for the election of the officers of the Group. They participate in the financial and strategic decisions of the Group
Ordinary members
Ordinary members are expected to contribute every year to clinical trials of the EORTC Melanoma Group but with less than 5 evaluable patients per year over a period of three years, provided that sufficient feasible studies are being offered by the Group. Furthermore, compliance with data management and timeliness is required. When, for two consecutive years, an ordinary member do not contribute to EORTC Melanoma Group clinical trials, (s)he will be withdrawn from the Group membership list.
Ordinary members are NOT defined as full members.
They should attend the twice-yearly Group meetings regularly.
Probationary members
Any institution/department active in the fields of clinical and experimental oncology, which agrees to comply with the rules of the Group, can apply for probationary membership. Details of how to apply for membership can be found in Appendix I.
A new probationary member is elected by the Group board for two years. Based on the accrual during these two years, the quality of protocol adherence and generated data (data timeliness, etc.), the institution can become an active or an ordinary member.
Probationary members are NOT defined as full members.
Scientist Members
Besides the above definition, the Group also has individual scientific members, who are not participating in clinical studies. Scientist Members are scientists (epidemiologists, geneticists, molecular biologists, biochemists, pathologists, immunologists, clinicians, etc) involved in the translational research (TR) programs in EORTC Melanoma Group clinical trials or in projects not linked directly to a specific EORTC Melanoma Group clinical trial (i.e. epidemiology projects).
They should attend the twice-yearly Group meetings regularly. A new scientist member is elected by the Group Steering committee. Continued activity in scientific projects is the basis for continued membership.
Some of them (elected by the Steering committee of the Melanoma Group) are represented in the business meeting and, as full members, have the right to vote for the election of the officers of the Group. They participate in the financial and strategic decisions of the Group.
Foreign members
These centers are allowed to participate only in pre-specified trials for which they have received the status of “foreign members”.
This can either relate to:
Centers belonging to another EORTC Group and interested in participating in one particular study of the Melanoma Group
or
Centers from other Groups (e.g. SAKK, NCIC, ECOG) participating in interGroup studies initiated by the EORTC Melanoma Group
or
Centers removed from the probationary members as described in the “Probationary Members” section
These centers will receive an invitation to the Group meetings and a copy of all information relating to the study in which they are participating. They will NOT be allowed to attend any meeting restricted to the full or probationary members. Their participation at a sub-committee meeting depends on the explicit acceptance by this sub-committee Chair.
Observers
Observers are representatives from centers or from pharmaceutical companies, or anybody who has expressed the wish to remain in contact with the EORTC Melanoma Group. They will receive an invitation to the open Group meetings, which they are welcome to participate in. They will NOT be allowed to attend any meeting restricted to the full or probationary members. Their participation at a sub-committee meeting depends on the explicit acceptance by this sub-committee Chair.