May 2008

I. ADMINISTRATION

A. Election of Officers
B. Officers Responsibilities

1. President
2. President-Elect
3. Immediate Past President (Chair of the Board)
4. Treasurer
5. Board of Directors

C. STAFF

1. The Executive Director

a. Duties
b. Publisher
c. Memberships

2. Vice President of Operations
3. Director of Internet Publishing
4. Director of Scientific Services
5. Director of Administration and Finance
6. Director of Education
7. Director of Meetings
8. Member Services Manager
9. Electronic Publishing Manager
10. Publications Manager
11. Marketing Manager
12. Advertising Sales Manager
13. Approved Methods and Check Services Manager
14. Information Services Manager

D. Funds

1. Handling of Funds
2. Staff Travel Expenses
3. Officers and/or Board of Directors Expenses

E. Local Sections and Divisions

1. Certificates
2. Model Bylaws
3. Annual Reports to Board

F. Strategic Plan
G. Foundation
H. Regional Office

II. PANELS

A. Publication Panel
B. Professional Development Panel
C. Scientific Advisory Panel

III. INTERNATIONAL EXECUTIVE COUNCIL

IV. COMMITTEES

A. Administrative Committees

1. Check Sample
2. Corporate Development
3. Executive
4. Finance
5. Headquarters Operations
6. International Member Forum
7. Program Advisory
8. Retiring President's Recognition
9. Scholarship Committee
10. Nominations Committee

B. Awards Committee

1. Policies and Procedures
2. Awards Committees
3. Awards

a. AACC Intl. Fellows
b. Alsberg-French-Schoch Memorial Lectureship
c. Applied Research
d. Carl Wilhelm Brabender
e. Edith Christensen
f. Excellence in Teaching
g. Honorary Membership
h. Thomas Burr Osborne Medal
i. William F. Geddes Memorial
j. Young Scientist Research

4. Award Juries
 

C. Approved Methods Committee

1. Organization
2. Appointments
3. Meetings
4. Reports
5. Method Development
6. Revisions
7. Cooperation with other Societies

V. PUBLICATIONS

A. Cereal Chemistry

1. Publication Policy
2. Editorial Policy

B. Cereal Foods World

1. Publication Policy
2. Editorial Policy

C. Membership Directory
D. Approved Methods
E. Books and Other Publications

1. Pricing
2. Acquisitions

VI. MEETINGS

A. General Policies
B. Annual Meetings

1. Time and Place
2. Local Arrangements

C. Other Association Meetings

VII. RELATIONS WITH OTHER ORGANIZATIONS

A. Policy Guidelines
B. Use of AACC International Name and/or Logo

I. ADMINISTRATION

I.A. ELECTION OF OFFICERS

Nominees for officers of the Association shall be proposed by the Advisory Council and Nominating Committee as specified in the Constitution. The Nominating Committee shall verify the eligibility of each nominee proposed by the Advisory Council. The Executive Vice President shall also verify the willingness of the nominee to accept the nomination. He/she shall prepare an election ballot which, in addition to a listing of nominees, shall contain blank lines for write-ins for each vacant office. The Nominating Committee shall obtain biographical information from each nominee.

No later than 150 days after the Annual Meeting, the Executive Vice President shall send to each member in good standing an official election ballot, a biographical sketch of each nominee, a ballot envelope, a return envelope, and a covering letter of instructions. These instructions shall indicate that voting is restricted to one candidate only for each vacancy, that the ballots must be sealed in the special ballot envelope without signature, and that the ballot envelope must be enclosed in the furnished outer envelope which must be signed. The ballots shall declare the deadline for their return, which shall be no later than 90 days after the ballots are mailed.

Completed ballots received by mail by or before the deadline established for their receipt shall be opened by the Executive Vice President and the votes tabulated. Immediately upon completing of the tabulation of the votes, the Executive Vice President shall transmit in writing to the President the results of the tabulation. The President will then notify each candidate receiving the greatest number of votes for a particular office that he/she has been elected to that office or seat on the Board of Directors. The President will authorize the Executive Vice President to release the information to the press at his/her discretion. The Executive Vice President shall retain and safe-guard the ballots until after the elected persons are installed.

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I.B. OFFICERS RESPONSIBILITIES

I.B.1. PRESIDENT

a. In addition to the duties specified in the constitution, the President is responsible for the duties described in the bylaws, strategic plan, and those duties which may vary with the issues of the Association.

b. The President is the most visible officer of the Association and represents the Association directly or indirectly in all affairs of the organization outside the Association.

c. The President will be in regular communication with the Executive Director and other appropriate staff.

d. The President will decide if it is appropriate to proceed with Association business or refer matters to the Board of Directors, the Executive Committee, staff or other committees.

e. The President serves on the Headquarters Operating Committee, the Executive Committee, the Finance Committee, and may serve on any other committees of the Association at his or her discretion.

f. The President appoints and provides a charge/timeline to all ad hoc and task groups as necessary to address the short term issues of the Association.

g. The President recommends the dates for the mid-year meeting of the Board of Directors.

h. The President presides at the annual business meeting of the Association and hosts the President's reception at the annual meeting.

i. The President will maintain communications with all committees, sections, and divisions, updating them on the Board of Director's actions, changes in the strategic plan, and request reports on committee activities.

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I.B.2. PRESIDENT-ELECT

a. In addition to the duties specified in the constitution, the President-Elect is responsible for the duties as described in the bylaws and the strategic plan.

b. The President-Elect is expected to attend the Board of Directors meetings at the annual meeting immediately preceding his/her term of office, as a non voting member to learn the responsibilities of the office from the incumbents.

c. The President-Elect is expected to attend the mid-year meeting immediately following their election, as a non-voting member to learn the responsibilities of the office from the incumbents.

e. The President-Elect will attend as many Association functions as possible to grasp the workings of the organization.

f. The President-Elect serves on the Headquarters Operating Committee, the Finance Committee, the Executive Committee, and other committees deemed necessary by the President.

g. The President-Elect appoints a Director for a three year term with the approval of the Board of Directors. Such appointments should be made within 60 days after being elected to allow the new Director time to get acquainted with Board activities.

h. The President-Elect appoints chairs and open vacancies on all Panels, Administrative Committees, the Approved Methods Committee Chair, and the International Executive Council members. All such appointments should be made at least 60 days before the annual meeting of the Association, and become effective when the President-Elect takes office at the meeting's conclusion.

i. The President-Elect appoints the Program Chair for the annual meeting of the Association three years hence with approval of the Board of Directors. This appointment should be made 60 days after election results are announced to allow the new Program Chair time to begin advanced program planning.

j. The Executive Director and staff will provide the new President-Elect with a briefing book on the Association and background information on current issues.

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I.B.3. IMMEDIATE PAST PRESIDENT (CHAIR OF THE BOARD)

a. In addition to the duties specified by the Constitution, the Immediate Past President is chair of the Headquarters Operating Committee in even years.

b. The Immediate Past President chairs the mid-year and annual meeting of the Board of Directors and all teleconferences, and is responsible for expediting the proceedings. The Immediate Past President creates the agenda in consultation with the Executive Director.

c. The Immediate Past President will designate a staff person or appropriate committee member to act as Secretary during Board of Directors and Executive Committee meetings or conference calls. This person will record the business at these meetings, prepare official minutes, and coordinate an action list based on minutes of these meetings. Minutes must be accurate, concise, and comprehensive.

d. The Immediate Past President chairs the Executive Committee.

e. The Immediate Past President will coordinate Board of Directors votes taken on actions between regularly scheduled meetings.

f. The Immediate Past President will chair the newcomers meeting at the annual meeting of the Association.

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I.B.4. TREASURER

a. In Addition to the duties specified in the Constitution, the Treasurer will chair the Finance Committee and is responsible for organizing the agenda for their meetings. The Treasurer, as chair of the Finance Committee, is primarily responsible for tracking the budget, proposing an annual financial plan to the Finance Committee, and developing budget goals three years in advance.

b. The Treasurer serves as an ex-officio member of the Association’s Foundation and the Publication Panel.

c. The Treasurer will request financial analysis of the Association’s programs and services, and potential new projects.

d. The Treasurer is responsible for organizing the financial agenda for the Board of Director’s meetings.

e. The Treasurer, in conjunction with appropriate committees and staff, assures that surplus Association funds are invested properly.

f. The Treasurer is responsible for other duties as specified in the Strategic Plan.

g. The Treasurer maintains regular communication with the President, Board of Directors, Finance Committee, various other committees, the Executive Director, staff finance director, and other staff regarding the Association’s finances.

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I.B.6. BOARD OF DIRECTORS

a. In addition to the duties specified in the Constitution, Directors often chair or serve on committees as appointed by the President or President-Elect.

b. Incoming Directors are expected to attend or participate in Board of Directors meetings immediately preceding their term of office, as non-voting members, to learn their responsibilities from incumbents.

c. The Executive Director and staff will provide new Directors with a briefing book on the Association and background information on current issues.

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I.C. STAFF

I.C.1 THE EXECUTIVE DIRECTOR

The Executive Officer of the Association shall carry the title Executive Vice President. he/she shall be the chief administrator officer of the Association.

1. Duties. He/she shall maintain the headquarters of the Association, and shall purchase, hire, or contract for such services, supplies and equipment as are necessary for its operation and within the limitations of the budget fixed by the Board of Directors. He/she shall cause the accounts of the Association to be audited annually by a Certified Public Accountant.
   
   He/she will work closely with the Officers and Board of Directors to define the vision of AACC International and develop strategies to attain that vision.
   
   He/she shall make an annual report to the Board of Directors, including a resume of the operations of his/her office and such other items as the Board may from time to time direct. The office of Executive Vice President shall carry a surety bond (blanket dishonesty coverage on all employees) at all times equal to or greater than the maximum amount permitted in the operating fund.
   
   The Executive Vice President shall be an ex-officio member of all administrative committees of the Association. The chair of each said committee is responsible for keeping the Executive Vice President informed as to pertinent business before the committee including any meetings, which are called. The function of the Executive Vice President shall be to guide committee chairs in their responsibilities and facilitate continuity of activities and operations of the committees.
   
   The Executive Vice President may delegate any and all of the above to senior members of the staff when circumstances dictate.

2. Publisher. The Executive Vice President of the Association shall be the Publisher of both Cereal Chemistry and Cereal Foods World. He/she is responsible for hiring the Editor-in-Chief and Editor.

3. Memberships. The association shall maintain memberships in appropriate professional organizations for the Executive Vice President. Such organizations would include the American Society of Association Executives, the Council of Engineering and Scientific Society Executives, and similar groups. Expenses connected with attendance of the Executive Vice President at meetings of organizations shall be borne by the Association and shall be included in the staff travel budget.
   
   The Executive Vice President shall be authorized to accord similar privileges as above to key members of the headquarters staff. All memberships and associated expenses shall be included in the budget.

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I.C.2. VICE PRESIDENT OF OPERATIONS

The appointment shall be made by the Executive Vice President and the position will report to him/her. The primary responsibilities include integrating staff resources with member needs, administration of the daily operations of AACC International, and supervision of staff leaders responsible for the operational and business centers. Positions reporting to the Vice President of Operations include: Director of Administration and Finance, Director of Education, Director of Meetings, Member Services Manager, Electronic Publications Manager, Publications Manager, Marketing Manager, Advertising Sales Manager, and Information Services Manager.

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I.C.3. DIRECTOR OF INTERNET PUBLISHING

The appointment shall be made by the Executive Vice President, and the Administrative Director of Publications and Technology shall report to him/her. The primary responsibility of the position is to supervise development of Internet products and services.

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I.C.4. DIRECTOR OF SCIENTIFIC SERVICES

The appointment shall be made by the Executive Vice President, and the position shall report to him/her. The primary responsibility of the position will be to serve as Editor-in-Chief of Cereal Chemistry, administer the Approved Methods and check service programs, serve as acquisitions editor of publications, and answer general inquires.

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I.C.5. DIRECTOR OF ADMINISTRATION AND FINANCE

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities of the position include: provide timely accounting statements, manage investments and cash, monitor pension and insurance protection, oversee external audits, assure compliance with government regulations, ensure maintenance of benefits programs, supervision of shipping/receiving and grounds and building maintenance.

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I.C.6. DIRECTOR OF EDUCATION

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities of the position include: working closely with the Professional Development Panel, supervision of educational activities, including short courses and workshops and, act as Editor-in-Chief of Cereal Foods World to determine the editorial direction content.

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I.C.7. DIRECTOR OF MEETINGS

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibility of the position will be to coordinate, supervise and direct the operational activities associated with the annual meeting of the Association.

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I.C.8. MEMBER SERVICES MANAGER

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities of the position include: develop and implement strategies to increase and maintain visibility with the membership, prospective membership, and public and related associations.

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I.C.9. ELECTRONIC PUBLICATIONS MANAGER

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities of the position include: develop new electronic based products, implement product marketing plans, and ensure ongoing product quality.

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I.C.10. PUBLICATIONS MANAGER

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities of the position include: develop and implement publishing processes, ensuring book and journal quality meets the needs of authors and members and oversees personnel in this regard.

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I.C.11. MARKETING MANAGER

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities include: work closely with Publications Panel, develop and implement a publications marketing program and oversee personnel in this regard.

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I.C.12. ADVERTISING SALES MANAGER

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities include: direct and oversee the sales activities of AACC International including marketing, exhibits, adverting, and sales staff.

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I.C.13. APPROVED METHODS AND CHECK SERVICES MANAGER

The appointment shall be made by the Director of Scientific Services and the position shall report to him/her. The primary responsibilities of the position include: work closely with the Approved Methods Chair, conduct and coordinate all aspects of recording and reporting the analytical results, interacting with subscribers and contractors and promoting/improving AACC International Check Sample Services.

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I.C.14. INFORMATION SERVICES MANAGER

The appointment shall be made by the Vice President of Operations and the position shall report to him/her. The primary responsibilities of the position include: manage the computer systems including software, hardware, and personnel, monitor and update technology plan, supervise acquisition of outside services.

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I.D. FUNDS

I.D.1. HANDLING OF FUNDS

The funds of the Association shall be deposited only in banks covered by Federal Deposit Insurance or in investment securities approved by the Finance Committee. There shall be two or more accounts:

1. A general or lock box account into which all moneys received by the Association shall be deposited. This account shall be an interest-bearing account. Transfers from this account to regular checking accounts shall be made only by the Executive Vice President, the Director of Finance & Administration and/or other individuals designated by the Board of Directors. Transfers shall be made by phone to the chief teller at the depository bank.
2. An operating or checking account for all operating expenditures shall be established to pay on-going obligations of the Association. The account shall maintain only the balance required to cover checks outstanding . Checks drawn on this account shall be signed by the Executive Vice President or an alternate on the staff approved by the Executive Vice President and the Board of Directors. Individuals signing checks cannot have responsibility for reconciliation.
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3. In order to minimize check writing, a joint checking account between The American Phytopathological Society and AACC International is authorized. This account shall be used for the payment of expenses connected with the operation of the headquarters building, furniture and equipment purchases, and other items that will be shared jointly by the two societies. Funds for this account shall be transferred from the general account as needed. Authorized signatures on this account shall be the Executive Vice President, a staff member designated by the Executive Vice President and the Treasurer of society.
4. Funds in the Alsberg-French-Schoch Memorial Lectureship, consisting of a principal sum of $10,500, together with accrued interest there from, shall be segregated from all other funds of the Association via appropriate accounting methods. The fund may be pooled with other funds of the Association in order to maximize the interest. Disbursements are to be limited to the prescribed $2000 to the Lecturer and to reimburse the Association for administrative costs, primarily that of a suitable plaque. Disbursements are to be made only from the accrued interest.
5. Cash reserves of the Association should be deposited in commercial banks and/or savings and loan associations of good reputation and having substantial holdings in government securities or other investments as approved by the Finance Committee. Cash reserves of the Association as well as other funds, may be pooled with those of its administrative sister society, The American Phytopathological Society, in order to maximize accrued interest.
6. The Association shall maintain a liability policy in the amount of three million dollars. This policy is to cover the headquarters office, the meetings of the Board of Directors, the Annual Meetings, and any special meetings of the Association.

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I.D.2. STAFF TRAVEL EXPENSES

Travel by the Executive Vice President and other members of the staff shall be approved by the Finance Committee and the Board of Directors, as part of the annual budget. When emergencies require travel in excess of the budget, approval must be obtained in writing from the Treasurer. The Executive Vice President must approve and initial the expense accounts of all staff members. Likewise, the Executive Vice President must file expense accounts and have them initialed by the Treasurer or Controller.

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I.D.3. OFFICERS/BOARD OF DIRECTORS EXPENSES

The Association will pay the expenses of anyone required to be present at a meeting of the Board of Directors if such expenses cannot be charged to that individual's company or institution. The above, however, does not apply to Board of Director's meetings held in conjunction with regular Annual Meetings of the Association. Officers' travel expenses will be paid if they have been officially asked by the Executive Vice President to represent the Association.

The Board of Directors shall authorize the Executive Vice President to maintain an Officers and directors liability policy in the amount of one million dollars. The premium shall be included in the annual budget.

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I.E. LOCAL SECTIONS AND DIVISIONS

I.E.1. LOCAL SECTION CERTIFICATES

Local Sections or Divisions which have been chartered by the Board of Directors will receive suitable certificates which conform with a pattern approved by the Board. A copy of said certificates will be kept on file in the headquarters office. The certificate shall bear the Association's seal and the signature of the President and the Secretary of the Association.

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I.E.2. MODEL BYLAWS

The constitution and bylaws of any chartered Local Section or Division of the Association must be in accordance with the uniform basic bylaws.

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I.E.3. ANNUAL REPORTS TO BOARD

At the time Local Section or Divisions make their annual reports to their membership, copies of such reports must also be forwarded to the Executive Vice President. Such reports must include a clear statement of financial operations and status for the year.

Each division is required to submit a brief report of activities during the year to the Board of Directors. This report shall be sent by the Division Chair to the Secretary, no later than one month before the Annual Meeting.

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I.F. STRATEGIC PLAN

The Strategic Plan is a document providing a framework for future AACC International direction. It exists to assess the manner in which the AACC International can best serve its members, to set priorities for programs, services and activities and, to determine the resources required to implement these programs, services, and activities. It is a document subject to change as the Association changes.

It is the responsibility of the Board of Directors to revise and update the Strategic Plan at least once a year. Usually this is accomplished at the spring meeting. The current Strategic Plan should also be made available to members of the association and periodically be published in Cereal Foods World.

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I.G. FOUNDATION

The AACC International Foundation is authorized by the Constitution which specifies the purpose, administration, and funding. The AACC International Board of Directors appoints three of the five voting Foundation Board members from nominations submitted by the Executive Committee. In addition, the AACC International Treasurer, Chair of the Scholarship Committee, and the Executive Vice President will hold non voting seats on the Foundation Board. Two voting members of the Foundation Board are appointed by the Foundation Board. Foundation Board members are appointed for a five year term on a staggered basis. Vacancies on the Foundation Board shall be appointed by the Board of Directors of Foundation Board, depending on which Board originally made the appointment.

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I.H. REGIONAL OFFICES

Regional offices may be established to service the needs of international members. The Executive Vice President is authorized to purchase services which include marketing of all AACC International products, book storage and shipping, accounting, site arrangements for short courses, and representation at industry exhibits.

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II. PANELS

All panels are responsible to the AACC International Board of Directors. Each is responsible for accomplishing its part of the Association's Strategic Plan.

Each panel will consist of Co-Chairs, plus nine Association members. Panel members shall be appointed for three-year terms by the President-Elect. If a Panel is divided into working groups, terms shall be rotated so that the rotation is divided equally between working groups to the extent possible. Panel members shall be selected to represent membership (with representatives from government, academia, and industry and a diversity of age, gender, and geographic location).

The co-chair arrangement will consist of a Chair appointed from the membership and an appropriate Staff member as Co-Chair (without vote). The membership Chair shall also be appointed by the President-Elect for a three-year term. The Staff member Co-Chair shall be appointed annually by the Executive Vice President. To provide a clear connection to the Board of Directors, a designated Board member will also serve on each panel.

Other AACC International Staff may work with a Panel (without vote).

Panels may establish ad hoc committees for special projects. (If such committees include members not on the Panel, persons to serve on ad hoc committees shall be recommended to the President-Elect, who makes the appointments).

Panels will meet at the Annual Meeting and, in the interim, at least every other month via conference calls or electronic meetings. Mid-Year, face-to-face meetings may be called as needed with permission of the Executive Committee.

Panels shall estimate any and all financial implications of proposed projects and recommendations for action.

Panels may request budgets.

Minutes of each Panel and working group meetings shall be taken by a Panel member or attending AACC International Staff member. Minutes shall be circulated electronically to Panel members and attending AACC International Staff with copies to the Chairs of the other two panels, the AACC International President, the Chair of the Board, the Executive Vice President, and the Vice President of Operations. Minutes shall be clear as to any requested/required actions by the Board of Directors or Staff.

In addition to the minutes, ongoing summary progress reports shall be provided by the Chairs to the Board of Directors and to the other two panels and from Staff to the Panel.

Panel Chairs shall establish and maintain regular communications to apprise each other of activities and developments, to seek advice and cooperation, and to coordinate activities.

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II.A. PUBLICATIONS PANEL

II.A.1. The Publications Panel is responsible for long-range planning in all areas of AACC International publishing.

II.A.2. In addition to the Co-Chairs and nine Panel members, a representative of the Board of Directors and the AACC International Treasurer shall serve as members.

II.A.3. In addition to the general responsibilities noted in Section II for all Panels, the Publications Panel has authority and responsibility to:

1. Decide how best to meet the strategic goal of AACC International being the premier provider of scientific information in the cereals area,

2. Decide overall publications policy and vehicles.

3. With the Scientific Advisory Panel, provide oversight and review of all publications to ensure their scientific accuracy, technical quality, and suitability for intended audiences.

4. Communicate regularly with other panels. Receive suggested topics and titles from the Scientific Advisory Panel. Ensure that publications meet members' needs through feedback from the Professional Development Panel.

5. Establish and execute policies and procedures necessary for effective operation of the Publications Panel.

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II.B. PROFESSIONAL DEVELOPMENT PANEL

II.B.1. The Professional Development Panel is responsible for carrying out its part o the AACC International Strategic Plan. The Panel has the authority to set overall policy and establish vehicles for determining the professional development needs of members and to propose programs to meet those needs.

II.B.2. In addition to the Co-Chairs and nine panel members, a representative of the Board of Directors shall serve as members.

II.B.3. In addition to the general responsibilities noted in Section II for Panels, the Professional Development Panel has the responsibility and authority to:

1. Set overall policy in the area of professional development.

2. Develop mentoring programs.

3. Develop programs that facilitate networking.

4. Develop appropriate programs of recognition for member achievement and service.

5. Develop programs that support a culture of volunteerism.

6. Develop programs of life-long learning.

7. Develop leadership programs.

8. Provide input on membership recruitment and retention.

9. Establish vehicles to determine the wants, needs, and interests of members with regard to education, and career development.

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II.C. SCIENTIFIC ADVISORY PANEL

II.C.1. The Scientific Advisory Panel is responsible for identifying and monitoring scientific and public interest issues facing cereal and cereal-related industries world-wide, making recommendations to the Board of Directors or other Panels concerning any AACC International response, and otherwise to strengthen the scientific stature of the Association.

II.C.2. In addition to the Co-Chairs, nine panel members, a representative of the Board of Directors, and the AACC International representative to CAST shall serve as members. Technical Program Chairs for current and future annual meetings shall also serve as non-voting members.

II.C.3. In addition to the general responsibilities noted in Section II for all Panels, the Scientific Advisory Panel has the authority and responsibility to:

1. Decide how best to meet the strategic goal of being the premier provider of scientific information concerning cereal grains.

2. Decide after consultation with other Panels the best vehicle for disseminating information.

3. Develop a process for identifying and monitoring scientific and public interest issues facing cereal and cereal-related industries worldwide.

4. Decide how best to address each issue and make a recommendation to the Board of Directors.

5. Consult with Divisions and Technical Committees to identify experts for required tasks, such as developing white papers, editorials, and short courses.

6. Ensure that credible information is disseminated in a timely manner.

7. Recommend to the Board of Directors the position AACC International should take on cereal grain issues.

8. Establish and oversee a scientific lectureship program that provides a resource for Sections and other AACC International official meetings and identifies expert speakers to respond to outside requests.

When appropriate, respond to requests for information to the Association from government, industry, academia, and/or press.

Select spokespersons who can comment or draft positions concerning legislation and/or regulations of various world regulatory and/or governing bodies.

Ensure that position are fairly presented and represent differing corporate views and all parts of the globe.

Maintain communication with the Approved Methods and Technical Committees.

II.C.2. Any AACC International position statement developed by the Panel must be approved by the Board of Directors before release.

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III. INTERNATIONAL EXECUTIVE COUNCIL

The International Executive Council (IEC) shall be responsible for advising the Board of Directors on issues of specific relevance to the Association’s membership outside the United States. It will receive advice from the International Member Forum (IMF), of any products or services that should be organized to meet the needs of members and is charged with developing a 3-5 year strategy for AACC International’s activities outside the United States, and with making annual recommendations to the Board of Directors on implementation of the strategies.

The IEC is also charged with advising the Board of Directors on the international workshops/conferences that could be sponsored/endorsed by AACC International. Conference organizers are required to submit a formal plan to the IEC for its consideration and recommendation to the Board of Directors for final approval.

The Council shall consist of at least six members, with powers to co-op as required, and will include a chairperson appointed by the President Elect for a three year term which may be renewable at the Board of Directors discretion. The IEC chair, who preferably is, or has been, a member of the AACC International Board of Directors, will make up IEC. In addition, a staff member from the headquarters office and one from the Europe office will serve as non-voting members of IEC. Members will be appointed by the President Elect based on recommendations provided by IEC. Members will be selected so as to represent the geographical distribution of current or potential members from countries outside the United States. The term of appointment shall be three years with staggered terms, such that at least two new members are appointed each year.

The IEC is charged with making recommendations to the Board of Directors regarding Countries with Developing Economies (CDE) Membership benefits and country eligibility. CDE Membership will be based on the lists of Low Income and Low-to-Middle income countries published yearly by the World Bank. Individuals from countries identified by the IEC and endorsed by the Board of Directors may also be eligible for CDE Membership. To qualify, a region must submit a formal plan regarding its activities and its intentions to the IEC for endorsement who will make a recommendation to the Board of Directors.

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IV. COMMITTEES

IV.A. ADMINISTRATIVE COMMITTEES

IV.A.1. CHECK SAMPLE

The purpose of this committee is to monitor the Association's Check Sample Service to assure that the Service is providing the best possible range of samples to its subscribers in a timely manner. The Committee is responsible for advising the headquarters staff as to the type of samples that should be offered and deleting and samples that are no longer useful. The Committee shall consist of at least six members, each appointed for a period of three years with staggered terms, such that at least two new members are appointed each year. the Chair of the Committee for the following year shall be appointed by the President-Elect annually.

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IV.A.2. CORPORATE DEVELOPMENT COMMITTEE

This committee addresses special needs of corporate members by developing and implementing programs directed to those needs. Services include a corporate member newsletter; information mailings on emerging issues; technical program and luncheon at the Annual Meeting; listing as a supporter of AACC International in Cereal Foods World; special exhibits and promotions; and discounts on check sample service, short courses, books, and exhibits. The Committee will recruit new corporate members for the Association. The committee shall consist of nine members, each appointed for three years with staggered terms such that three members are appointed each year.

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IVA.3 EXECUTIVE COMMITTEE

The Executive Committee of the Association shall be a continuing committee, consisting of the President, President-Elect, Treasurer, and Chair of the Board. The term of office is three years upon accession to the office of President-Elect. The President shall serve as Chair of this Committee. The Executive Committee shall have the responsibility of supervising the administration of policies established by the Board of Directors. It shall have the authority of setting guidelines for the implementation of Board of Directors' policies by the Executive Vice President. It shall meet as often as necessary, between regular Board of Directors meetings, to carry out the functions delegated to it by the Board. The Executive Committee shall not have the authority to establish broad policies for the Association. Action by the Committee is subject to review and ratification by the Board of Directors. In order to conduct the business of the Committee, three of the four members must be present and all votes must be unanimous.

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IV.A.4. FINANCE COMMITTEE

The Finance Committee of the Association shall be a continuing committee, consisting of the Treasurer, President-Elect, and two other members of the Board of Directors, who shall be appointed by the President to serve terms of two years each. Terms shall be rotated so one new member is appointed each year. The Executive Vice President is an ex-officio member of the committee without voting privileges; the President, considered a member of all committees, thus also serves on the Finance Committee. The Treasurer shall chair the Finance Committee, and is responsible for taking minutes of meetings, or assigning this duty to another Committee member. The Finance Committee shall meet and review a preliminary financial report of the Association as prepared by the Executive Vice President. Based upon this report, the Committee shall consider the budget for the coming three years as proposed by the Treasurer and Executive Vice President, and make suitable recommendations to the Board of Directors. At this meeting, the committee also may review the salary schedule of the Association staff and the purchase of any major equipment as recommended by the Executive Vice President, and/or Headquarters Operations Committee. The Finance Committee may conduct its business by mail if a meeting is not feasible.

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IV.A.5.HEADQUARTERS OPERATIONS COMMITTEE

The Headquarters Operations Committee is a continuing committee. Its function is to establish policy for and oversee the operation of the headquarters building, including all matters related to the employment of the staff. Members of the Committee shall consist of the Chair of the Board, President, President-Elect, and Treasurer of the AACC International and of the American Phytopathological Society.

The Chair of the Committee shall alternate between the organizations on odd and even years. APS shall have the chair on the odd years, and the AACC International on the even years. To simplify the organization of the committee, both organizations have agreed that the Chair of the Board/Past President of each society shall assume the Chair of the Committee and shall retain that chair until the end of the prescribed term, even though the person may no longer hold office in his or her organization. The Committee shall meet at least once each year or on call by the Chair of the Committee to act on interim matters. The Committee shall have the authority to act on behalf of the Board of Directors in matters related to staff salary schedules, staff benefits, number of staff positions, and capitol expenditures. AACC International members of the Committee shall consider budget restrictions of the Association before approving expenditures not previously discussed with the full Board of Directors.

In the event the Committee is not able to agree, due to a tie vote, the question is referred to the respective governing bodies of the two organizations and a vote taken on the basis of proportional representation of the two groups.

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IV.A.6. INTERNATIONAL MEMBER FORUM

The purpose of the International Member Forum (IMF) is to identify special needs of members in countries outside of the United States, and to enhance the presence of AACC International in those countries. The IMF shall advise the International Executive Council on all such matters having regard to any special products such as programs, conferences, or workshops that should be organized to meet those objectives. The IMF Chair will be appointed by the President Elect for a three year term. Members shall be appointed by the President Elect based on recommendations from the IMF. The IMF will be open to all those interested in providing such advice, but shall include all Section Chairs from outside the United States and regional representatives, and should ensure representation from the geographical distribution of current and potential members. The term of appointment shall be three years with staggered terms, such that at least three new members are appointed each year.

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IV.A.7. PROGRAM ADVISORY COMMITTEE

The Program Advisory Committee of the Association shall consist of seven members as follows: The incoming program chair, the current program chair, the immediate past program chair, and four other members with previous experience on program committees. The President shall designate the chair of the committee whose members shall be appointed annually. this committee shall be responsible for making recommendations to the Board of Directors on long-range policy in regard to Annual Meeting Programs. these recommendations shall concern themselves with the type and range of technical session topics, the number of papers presented, and the number of concurrent sessions appropriate for a given meeting. The committee shall be responsible for recommending to the Board of Directors appropriate Association policy regarding the presentation of papers at the meeting. It is desirable that some members of the committee serve more than one year, thus lending continuity to the deliberations and actions of the committee.

The technical program at the annual meeting is one of the most important functions of the Association and subsequently the performance of the committee, and specifically the performance of the program chair, are very important to the well being of the Association. A job description for the program chair is maintained and periodically updated by the Program Advisory Committee.

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IV.A.8. RETIRING PRESIDENT'S RECOGNITION

This committee shall be responsible for writing the copy that appears on the scroll given to the outgoing President. The scroll is ordered by the headquarters staff. Since the President automatically succeeds to the office of Chair of the Board for one year, the scroll shall be presented at the Monday morning breakfast at which he/she retires as Chair of the Board. The committee shall consist of two members of the Association who are well acquainted with the retiring President.

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IV.A.9. SCHOLARSHIP AND FELLOWSHIP COMMITTEE

This committee has the responsibility of reviewing all applications for funding support, and selecting awardees. The committee shall consist of a Chair plus twelve (12) jury members, each serving a four (4) year term. The AACC Intl. President-Elect will appoint the committee Chair and, after consultation with the committee Chair, shall appoint jury members to the committee. Three (3) jury members shall rotate off the committee each year. In the event that the current Chair cannot fulfill his/her duties, the Foundation Chair will appoint a current jury member to act as interim Chair. The Chair shall divide the committee into three (3) sub-groups, namely Undergraduate scholarships, M.S. fellowships and Ph.D. fellowships candidate evaluators, as a function of the number of applications received, so that each application will be judged by a minimum of 4 jury members. Whenever possible, only jury members with Doctoral degrees shall evaluate Ph.D. applications. The Chair will provide evaluation guidelines to the jury members so that applications can be evaluated in a fair and equitable manner. Under the guidance of the Chair of the committee, jury members will deliberate and agree on a list of awardees. The committee Chair will report the list of awardees to the Foundation Board and will be a non-voting member of the Foundation Board.
 

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IV.A.10. NOMINATING COMMITTEE

The Nominating Committee consists of a Chair who must have been a past President of the Association, and nine members, each serving three year terms. Terms will be staggered so that three new members are selected each year. Members shall be appointed by the President-Elect who must strive to appoint committee members representative of the diverse Association membership. The committee will identify potential candidates and will also solicit nominations from the Sections, Divisions, Committees, and the general membership. The deadline for accepting nominations is due June 1 preceding the year of election.

Duties of the Nominating Committee:

1. Establish criteria whereby potential candidates for Association officer positions should be evaluated.
2. Ensure that at least one candidate is nominated for each position.
3. Ensure that each candidate nominated has agreed to serve if elected.

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IV.B. AWARDS COMMITTEES

IV.B.1. POLICIES AND PROCEDURES

The Board of Directors has established the following policies and procedures for the administration of the Awards Program.

a. The Board of Directors has responsibility for all matters of policy governing the Awards Program including the acceptance/approval of new awards, approval of changes in rules and regulations of existing awards, and approval of changes in operating procedures of the award juries.

b. Awards may be honorary (presentation of an appropriate plaque, medal, certificate, or similar item) and/or monetary and awarded annually or at intervals as specified by the donor and approved by the Board of Directors.

c. Awards must be established for a period of three or more years.

d. The field in which the award is established must be recognized as important to cereal science and technology, including pulses, and/or the Association. It must be sufficiently broad that an adequate number of qualified candidates will be assured throughout the life of the award.

e. Not more than one award shall be made to the same individual in any one year unless specifically approved by the Board of Directors.

f. Any member of AACC International shall have the privilege of nominating a candidate for any of the awards, except that no member of an award jury may provide a recommendation letter for the award on which he/she is serving as a juror. In the case of the Alsberg-French-Schoch Memorial Lectureship, nominations may be submitted by any qualified person, whether or not a member of the Association.

g. No award will be made when no nominations have been received or when, in the opinion of the jury, there is not a suitably qualified candidate.

h. All awards approved by the Association will be presented during the Annual Meeting of AACC International. The time and manner of presentation of awards will be determined by the Board of Directors and the President.

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IV.B.2. AWARDS COMMITTEE

a. An Association Awards Chair, will be appointed to a three year term by the President-Elect.

b. The Association Awards Chair, in consultation with the outgoing jury Chair, is responsible for recruitment of Chairs of each award jury as needed.

c. Chairs of the award juries, must be members of the Association, and shall be nominated by the Awards Chair to the President-Elect who will make final selections and appointments.

d. The awards committee will consist of the Awards Chair and the chairs of each individual award juries. The awards committee will meet at least once in each calendar year.

e. Jury members must be Association members unless otherwise specified by the award donor/sponsor and will be nominated by the Awards Chair to the President-Elect who will make final selections and appointments.

f. The Chairs of each Award Committee will recruit individuals to fill vacancies as these occur in the jury for that Award, and will recommend the individual to the Awards Chair for nomination to the President-Elect.

g. The Awards Chair is authorized to appoint a temporary substitute juror on any awards jury whenever:
1. any member of an awards jury feels that he/she cannot conscientiously serve or
2. a member of an awards jury is a candidate for an award for which the jury is responsible.

It is the responsibility of the Chairs of each Award Committee to ensure the Awards Chair is informed of either of these situations, when they occur, and the responsibility of the Awards Chair to report the substitution to the President-Elect.

h. The AACC International Awards Chair shall be the AACC International representative for all authorized external awards, i.e. the Harold Perten Award.

i. The Awards Chair shall be responsible for oversight of the Association Awards Program, ensuring that the program functions effectively and that award winners are selected in accord with the specified policies and procedures. The Chair of the Awards Committee shall promptly submit the names of the nominees for the awards to the President and Executive Vice President for transmission to the Board of Directors for approval after they are received from individual committees. The Awards Chair will submit to the Board of Directors changes in the policies and procedures governing the Awards Program, or in the operating procedures of the individual juries that the Awards Committee deems necessary to the improved functioning of the program.

j. The preparation and distribution of news releases announcing all Association awardees is the responsibility of the Executive Vice President. Such announcements will appear in the first available issue of CEREALS FOODS WORLD following presentation of the awards at the Annual Meeting.

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IV.B.3. THE AWARDS

a. AACC International Fellows Award: This award shall consist of an appropriately printed and framed certificate. PURPOSE: To recognize Association members who have made meritorious contributions to the field of cereal science and technology. Such contributions are not limited to research, but may include such areas as industrial achievement, leadership, education, administration, communications or regulatory affairs. Any member who has made such a contribution and has been a member for at least ten (10) years is eligible.

b. Alsberg-French-Schoch Memorial Lectureship Sponsor: Established by the Corn Refiners Association and permanently administered by the Association. AWARD: This consists of an honorarium of $2,000, a suitably inscribed plaque, and presentation of a lecture on some phase of starch science before an Annual Meeting of the Association, said lecture being thereafter published in an Association journal. (If necessary, the lecture shall be translated into the English language and so presented by a suitable delegate, with the awardee in attendance at the meeting.) PURPOSE: This lectureship shall be awarded to an individual whose contributions to fundamental starch science are deemed most worthy of recognition.

c. Applied Research Award: This consists of an honorarium of $2,000 and a suitably inscribed medal or plaque. The recipient shall present, if possible, an address at the Association’s Annual Meeting, at which the award is presented. PURPOSE: The award is presented for a significant body of distinguished contributions to the application of science in the cereals area. Recipients will be made AACC International Fellows (if they are not already) for the contributions leading to the award.

d. Carl Wilhelm Brabender Award: Sponsor: C. W. Brabender Instruments, Inc. and Brabender OHG. The award shall be presented alternately by the Association and the Arbeitsgemeinschaft Getreideforschung (AG). AWARD: This award consists of a travel grant and an appropriate plaque. The Awardee shall present an award address at the AACC International Annual Meeting or at one of the three Annual Meetings of the AG at which the award is given. The travel grant is to be spent as follows: a trip to Europe for a North American recipient; a trip to the United States for a European recipient; a trip to Europe or the United States for a recipient living in some other part of the world. PURPOSE: This award shall be presented to outstanding workers in the field of applied rheology, specifically those engaged in the milling and baking industry. The object of the award is to provide a worthy candidate with the opportunity of visiting scientists and laboratories in other parts of the world than his/her own, for the purpose of increasing the awardees knowledge and experience in the field.

e. Edith Christensen Award for Outstanding Contributions in Analytical Methods: This award consists of a plaque along with a $1,500 honorarium. PURPOSE: This award recognizes scientific contributions in analytical methodology, and service to the society.

f. Excellence in Teaching Award: This consists of an honorarium of $1,500 and a suitably inscribed plaque. PURPOSE: This award shall be given to honor an Association member and current teacher who has made a significant contribution to cereal science and technology through teaching.

g. Honorary Memberships Award: This shall consist of an appropriately printed and framed certificate and lifetime honorary membership in the Association. PURPOSE: These awards recognize nonmember individuals who have rendered unusual service to the Association or to the science of cereals and related materials.

h. Thomas Burr Osborne Medal Award: This consists of an honorarium of $2,000 and a suitably inscribed medal in the form of a plaque. Recipients of the Osborne Medal are accorded the status of AACC International Fellow. The recipient shall present an address at the Association’s Annual Meeting at which the medal is presented. PURPOSE: This medal shall be awarded to an individual whose research in the field of cereal chemistry has contributed significantly to the progress of the science.

i. William F. Geddes Memorial Award: This consists of an illuminated scroll, signed by the executive vice president and the president, containing the following text: "The William F. Geddes Memorial Award [year] presented to [name] by AACC International in recognition of outstanding service, loyalty, and devotion to the principles and objectives of the Association and its membership." A reproduction of the scroll may be found in the files of the Executive Vice President. PURPOSE: This award shall be given to a member of the Association who has made outstanding contributions in service and/or leadership to the Association. The award was created to honor the zeal and unselfish industry of the individual member and to emphasize the importance of his/her contributions to the work of the Association.

j. Young Scientist Research Award: This consists of a plaque, and an honorarium of $1,000 and the awardee will be encouraged to present a lecture at the AACC International meeting of the year in which the award is given. PURPOSE: The award will be given to an individual for outstanding contributions in basic and applied research to cereal science with the expectation that contributions will continue. Recipients must be no older than 40 years by June 1 of the year of nomination, should not already be a recipient of, or candidate for, the Bruce Wasserman Young Investigator Award.

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IV.B.4. THE AWARD JURIES

a. General: Separate juries shall be established to determine the recipients of each of the awards administered or sponsored by the Association. The procedures and policies for appointment and operation of the juries shall be as, described herein. The Board of Directors may establish other juries as needed.

The juries shall be responsible for encouraging nomination of suitable candidates, reviewing the nominations that are submitted to them, and selecting a nominee for the award in accord with the specified policies and procedures.

The chair of each jury shall submit the nominee selected to the chair of the Awards Committee in accordance with the deadlines established for that year.

For those awards for which an address is presented at the AACC International Annual Meeting at which the award is given (Thomas Burr Osborne Medal, Alsberg-French-Schoch Memorial Lectureship, Carl Wilhelm Brabender Award, Applied Research, Young Scientist), the chair of the respective jury will introduce the awardee prior to the address.

b. Composition: Each jury shall have a chair appointed for three years by the President-Elect in consultation with the Awards Committee.

In addition to the chair, each jury shall consist of six jurors (unless otherwise specified in the agreement establishing the award), each with three-year terms, such that one-third of the jury will be appointed each year by the President-Elect in consultation with the Awards Chair and jury Chair.

c. Special Considerations: Special considerations for the composition of the jury and administration of certain awards are as follows:

1. Thomas Burr Osborne Medal and the Applied Research Award: The jury for each shall consist of five members from professional and CDE members of the Association, at least one of whom shall be a past recipient of the Osborne Medal and at least one of whom shall be a recipient of the Applied Research Award.

2. William F. Geddes Memorial Award: The award shall be presented annually. The award jury shall consist of three members from professional and CDE members of the Association and the Executive Vice President.

3. Alsberg-French-Schoch Memorial Lectureship: The lectureship shall be awarded at intervals of not less than two years or more than four years. The jury shall consist of three members of the Association, including at least one previous Alsberg-French-Schoch lecturer and a representative designated by the Corn Refiners Association. The Corn Refiners Association shall be notified of the recipient by the Executive Vice President prior to the Annual Meeting of AACC International.

4. Carl Wilhelm Brabender Award: The award jury was appointed by the President-Elect in consultation with the Awards Chair at the conclusion of the 2000 meeting and shall be every eight years thereafter. The jury will serve until the award is presented by the Association at the appropriate alternate interval with the Arbeitsgemeinschaft Getreideforschung (AG). The membership of the award jury shall consist of six members from professional and CDE members of the Association. It is desirable that members of the award jury be familiar with the literature of milling and baking rheology.

The two sponsors and the two administrators are expected to arrange a suitable itinerary and provide necessary entry into the leading rheological laboratories of the country being visited. The recipient's trip should be scheduled so that the award and the award address can be presented at the AACC International Annual Meeting or one of the three Annual Meetings of the AG. If the recipient cannot utilize the grant immediately for personal reasons, the time period will be extended for one year.

5. AACC International Fellows: The award jury shall consist of six members who are Fellows and a Chair, who may or may not be a Fellow. The number of Fellows selected in any one year will not exceed 0.1% of the current membership. (rounded down). The honor does not have to be bestowed each year.

6. Honorary Members: Honorary memberships in the Association are granted only after the unanimous consent of the Board of Directors.

7. Excellence in Teaching Award: The award can, but is not required to, be given annually. In addition to the Chair, the jury shall consist of four jurors. One of the jurors may come from the Student Division.

8. Edith Christensen Award for Outstanding Contributions in Analytical Methods: The award can, but is not required to be given annually. The selection committee will be chaired by the senior leader of the AACC International Chair of the Approved Methods Committee and will also consist of two other Approved Methods Committee Chairs appointed by the President-Elect, and the two most recent recipients of the Award (if they agree to serve; if not, an additional Approved Method Committee Chair(s) will be appointed).

9. Young Scientist Research Award: The jury shall consist of a Chair and five members from professional and CDE members of the Association, one of whom shall be a past recipient of the Young Scientist Research Award.

d. Publicity and Nominations: The Executive Vice President shall periodically publish in CEREAL FOODS WORLD prominent notices calling for nominations for each award and noting submission deadlines and preferred format. Nominations, made by any member of the Association, must be sent to the Executive Vice President and to the specific Award Committee chair.

Any qualified individual, whether or not a member of the Association, may make a nomination for the Alsberg-French-Schoch Memorial Lectureship.
 

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e. Processing of Nominations

1. Nominations for all AACC International awards must be submitted to the Executive Vice President and the chair of the appropriate award committee on or before January 1.

2. Immediately following the deadline, the Executive Vice President will send to the respective jury chairs copies of all nominations and a list of the nominations to the Awards Chair.

3. Should a person be nominated for an award and be serving on the jury responsible for that award, the Executive Vice President shall notify the Awards chair and the applicable jury chair. The Awards Chair in consultation with the jury chair shall immediately appoint a temporary substitute juror for that jury.

a. Selection Procedures

1. For all awards each juror will have the opportunity to vote on the first ballot for the proposition that none of the nominees is worthy of consideration. A majority of such votes on the first ballot will terminate further consideration by the jury and no award will be made that year. In case of an equally split vote, the chair of the jury shall cast the deciding vote.

a. Also on the first ballot each juror will have the opportunity to vote for the proposition that a particular nominee is unqualified on the basis of clearly disqualifying factors. If there are a majority of such votes, that nominee will be removed from further consideration. In case of an equally split vote, the chair of the jury shall cast the deciding vote.

b. Each juror shall then rank first, second and third choices for nominees presented on the first ballot, and return the ballot to the jury chair.

c. Upon receipt of all ballots the jury chair will weight each first choice as three (3), each second choice as two (2), and each third choice as one (1).

d. Totaling the ballots by this weighting procedure, the chair will declare as award nominee the person receiving the greatest number of points. In the event of a tie score, or if the chair doesn't feel that the scoring is sufficiently discriminating to give a clear-cut winner, a second ballot may be sent to the jurors. This may be done by telephone, if the jury chair believes it advisable and equitable.

e. The names of one or more of the lowest scoring nominees should be eliminated from the second ballot and again jurors should rank their first, second and, if there is one, third choices among the remaining nominees. Using the same 3, 2, 1 weighting procedure, the chair should then be able to determine an award nominee.

f. The chair shall have no vote, except to break a tie in the balloting procedure.

2. Upon selection of an award winner, and no later than April 15 each award jury chair shall send the name of the winner(s) to the chair of the Association Awards Chair (with confidential copies to jury members, if desired).

3. Promptly upon notification of selection of award winners, the chair of the Awards Chair shall notify the President and the Executive Vice President of selections for approval by the Board of Directors.

4. Following the approval of the jury selections by the Board of Directors of the jury selections, the awards Chair and juries will be notified. The names of all award winners will be kept confidential until released by the Board of Directors following their approval of the jury selections.

5. Nominations of individuals not selected to receive an award for which they have been nominated will be maintained by the Executive Vice President in a confidential file. These will be submitted to the appropriate award jury, with new nominations, the next two times the jury considers nominations for the award. In collaboration with the Awards Chair and the jury chair, individuals making the nominations may be contacted and requested to update a nomination, if that is deemed necessary or advisable.
 

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IV.B.5 CHANGES IN POLICIES AND PROCEDURES

a. Changes can be entertained from any Association member by contacting the Association. The Board of Directors has final authority for changes in Policies and Procedures.
 

IV.C. APPROVED METHODS COMMITTEE

The Approved Methods Committee (AMC) is responsible for maintaining an active, appropriate and scientifically sound program for developing analytical methodology for use in cereal-related laboratories. With the assistance of the Headquarter's Support Staff, the Committee's function is to coordinate the planning, organization, and execution of the individual committees' activities; to outline future directions for the Approved Methods Program; and to determine which methods are accepted for publication in AACC International Approved Methods.

Wherever possible, this Committee is to ensure minimal duplication of effort with the methods development activities of other societies, and to promote joint methods development, and collaborative ring-testing. It is anticipated that AACC International, ICC, AOAC International, and /or other organizations will work closely to establish methods that are internationally recognized and accepted.

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IV.C.1. ORGANIZATION

The president-elect of the Association appoints the AMC chair for a term of three years. Subject to performance evaluation, a second three-year term may ensue by mutual consent of the then president-elect and the AMC chair. The AMC chair shall preside at all meetings of the AMC and, jointly with the headquarters support staff, shall act as a liaison between the technical committees and the AACC International Board of Directors. The voting membership of the AMC shall consist of the AMC chair and the chairs or co chairs of all current technical committees, with each technical committee having one vote. Others serving ex-officio without vote shall include the AMC statistician, the AOAC liaison to the AMC, the current chair of AACC International Check Sample Committee, and the headquarters support staff or equivalent AACC International staff representative.

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IV.C.2. APPOINTMENTS

The president-elect of the Association, after consultation with the chair of the AMC, shall appoint the chairs of all individual technical committees, the AMC statistician, and (in cooperation with AOAC International) the AOAC liaison to the AMC and shall advise the executive vice-president of all appointees. The AMC statistician reviews plans for, and the results of, collaborative studies on methods to be considered for the AMC approval. The AOAC liaison serves to coordinate AACC International activities regarding analytical methods with those of AOAC International, reports to both the AMC and the relevant AOAC methods committee, and may serve as AOAC International's general referee on cereal products. Technical committee chairs shall be appointed for a term of three years but may be appointed for an additional term of three years if appropriate in view of committee activities then in progress. The AMC statistician and the AOAC liaison shall be appointed for a term of one year but shall be eligible for reappointment. All appointments shall take effect or terminate at the conclusion of the Association's annual meeting. Chairs should serve for more than two terms only under exceptional circumstances.

The AMC chair shall appoint the members of individual technical committees after consultation with the respective committee chairs. Regular or full members shall be able to and intend to participate actively in the methods work and collaborative studies of the committee and attend most or all committee meetings. The number of such members on any one technical committee shall not normally be less than eight or more than twelve. Associate members may observe and share in committee deliberations and receive any notices or other information sent to members between meetings, but they shall not have voting privileges on matters brought before the committee. Any number of associate members may be appointed. They are not obligated to regularly attend committee meetings or participate in collaborative studies. They may move to regular or full voting membership if recommended by the technical committee chair and appointed by the AMC chair. Each technical committee member shall be appointed for a term of three years and shall be eligible for reappointment. All appointments shall take effect or terminate at the conclusion of the Association's annual meeting. A committee chair may terminate the appointment of any regular or associate member considered to be inactive, on the basis of criteria such as lack of response to two consecutive pieces of correspondence that would normally require response or failure to attend two consecutive meetings of the committee.

Technical committee chairs should attend technical committee meetings and be responsive to the AMC chair and the headquarters support staff. They should establish continuing dialog through out the year via e-mail or phone with technical committee members. Technical committee chairs should direct their committee members to generate new action items (collaborative studies, guidelines, etc.) expeditiously and promptly. The goal for each technical committee should be to act on new methods development and revise existing methods. The AACC International president-elect, upon recommendations of the AMC chair, may replace technical committee chairs who do not meet those requirements. The AMC chair may establish a technical committee when a need is demonstrated and it is determined that active members are likely to be found within the Association. Upon consultation with the president-elect of the Association, the AMC chair may abolish a technical committee due to inactivity or lack of member interest. Technical committee membership shall preferably be accorded to members of the Association, including authorized employees of corporate members. However, where persons with expertise in a technical committee's area are needed and willing to serve as regular members of the committee, they may be so appointed regardless of their membership status. Any technically qualified persons may serve as collaborators if invited to do so by the person directing a collaborative study, whether or not they are members of the AACC International.

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IV.C.3. MEETINGS

The AMC will normally hold two meetings in conjunction with the Association's annual meeting - one prior to the individual technical committee meetings and one following all scheduled technical committee meetings. The AMC may hold other meetings at the discretion of the AMC chair. Individual technical committee meetings should be held in conjunction with the annual meeting of the Association. However, with the approval of the AMC chair, they may be scheduled throughout the year or in conjunction with other scientific meetings. Arrangements for committee meetings at the annual meeting shall be made by the AMC Chair in cooperation with the AACC International headquarters staff, shall make arrangements for committee meetings at the annual meeting.

Each technical committee shall conduct as much as possible of its operations electronically.

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IV.C.4. REPORTS

Each technical committee chair shall prepare an annual progress report outlining that committee's activities and future plans and submit it to the AMC Chair and the Headquarters Support Staff at least 60 days before the Association's annual meeting. The AMC chair or the headquarters support staff also may request interim progress reports.

The AMC Chair shall be responsible for accurately recording minutes of the AMC meetings and maintaining accurate files of actions taken. Technical committee chairs shall submit reports at the concluding meeting of the AMC during the Association's annual meeting.

Individual technical committee chairs shall keep the AMC Chair and the headquarters support staff advised regularly of committee matters, such as the proposed addition/termination of members to the committee, work plans, and future projects/directions by sending each of them copies of all pertinent correspondence. The files of the Headquarters Support Staff are the official files and should be kept current. Individual committee chairs are also responsible for maintaining more detailed, up-to-date, complete committee files. Upon completion of their terms, committee chairs are responsible for forwarding all committee materials to the incoming chair.

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IV.C.5. METHOD DEVELOPMENT

It shall be the responsibility of each technical committee to decide whether a method has the potential of becoming a useful AACC International procedure or whether a particular scientific area warrants further investigation in terms of methodology development. If an appropriate technical committee does not exist for development of a specific area of methodologies, one may be formed by the AMC Chair and a committee chair appointed by the president-elect.

1. Collaborative Studies. Proposed AACC International methods shall be submitted to collaborative study. Collaborative studies are required for all new and original methods as well as for existing methods to which a significant revision or modification has been proposed. The AMC chair and AMC statistician will establish proper statistical design, analytical protocols, guidelines, and procedures for collaborative studies that are in compliance with AOAC requirements. The AMC statistician will perform a prior review of each collaborative study to assure compliance with those guidelines and will inform the technical committee chair of the proper analytical procedures for the results of the study.

When the AMC chair is notified by a technical committee chair that a collaborative study to develop a new AACC International standard method is actively organizing, the AMC chair should notify the ICC secretary-general (with a copy to the ICC technical director) to establish whether relevant ICC working groups wish to have individual members join the collaborative study, without delaying the study. The AMC chair should ask that ICC working group members contact the appropriate AACC International technical committee chair via e-mail within two weeks. Before beginning the collaborative study, the technical committee chair should forward the full protocol and design of the study to the AMC statistician and to the AMC chair to assure compliance with the appropriate statistical design established by AACC International, ICC, and AOAC guidelines.

Methods of AOAC International, AOCS, or ASTM do not need a collaborative study to be adopted unless a substantive change is made. The technical committee can recommend a method for first approval status without a collaborative study, provided such a study has been conducted by another scientific body and meets the criteria of AACC International standards for official status. Collaborative studies shall be designed to meet certain requirements as outlined in current guidelines for collaborative study procedures of the AOAC International. All proposed collaborative study designs must be put in writing to the AMC chair and be reviewed by the members of the individual technical committee plus the AMC statistician. If AOAC International, AOCS, ICC, or other reputable scientific societies have committees or referees developing methodology in a similar area, collaborative study designs should be sent to them for review. This will help to ensure the acceptance of AACC International methods within other organizations and minimize duplication of effort among scientific groups.

However, when quick availability is essential and the time normally required for collaborative study is prohibitive, a method that is considered by a technical committee to be scientifically sound and vital for the fulfillment of a need may be presented to the AMC without inter-laboratory evaluation, for adoption as a Proposal method. If and when the technical committee responsible for a Proposal method has demonstrated the usefulness and reliability of the method through collaborative effort, the method shall be presented in the usual matter to the Approved Methods Committee for adoption as a First Approval method.

In reporting the results, a statement concerning accuracy should be made, such as comparison with an established method or recover data. The between- and within- laboratory variability must be reported using a minimum of laboratories and samples as defined by current AOAC International guidelines. A statistical evaluation must be included, and this must be reviewed by the AMC statistician.

Upon completion of the study, the members of the technical committee shall evaluate the results. If the committee feels that the method has been developed to a point where it will serve a useful purpose and give reliable results, the technical committee shall vote to accept the results of the collaborative study and to present this method to the AMC for approval.

2. Writing the Method. The method will be written in AACC International format as shown in the Methods Manual. The detection limit and a statement concerning the precision should be included if appropriate, if appropriate. Normally, the specific equipment and reagents used in a method and its equivalents are included in the Supplier Index at the end of the Approved Methods of AACC International. If the method is equipment-based, at the recommendation of the technical committee and approval of the AMC chair, the equipment will be named in the method. It is not the responsibility of a technical committee to study new equipment unless the committee feels there is a need for such a study.
    

3. Classification and Publication of Methods. When an individual technical committee has voted to adopt a new method of analysis or a revision of an existing method that has been developed or modified through a collaborative effort to the point where, in the opinion of the technical committee, it will serve a useful purpose and give reliable results, the technical committee shall present this method to the AMC. The proposed method and the statistical analysis shall be presented to all members of the AMC in writing (e.g. by e-mail) with any supporting evidence of its usefulness and reliability at least 30 days before an annual meeting of the Association.

First Approval Method. The proposed method shall then be considered for adoption by the AMC as a First Approval method at its next regular meeting. The process of presenting a proposed method to the AMC for approval can be done at any time of the year prior to 30 days before an annual meeting of the Association. The AMC chair can conduct a vote of the AMC on the proposed method via e-mail at any time.

If the proposed method is adopted by the AMC, it shall be published in the next supplement or revision of the Approved Methods of the AACC International on white paper. The technical committee chair will submit the collaborative study report to AACC International for publication as a research contribution after appropriate peer review. The AMC statistician will review the manuscript before it is submitted. The report will include the design and the statistical results of the study. The report should not include the actual method itself but will include a reference to the method number of the new approved method.

With the approval of the AMC Chair, the collaborative study may, under special circumstances, be published in another scientific journal. When this route is taken, a notification of the new method and a brief abstract of the collaborative study must be published. It is the responsibility of the technical committee chair to submit this report for publication. Prepublication copies of the manuscript should be sent to the AMC Chair and the Headquarters Support Staff.

The technical committee responsible for a First Approval method of analysis shall continue to study the method. If any appreciable change in the method is considered desirable, a revision of the First Approval method shall be recommended in the same manner as was involved in the original First Approval method. Adoption and publication of the revised First Approval shall be accomplished in the same manner as for the original First Approval method.

Proposal Method. A Proposal method is a method brought by a technical committee to the AMC when quick availability is essential and the time normally required for collaborative study is prohibitive (see III.C.5.a.). If it is adopted, it shall be published as a Proposal method in the next supplement or revision of the Approved Methods of the AACC International. Proposal methods shall be printed on colored paper (instead of white) to differentiate them from other methods that have been adopted on the basis of collaborative experimental evaluation. If, after three years, the method has not been collaboratively tested and accepted by the AMC as a First Approval method, it shall be deleted.

Final Approval Method. After three years, whenever the technical committee responsible for a First Approval method is fully satisfied with the method, it shall present the method, together with convincing evidence of its reliability, to all members of the AMC at least 30 days before an annual meeting of the Association. The method will then be considered for adopting as a Final Approval method by the A