Constitution of AIME Board

Revision history:

  • First version: Carlo Combi, Verona, July 2009.
  • Second, revised version: Niels Peek, Manchester, June 2014.
  • Third revised version: Niels Peek, Manchester, June 2017
  • Fourth revised version: John Holmes, Philadelphia, June 2019 

Constitution

  1. AIME stands for Artificial Intelligence in Medicine.
  2. The purpose of the AIME Board is to organise the AIME Conference and to make decisions on related matters.
  3. The Board shall have a Chair and a Vice-Chair.
  4. If it is necessary to reach a decision by voting, each member of the Board will have one vote, including the Chair, who in addition has a casting vote in the case of a tie.
  5. The quorum for meetings of the Board shall be seven or one third of its membership (rounded to the nearest integer), whichever is the larger.
  6. New members are initially appointed to the Board by the existing members for a term of six years. Members of the Board whose term of appointment has expired are eligible for reappointment for a further period of not more than six years. They are not then eligible for further immediate reappointment.
    b.  In principle, new members are recruited from the Programme Committee of the most recent AIME Conference, with a preference for PC members who attended the meeting in person.
    c.  When appointing new members to the Board and the Programme Committee, a maximal spread in expertise and geography is aimed for.
  7. Meetings of the Board shall be convened by the Chair giving at least one month's notice. The Board will normally meet during the AIME conference but the Chair shall have the authority to convene additional meetings at other times. Such additional meetings may be virtual or may consist of interactions by email.
  8. Anyone who wishes to host an AIME conference should submit a proposal to the Chair of the Board at least two years and one month in advance. The proposal should include:
    1. Name, affiliation and short CV of Local Organiser, including an indication of experience in running scientific events;
    2. City and venue for the conference;
    3. Possible dates for the conference;
    4. Information about ease of travel, accommodation, etc;
    5. The available infrastructure and other resources at the Local Organiser's institution that will contribute to the organisation of the conference;
    6. A preliminary budget, including estimated attendance rates;
    7. A detailed plan from the Local Organizer that indicates how AIME will be indemnified against loss of deficit arising from the conference.  This plan should clearly state how such loss would be covered, such who would be responsible a statement of the amount of funding available and encumbered to cover such loss, and if needed, a letter from the Local Organizer’s institution. A letter of support from the Local Organiser's institution, confirming that they will cover any deficit arising from organising the conference.
  9. At the AIME conference, the Board will make the following decisions concerning the next conference:
  • the approximate date, duration and location
  • the Local Organiser;
  • the Scientific Chair (or co-Chairs);
  • the organiser of the Doctoral Consortium (this will normally be the immediate past Local Organiser or Scientific Chair).

The Board may also express its views about the structure of the next conference; the Scientific Chair and the Local Organiser are expected to take these into account.

  1. The Chair of the Board is elected by the Board once every four years from the organisers (Local Organiser, Scientific Chair, and organiser of the Doctoral Consortium) of the two most recent AIME Conferences. The term of office shall start at the conclusion of the Board meeting where the Chair is elected.
  2. Anyone who is appointed to the position of Scientific Chair or Local Organiser and who is not a member of the Board automatically becomes a member of the Board with effect from the date of appointment. The Board at its meetings can appoint additional members. The number of members of the Board will not normally exceed 24.
  3. The principal joint duties of the Scientific Chair and the Local Organiser are:
  • to appoint the Programme Committee;
  • to issue the call for papers and for associated workshops and tutorials;
  • to decide which workshops and/or tutorials will take place;
  • to draw up the detailed programme for the conference.
  1. The principal duties of the Scientific Chair are:
  • to appoint the publisher of the proceedings;
  • to appoint the reviewers;
  • to send papers out for review and to collect the reviews;
  • in consultation with the Local Organiser and with any other members of the Board as (s)he may decide upon, to select papers and other presentations;
  • to receive final versions of the papers to be published in the proceedings and to ensure with the publisher that the publication is available at the conference;
  • to appoint a chair for each session.
  1. The principal duties of the Local Organiser are:
  • to organise suitable accommodation for the sessions of the conference, workshops and tutorials;
  • to organise appropriate publicity;
  • to maintain the conference web-site;
  • to propose suitable accommodation for delegates;
  • to organise appropriate catering and social events;
  • to make appropriate arrangements for registration both in advance and on-site;
  • in general, to ensure the smooth running of the conference;
  • to handle all financial arrangements associated with the conference.
  1. Any irreconcilable disagreement between the Scientific Chair and the Local Organiser shall be referred to the Chair of the Board who will arbitrate and, if necessary, make the final decision.
  2. The financing of the conference shall be entirely in the hands of the current Local Organiser, with any deficit being met locally and not by the Board or the Society.
  3. Funding for student travel
    1. Funding to support travel costs for students presenting in the Doctoral Consortium shall be provided on an as-available basis.
    2. Sources of funding include a given year’s AIME conference budget or a fund that has been established at and managed by the Department of Electrical Computer and Biomedical Engineering at the University of Pavia.
      1. The Local Organiser has the option of providing funding directly from that year’s conference budget.
      2. The Local Organiser has the option of donating surplus funds to the fund at the University of Pavia in order to maintain a balance sufficient to support student travel in future years.
    3. Specific to the fund at the University of Pavia:
      1. Requests to use the fund at the University of Pavia will be made by the current Doctoral Consortium Chair and submitted to the current Chair and Vice-Chair of the Board for their approval.
      2. Deposits to and withdrawals from this fund will be documented and reported to the Board as they are made.
  • A full financial statement, indicating deposits, withdrawals, and student awardees will be provided to the AIME Board within 60 days of the end of the conference for any given year.
  1. The fund shall exist as long as it has a positive balance.
  1. Any proposed changes in the constitution must be notified by the Chair to members of the Board at least one month before the meeting at which they are to be considered. At that meeting they must receive the approval of at least two thirds of those members attending (rounded to the nearest integer) in order to be accepted.
  2. The Board may be dissolved in one of two ways:
  • by a motion of dissolution at a meeting of the Board approved by at least two thirds of those members attending (rounded to the nearest integer);
  • by failure of the Chair to constitute a quorate meeting on three successive attempts to do so.

 

 

ADDENDUM

 

Current board members (starting 2019):

John Holmes (chair)

Mar Marcos  

Allan Tucker

Milos Hauskrecht

Lucia Sacchi

Annette ten Teije

Paolo Terenziani

David Riano

Pepe Juarez

Barbara Oliboni

Stefania Montani

Robert Moskovitch

Szymon Wilk

Stefan Darmoni

Syed Sibte Raza Abidi

 

 

Former board members:

Ameen Abu-Hanna (until 2015)

Steen Andreassen (until 2013)

Pedro Barahona (until 2011)

Riccardo Bellazzi (until 2015)

Carlo Combi (until 2015)

Amar Das (until 2019)

Michel Dojat (until 2013)

John Fox (until 2011)

Catherine Garbay (until 2011)

Werner Horn (until 2011)

Katharina Kaiser (until 2015)

Elpida Keravnou-Papailliou (until 2011)

Roque Marin Morales (until 2019)

Nada Lavrac (until 2013)

Peter Lucas (until 2013)

Silvia Miksch (until 2013)

Mark Musen (until 2011)

Niels Peek (until 2017)

Mor Peleg (until 2017)

Christian Popow (until 2019)

Silvana Quaglini (until 2013)

Yuval Shahar (until 2015)

Mario Stefanelli (until 2011)

Samson Tu (until 2017)

Blaz Zupan (until 2017)

 

 

For the purpose of ensuring a proper rotation of the membership, the following individuals will retire in the next years, unless they are reappointed for a second six-year term (Art. 6):

 

 

2019:  Mar Marcos (appointed for second term 2019-2025)
Christian Popow
Amar Das ‎
Allan Tucker (appointed for second term 2019-2025)
Milos Hauskrecht (appointed for second term 2019-2025)
Roque Marin Morales

 

2021:  Lucia Sacchi
Annette ten Teije
Paolo Terenziani
David Riano

            John Holmes

 

2023:  Pepe Juarez

            Barbara Oliboni

            Stefania Montani

            Szymon Wilk

            Stefan Darmoni

 

2025:  Robert Moskovitch

Syed Sibte Raza Abidi

Pedro Henriques Abreu

Allan Tucker

Mar Marcos

Milos Hauskrecht