Clinical Oncology Academic Committee

Terms of reference

1. To advise the Faculty on matters relating to academic development and Clinical Oncology research.
2. To explore methods by which the RCR can encourage and facilitate research in Clinical Oncology, in close collaboration with CTRad.
3. To explore methods by which the RCR can increase the number and quality of research-active and academic Clinical Oncologists within the UK.
4. To provide active support to trainee and consultant Clinical Oncologists commencing or developing a research-based career.
5. To advise the Specialty Training Board on training issues relating to academic training posts in Clinical Oncology.
6. To advise the Professional Support and Standards Board on post-CCT issues, including those relating to job planning and the need for protected time for research and academic activities.
7. To liaise with the Editor of Clinical Oncology about developing appropriate mechanisms for promoting research outputs via the journal.
8. To define criteria and terms of reference for RCR and joint-RCR Research Fellowships. To liaise with funding bodies in accordance with the agreed arrangements for individual fellowships, and to contribute as agreed to the ongoing scheme arrangements and support of individual fellows.
9. To explore and develop arrangements for proposed joint funding of research with other appropriate research funding bodies and to make recommendations in that regard to the CO Faculty Board.
10. To develop proposals to provide research career guidance, training in research techniques and opportunities for networking among research-active clinical oncologists (both trainees and consultants) developing research activities. This should include recommendations as to budgets for such activities which may extend to proposals for meetings.
11. To make recommendations on research awards and project grants when budget allows (via the Chair to Specialty Training Board for ratification).
12. To assist the CO Professional Learning and Development (PLD) Sub-Committee in the development of the research and scientific aspects of the Professional Learning and Development offering and the RCR component of the NCRI Annual Meeting.
13. Annually, and in accordance with the RCR budgetary processes, to provide advice to the CO Faculty Board on the appropriate allocation of monies from the Clinical Oncology Research Fund in support of activities proposed by the committee.

Membership

14. The number of appointed members of the Committee should be determined by the Chair in consultation with the Vice President, Clinical Oncology and other Officers as necessary, ideally:

• Chair of the Academic Committee
• Research-active Clinical Oncologists from university departments, including those who are research-active in the field of Radiation Oncology
• Clinician scientists in the field of oncological sciences from relevant academic institutions
• Representatives from CTRad, the nature of which to be determined by discussion with the CTRad chair

• Two trainee representatives – one of whom will also sit on the Oncology Registrars’ Forum: i) A junior trainee (ST3-5) on an academic pathway. This individual is most likely to be in an Academic Clinical Fellow (ACF/SCRED) post. ii)  A senior trainee (ST6-7) who satisfies one or more of the following criteria: currently out of programme undertaking research for a PhD or MD; recently completed a PhD or MD; in a Clinical Lecturer post.

• One Lay Member
• The possibility of appointing a Medical Oncologist subject to discussion with the inaugural committee chair

15. Appointed members are appointed by the Vice President, Clinical Oncology in consultation with the Chair of the committee. Appointed members serve for terms of three years, renewable (at the discretion of the committee chair and Clinical Oncology Vice President) for a further term of up to three years and no more. The length of service of initial appointees to the committee will need to be staggered to ensure that not all members are due to stand down at the same time.

Trainee representatives serve for terms of two years. If a representative completes training during their two year term, they will not be required to stand down immediately and may remain on the Committee for up to six months post CCT or until the end of their two year term, whichever comes first. The junior representative may not continue to serve if they cease to train on an academic basis.

16. Ex-officio members of the committee: the Vice President Clinical Oncology, the Medical Director Professional Practice Clinical Oncology, the Medical Director Education and Training Clinical Oncology, the Treasurer, the Editor of Clinical Oncology and the Chair of the Clinical Oncology PLD Sub-Committee.

17. All clinical members of the committee shall hold a current licence to practise, be in good standing and be in active clinical practice at the time of their appointment.

18. The membership should reflect the diversity of the profession as far as possible and where appropriate, should reflect the work being done. It should also reflect the geographical spread of members and the sub-specialisation of clinical oncologists.

19. Members must abide by any stated or implied confidentiality that attaches to the work of the committee during or after any period of membership.

20. Members must comply with the provisions of the Data Protection Act 1998 as regards processing and disclosure of any personal data where it is made available to them as part of the work of the committee.

Chair

21. The Chair will serve for a term of three years renewable (at the Vice President’s discretion) for a further term of up to three years and no more. The inaugural chair will have an interim appointment for 2 years. A committee member who is subsequently appointed as Chair of the committee will not have counted against his or her term of office as Chair any period of service as member of the committee.

22. The Chair shall be appointed ex-officio to the Clinical Oncology Specialty Training Board, Clinical Oncology Faculty Board and the PLD Committee. He/she shall ensure appropriate linkage to the Clinical Oncology Professional Support and Standards Board. If the Chair cannot attend a Specialty Training Board meeting, a substitute should be provided.

23. The duties of the Chair will include:

• An expectation of Chairing all meetings of the Committee
• Ensuring that the Terms of Reference are observed
• Engaging all members of the committee in the committee’s work
• Reporting to the Vice President, Clinical Oncology where a member fails to be active or fails to attend meetings so that the Vice President can form a view as to whether a member should be invited to vacate his or her place
• Regular attendance at the Speciality Training Board, with attendance (or arranging for the attendance by a deputy) at the Professional Support and Standards Board where appropriate
• Regular attendance at meetings of the Clinical Oncology Faculty Board, ensuring a report on the work of the committee at least once per year
• Attendance at agreed European policy committees, such as the European Society for Therapeutic Radiology and Oncology (ESTRO)
• Ensuring that relevant matters are drawn to the attention of the Vice President, Clinical Oncology and other Clinical Oncology Officers, and the Faculty Board as appropriate
• Ensuring that links and liaison are established with other relevant College bodies and Special Interest Groups
• Reviewing the work of the committee at least once during his or her term of office and making any recommendations to the Vice President of the Faculty of Clinical Oncology.

24. In the absence of the Chair, meetings will be chaired by a nominated deputy.

Operation

25. There will normally be three meetings in each College year.
26. The quorum shall be not less than three appointed members, to include the chair or deputy chair, and at least one RCR Officer.
27. The committee is accountable to the Clinical Oncology Faculty Board and will ensure appropriate linkage to the Clinical Oncology Specialty Training Board and Professional Support and Standards Board.
28. The minutes of the committee will be presented to the Clinical Oncology Specialty Training Board and the Professional Support and Standards Board.
29. The committee will report at least annually to the Clinical Oncology Faculty Board on its work.
30. The responsibility for administration of the academic committee will rest with the Directorate of Specialty Training
31. The committee will not express any opinion or make any statement publicly or to the media on behalf of the RCR that is held out to be a view from the RCR without first consulting and agreeing the approach with the Vice President, Clinical Oncology.
32. The committee will not send representatives to other bodies or meetings on behalf of the RCR unless this has been agreed in advance with the Vice President, Clinical Oncology.

Approved by the Board of the Faculty of Clinical Oncology:   2 February 2017