MICCAI Society Special Interest Group Application Guidelines

The SIG-Subject is an integral part of the MICCAI Society. Promoting the SIG-Subject and aligning it with other MICCAI Society efforts, such as hosting a conference in synergy with the annual MICCAI Society conference, expands the depth and breadth of the impact that SIG-Subject methods can have on the research, conferences, workshops, and applications of MICCAI.

The SIG-Subject will also have the potential to build consensus regarding standards and best practices in the field, by fostering inclusively and integrating the expertise of the minor and major SIG-specific laboratories in academia and industry, from around the world.

SIG-Subject members will benefit from having a stable infrastructure, open channels for communications and collaboration, and guidance from leading experts as our community scales up and adopts tested processes and procedures to support its growth. We will develop and continuously refine the goals, aims, and values of the SIG-Subject, based on the experience of and guidance from the MICCAI Society.

To fulfil our goals, the SIG-Subject can expect:

• The MICCAI Society will help with advertising the SIG, its activities, and its events
• The MICCAI Society will provide a subdomain within the miccai.org domain to create SIG-Subject specific content such as event web pages, mailing lists, and restricted pages
• The MICCAI Society will provide an annual budget of up to $5,000 USD to cover expenses throughout each fiscal (i.e. calendar) year, including at SIG events as well as during the main MICCAI conference, e.g. best paper awards, travel awards, keynote speakers. Any carry-over of this budget from one year to the next will require prior approval of the MICCAI Society board.
• The SIG-Subject has the option to request additional funds, each year, in support of SIG conferences, workshops, summer/winter schools, and other outreach and educational events.
• The MICCAI Society will provide administrative support and infrastructure related to paper review management, financial and legal matters, code-of-conduct policies, membership management, and conference/event management, at reasonable pre-determined prices.
• The SIG-Subject will have freedom in making decisions regarding its membership, scope, events, and focus as long as those decisions are consistent with the goal of operating as a MICCAI SIG that supports and promotes the MICCAI Society and its SIG-specific members.
• The SIG-Subject board members or at least the President, Treasurer and Secretary, must be full and current members of the MICCAI Society.
• The SIG-Subject will require its members and event organizers and attendees to adhere to a code of conduct policy that matches and/or closely mimics the MICCAI Society Code of Conduct Policy.
• The SIG-Subject will indemnify and hold harmless the MICCAI Society and its Board of Directors for all SIG actions and events.

Funds and continuation of the SIG will be evaluated by the MICCAI Society every year. For this, the SIG Board will send a report to the MICCAI Society Board detailing the SIG’s activities and finances.

The SIG may dissolve itself and discontinue its activities with the MICCAI Society at any time, if approved by the majority vote of the SIG board. The lifespan of a SIG is 3 years. After 3 years, SIG can be renewed or re-applied subject to a new application form and evaluation by the MICCAI Board.

The SIG-Subject Board will consist of an odd number of maximum 11 members. The Board takes decisions by majority vote. The President decides in the event of a tied vote. Members must rotate off after serving for a number of years. Typically, one or more members of the general and program chairs of an annually held SIG event will join the SIG board after a SIG event bid has been accepted or a SIG event has been successfully organized. Every year additional SIG board members of the earliest organized SIG event will rotate off, except in the first years (maximum five). A broad call for nominations will be issued via SIG and MICCAI websites and mailing lists. Selection will be performed by the majority voting in the SIG Board.

The SIG-Subject Board will meet at least twice a year. One meeting will be held during the MICCAI conference and another may be scheduled as a teleconference or an annual SIG event.

SIG Board members are expected to attend the annual MICCAI conference. SIG board members not attending two conferences in a row are expected to leave the board, unless the absence is due to exceptional circumstances. Calls for new members may be issued via the SIG and MICCAI Society websites and mailing lists.

The President, Treasurer and Secretary must be full and current members of the MICCAI Society. The Executive board members of the SIG-Subject will have the following responsibilities:

President

• The President is responsible for coordinating all functions of the Board
• The President chairs all Board meetings and sets the Board agenda
• The President promotes and conducts public relations
• The President will co-sign large (>$2000) payments with the Treasurer
• The President is elected from among SIG members after public nomination by the SIG members
• The President’s term is 5 years maximum. A President cannot be immediately nominated for re-election at the end of their term, but can be nominated for subsequent elections.

Secretary

• The Secretary shall schedule meetings of the board and the SIG
• The Secretary will assist the President in preparing agendas for the meetings and shall circulate the agendas in advance of meetings.
• The Secretary shall keep an accurate record of all meetings of the Board and will prepare draft minutes to be edited by the President and shall then circulate the minutes to SIG members.
• The Secretary promotes and conducts public relations
• The Secretary is elected from among SIG members after public nomination by the SIG members
• The Secretary’s term is maximum 5 years. A secretary cannot be immediately nominated for re-election at the end of their term, but they can be nominated for subsequent elections.

Treasurer

• The Treasurer is primarily responsible for all operations requiring any part of the SIG budget
• The Treasurer shall keep correct, complete and current records of accounts showing the actual financial condition of the SIG account
• The Treasurer shall be responsible for maintaining the accounting and spending practices of a non-profit entity in the USA, as part of the non-profit MICCAI Society.
• The Treasurer shall maintain full transparency in its accounting and spending practices for the MICCAI Society Secretariat and Treasurer.
• The Treasurer shall present a financial report at all regularly scheduled SIG meetings
• The Treasurer will keep a count of SIG members
• The Treasurer will keep a count of SIG events
• The Treasurer is elected from among SIG members after public nomination by the SIG members
• The Treasurer’s term is maximum 5 years. A treasurer cannot be immediately nominated for re-election at the end of their term, but they can be nominated for subsequent elections

To ensure continuity in the Executive board, we encourage that President, Secretary and Treasurer do not rotate off at the same time. Hence, we expect that the first rotations of the President, Secretary and Treasurer will occur in 2,3 and 4 years (in any order). Thereafter, the terms will be for two years.

We propose the following initial composition:

• President
  • Name
  • Affiliation
  • Email
• Secretary
• Treasurer
• Additional Board members (ideally more than 10)

Roadmap for 20XX (enter year as appropriate)

• Setting up the website infrastructure for the SIG-Subject as a subdomain of miccai.org, before the next annual MICCAI conference, where activities of the SIG will be listed.
• Setting up a SIG mailing list to communicate with members and other related communities
• Holding a first board meeting to talk about new developments and plans at [SIG event]
• Engaging with related workshops submitted to the MICCAI Conference to offer keynote sponsorship and support
• Support the organization of [SIG event 20XX] and plan [SIG event 20XX]

Roadmap for 20XX (enter year as appropriate)

• Support the organization of [SIG event 20XX] and plan [SIG event 20XX]
• Offer support for the organization of MICCAI satellite events on SIG-specific topics, e.g., through sponsorships of keynotes and student awards.

Roadmap for 20XX (enter year as appropriate)