Guidelines	  for	  members	  and	  chairpersons	  of	  Standing	  Committees	  	  	  	  DEFINITIONS	  Society=ISAG	  	  	  	  	  Secretary	  	  	  Executive	  Committee	  	  Conferences	   	  	  Workshops	   	  	  	  	  	  	  General	  Business	  Meeting	  Standing	  Committee	   	  	  	  	  	  Steering	  Committee	
  Chair	  Institutional	  members	  Comparison	  Test	  Vereniging	  International	  Society	  for	
  Animal	  Genetics	  ;	  	
  deed	  of	  formation	  December	  21st	  2007	  (NB	  Vereniging	
  means	  association)	  Elected	  secretary	  of	  the	  Society	  Executive	  Committee	  of	  the	  Society	  Conferences	  organized	  on	  behalf	  of	  the	  Society	  Meetings	
  about	  a	  particular	
  focus	  related	  to	  the	  aims	  of	  the	  	  	  Society	  General	  meeting	  of	  the	  individual	  members	  of	  	  the	  Society	  Committee	  serving	  on	  behalf	  of	  the	  Society	  with	
  duties	  that	  may	  include	  conduct	  of	  comparison	
  tests	  Ad	  Hoc	  Committee	  to	  start	  up	  new	  fields	  of	  interest	  for	  the	  Society	  Chairperson	  of	  one	  of	  the	  Standing	  or	  Steering	  Committees.	  
Affiliated	  members	  of	  ISAG	  as	  indicated	  in	  Article	  4	  of	  the	  Constitution	  A	  test	  conducted	  to	  determine	  concordance	  for	  genetic	  testing	  and	  analyses	
  among	  laboratories.	  	  Standing	  Committees	  are	  elected	
  bodies	  that	  supervise	  activities	
  within	  the	  Society	  designed	  to	  promote	  and	  facilitate	  the	  exchange	  of	  science,	  applied	  genetics,	
  ideas	  and	  materials.	  An	  integral	  part	  of	  their	  task	  is	  to	  organize	  workshops,	  address	  topical	  and	  current	
  issues	  common	  to	  members	  of	  the	  Society	  	  and	
  other	  participants	  of	  the	  Conferences	  and	  to	  facilitate	  and	
  enable	  laboratories	  to	  reach	  and	  to	  maintain	  high	  standards	  in	  their	  activities.	  	  1 Types	  of	  standing	  committees	  Two	
  types	  of	  Standing	  Committees	  will	
  exist.	  
A)	  	  Standing	  Committees	  related	  to	  the	  area	  of	  Applied	  Genetics	  and	  Comparison	
  Tests.	
  These	  committees	  propose	  and	  supervise	  the	  organization	  of	  comparison	
  tests.	
  During	  conference	  meetings	  the	  comparison	  test	  results	  will	  be	  discussed.	  The	  committee	  will	  establish	
  rules	  for	  the	  conduct	  of	  comparison	
  tests.	  If	  a	  laboratory	
  wishes	  a	  specific	  performance	
  report	  from	
  ISAG,	  a	  policy	
  waiver	  must	  be	  signed	  by	  a	  legally	  authorized	
  person	
  from	  the	  institution	  to	  exclude	  liability	  by	  ISAG	  related	  to	  the	  participation	  in	  the	  comparison	
  test.	  
B)	  	  Standing	  Committees	  with	  a	  particular	  scientific	
  focus.	  	  	  Page	  1	  of	  4	  2 Membership	  of	  ISAG	  All	  members	  of	  Standing	  Committees	  must	  be	  current	  individual	  members	  of	  ISAG.	  Members	  of	  Standing	  Committees	  for	  Applied	  Genetics	  must	  be	  affiliated	  with	  Institutional	  members	  of	  ISAG.	  
The	
  Chair	  of	  the	  Standing	  Committee	  has	  to	  ask	  any	  newly	  elected	
  member	  if	  he	  or	  she	  is	  a	  current	
  member	  of	  ISAG.	  
Membership	
  status	  has	  to	  be	  confirmed	  by	  the	  Secretary	  of	  ISAG.	  To	  be	  able	  to	  do	  so	  the	
  chair	  of	  a	  Standing	  Committee	  has	  to	  provide	  the	  names	  and	  contact	  details	  of	  all	  Committee	  members	
  within	  two	  weeks	
  after	  the	  workshop.	  
If	  an	  elected	  standing	  committee	
  member	  is	  not	  a	  current	
  member	  of	  the	  Society,	  the	  Chair	  has	
  either	  to	  terminate	
  their	  committee	  membership,	  or	  the	  newly	  elected	  committee	  member	
  needs	  to	  enroll	  into	  membership	  of	  the	  Society.	  	  Non	  ISAG	  members	  can	  participate	  in	  workshops,	  but	  can	  not	  serve	  as	  members	  of	  the	  standing	  committee.	  
3 Membership	  of	  Standing	  Committees	  Members	  to	  serve	  on	  a	  Standing	  Committee	  have	  to	  be	  elected	  at	  the	  workshop	  meeting.	  
In	  Standing	  Committees	  for	  Applied	  Genetics	  and	  Comparison	
  Tests	
  voting	  can	  be	  done	  only	  by	  one	  representative	  affiliated	  with	  each	  Institutional	  laboratory	
  member	  of	  ISAG.	  
In	  the	  event	  of	  a	  new	  area	  of	  activities	
  where	  a	  Standing	  Committee	
  should	  be	  initiated,	  an	  ad	  hoc	  Committee,	
  i.e.,	  the	  Steering	  Committee,	  may	  be	  formed.	
  After	  organization	  of	  workshops	  at	  two	  consecutive	  Society	  conferences	  the	  Steering	  Committee	  may	  propose	  to	  become	  a	  new	  Standing	  Committee	  in	  the	  General	  Business	  meeting.	
  After	  approval	  in	  this	  meeting	  the	  Executive	  Committee	  will	  request	  the	  Steering	  Committee	  to	  organize	  a	  workshop	  in	  the	  upcoming	  Conference	
  where	  elections	  for	  the	  Standing	  Committee	  have	  to	  take	  place.	  
The	  size	  of	  Standing	  Committees	  is	  to	  be	  decided	  by	  the	  workshop.	  It	  is	  advised	  that	  as	  a	  standard	  rule	  that	  the	  number	  has	  to	  be	  at	  least	
  three,	  and	  not	  more	  than	
  seven	  elected	  members	  and	  not	  an	  even	
  number	  	  4 Guidelines	  for	  the	  workshop	  meeting	  A	  complete	
  agenda	  has	  to	  be	  presented	  to	  the	  Conference	  organizers	  in	  due	
  time,	  which	  means	  that	  this	  agenda	  can	  be	  published	  in	  the	  Conference	  program.	  
Participants	  have	  to	  register	  when	  entering	  the	  meeting	
  room.	  They	  have	  to	  mark	  if	  they	  are	
  ISAG	  members.	  In	  workshops	  on	  Applied	  Genetics,	  a	  list	  of	  Institutional	  members	  will	  be	  provided	  by	  the	  Executive	  Committee.	  Participants	  have	  to	  sign	  if	  they	  are	  affiliated	  to	  one	  of	  these	  Institutional	  members.	
  ISAG	  Guidelines	  -­‐	  Standing	  Committees	  	
  Page	  2	  of	  4	  

Motions	  carried	  in	  a	  workshop	  have	  to	  be	  presented	  in	  workshop	  reports	  to	  the	  Executive	  Committee.	  	  5 Elections	  of	  Members	  of	  Standing	  Committees	  Members	  elected	  to	  serve	  on	  a	  Standing	  Committee	  will	  be	  serving	  for	  four	
  years	  and	  may	  be	  reelected	  for	  one	  additional	
  term.	  
The	  members	  of	  a	  Standing	  Committee	  will	
  elect	  a	  Chairperson	  from	
  among	  their	  members.	  	  6 Reports	  of	  the	  Proceedings	  of	  a	  Workshop	  The	
  Chair	  will	  compile	  a	  report	  of	  the	  workshop,	  and	  circulate	  it	  to	  the	  members	  of	  the	  Standing	  Committee	  for	  any	  comment	  and	  revision.	  This	
  report	  has	  to	  be	  presented	  to	  the	
  ISAG	  Secretary	
  within	  four	  weeks	  following	  the	  Conference.	  
The	  secretary	  will	  provide	  the	  reports	  to	  the	  Executive	  Assistant	  of	  ISAG	  to	  post	  on	  the	  ISAG	  web	
  site.	  Worshop	  participants	  are	  allowed	  to	  comment	  and	  may	  ask	  for	  revision.	  Such	  a	  request	  for	  revision	  has	  to	  be	  given	  including	  relevant	  reasons	  and	  arguments.	  The	  Secretary	  has	  to	  	  send	
  these	  requests	  to	  the	  Chair	  for	  dispute	  in	  the	  Standing	  Committee.	
  Within	  two	  weeks	  the	  Standing	  Committee	  has	  to	  answer	  the	  Secretary	  	  	  If	  no	  comments	  from	  participants	  have	  been	  received	
  within	  two	  weeks,	  the	  report	  is	  considered	  to	  be	  approved.	  	  To	  be	  able	  to	  reimburse	  the	  costs	  for	  laboratories	
  doing	  special	  duties,	  i.e.	  sending	  samples	  for	  comparison	
  tests,	  the	  Chair	  	  has	  to	  take	  care	  of	  filling	  the	  forms	  as	  requested	  by	  the	  treasurer	  of	  ISAG.	
  Those	  forms	  will	  be	  available	
  prior	  to	  the	  the	  start	  of	  the	  workshop.	  	  7 Frequency	  of	  the	  Workshops	  A	  Standing	  Committee	
  should	  organize	  a	  workshop	  at	  every	  ISAG	  Conference.	  	  	  If	  a	  Workshop	  is	  not	  organized	  at	  an	  ISAG	  Conference,	  the	  Chair	  has	  to	  inform	  the	  Secretary	  of	  this	  and	  explain	  why	  a	  workshop	  will	  be	  not	  be	  held.	  
If	  a	  Standing	  Committee	  does	  not	  hold	  a	  Workshop	  or	  report	  Workshop	  activities	
  after	  two	  consecutive	  Conferences,	  the	  Executive	  Committee	  will	  terminate	  this	  Standing	  Committee.	  	  8 Organization	  and	  Notification	  of	  Workshops	  Chairs	  of	  Standing	  Committees	  are	  requested	  by	  the	  Organizers	  of	  the	  upcoming	  Conference	  to	  provide	  at	  least	  the	  following	  information:	  A	  complete	
  Agenda	  of	  the	  Workshop;	  an	  estimate	  of	  the	  Workshop	  length;	  expected	
  number	  of	  attendees	  and	
  audio	
  visual	  requirements.	  The	
  Chair	  will	  communicate	  with	  the	  members	  of	  the	  Standing	  Committee	  and	  will	  respond	  to	  the	  Organizers	  as	  soon	  as	  possible.	
  ISAG	  Guidelines	  -­‐	  Standing	  Committees	  	
  Page	  3	  of	  4	  The	  Conference	  organizers	  will	
  place	  the	  information	  on	  the	  website	  of	  the	  Conference	  and	  in	  the	  programme.	  
Conference	  organizers	  have	  to	  provide	  assistance	  to	  the	  Standing	  Committees	  by:	  beginning	
  their	  consultation	
  about	  facilities	  and	
  timing	  of	  the	  Workshop.	  	
  Chairs	  have	  to	  have	
  access	  to	  the	  abstracts	  from	  key	  note	  speakers	  and	  participants	  as	  soon	  as	  this	  information	  is	  available.	  The	
  Chair	  may	  use	
  these	  data	  to	  choose	  speakers	  in	  their	  Workshop.	  	  9 Other	  duties	  of	  Standing	  Committees	
  These	
  duties	  may	  include	  answering	  inquiries	  relevant	  to	  their	
  field	  from	  the	  Executive	  Committee	  and	  members	  of	  ISAG.	  The	  Secretary	  of	  ISAG	  may	  forward	  questions	  from	  scientific	  or	  general	
  public	
  either	  to	  Standing	  Committees	  or	  to	  all	  Institutional	  ISAG	  members.	  
To	  present	  to	  the	  Secretary	  all	  Standing	  Committe	
  member	  and	
  Chair	
  email	  addresses.	  If	  a	  change	  of	  address	  occurs,	  this	  information	  has	  to	  be	  sent	  to	  the	  Secretary	  as	  well.	  	  10 Resources	  Memberships	  of	  Standing	  Committees	  are	  regarded	  as	  being	  honorary	  positions	  and	  do	  not	  entitle	  office	  holders	  to	  any	  payments,	  gratuities,	  honoraria	  or	  other	  forms	  of	  financial	  support	  by	  the	  Society	  In	  the	  event	  that	  for	  particular	  reasons	  a	  Standing	  Committee	
  wants	  to	  develop	  special	  activities,	  they	  may	  ask	  the	  Executive	  Committee	  for	  funding	  by	  sending	  a	  detailed	  plan	  to	  the	  Secretary.	  	  11 Terminating	  Standing	  Committees	  A	  Standing	  Committee	  can	  be	  terminated	  on	  the	  specific	  recommendation	  of	  its	  Workshop.	
  This	  message	  has	  to	  be	  announced	  in	  the	  General	  Business	  meeting.	
  After	  approval	  in	  that	  meeting	  the	  Executive	  Committee	  will	  terminate	  the	  Standing	  Committee.	  
If	  a	  Standing	  Committee	  has	  not	  been	
  active	  in	  two	  consecutive	  Conferences,	  the	  Executive	  Committee	  will	  terminate	  this	  Standing	  Committee.	  	  12 Responsibility	  of	  the	  Executive	  Committee	  In	  case	  of	  mismanagement	  or	  misbehaviour	  of	  a	  Standing	  Committee	  member,	  the	  Executive	  Committee	  has	  the	  right	  and	  the	  duty	  to	  dismiss	
  these	  persons	  from	  the	  Standing	  Committee,	  following	  discussion	  with	
  other	  Standing	  Committee	  members.	
  ISAG	  Guidelines	  -­‐	  Standing	  Committees	  	
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