Rules of the International Commission on Radiological Protection

These Rules are made pursuant to paragraph 26 of the ICRP Constitution

1. Fundamentals

Constitution

1.1. The International Commission on Radiological Protection (hereafter “ICRP”) is a Charitable Incorporated Organisation registered with the UK Charity Commission, registered Charity number 1166304. As such, ICRP operates under a Constitution (hereafter “the Constitution”) approved by ICRP and accepted by the UK Charity Commission. Provisions for amendment of the Constitution are provided within that document.

Object

1.2. All activities of ICRP shall be in furtherance of its object as specified in the Constitution: ‘to advance for the public benefit the science of Radiological Protection, in particular by providing recommendations and guidance on all aspects of radiation protection.’

Code of Ethics

1.3. All activities of ICRP and its members shall be undertaken in accordance with the highest ethical standards as outlined in Appendix A: ICRP Code of Ethics.

Rules

1.4. The Rules (this document) direct the proper conduct and management of ICRP. Should there be any inconsistency between the Rules and the Constitution, provisions of the Constitution shall prevail. The Rules are approved by the Main Commission.

Guidelines

1.5. Guidelines provide additional information on the general practices of ICRP, within the constraints of the Constitution and the Rules. Guidelines are developed by the Scientific Secretary.

2. Organisation, Membership, Responsibility, and Authority

2.1. ICRP consists of the Main Commission, the Scientific Secretariat, Committees, and Task Groups.

2.2. The full membership of ICRP consists of all classes of members of the Main Commission, Scientific Secretariat, Committees, and Task Groups. The voting members are the non-emeritus members of the Main Commission; all others are associate or other classes of non-voting members.

2.3. Membership of the Main Commission and Committees (other than emeritus membership) is in four-year terms running from July 1 of a year to June 30 four years thereafter. The first full term begins on July 1, 2017.

The Main Commission

2.4. The voting members of ICRP are its charity trustees, collectively referred to as the Main Commission.

2.5. The Main Commission is responsible for: ensuring that ICRP complies with its governing documents, with UK charity law, and company law; the financial probity of ICRP; setting ICRP’s overall strategic direction, policy, and goals and targets; and, evaluating and monitoring ICRP’s performance against such targets.

Limitations on Main Commission Membership

2.6. The maximum number of Main Commission members, excluding emeritus members, is 13, and the minimum is three. Typically, membership consists of 13 individuals. In addition:

 a) At least one member must reside in England or Wales.

 b) At least one member must be a medical doctor with relevant experience.

 c) There may be a maximum of three members from any one country (effective from July 1, 2021: there may be a maximum of two members from any one country).

Decisions of the Main Commission

2.7. The Main Commission may make decisions either at a meeting of the Main Commission or by postal ballot.

2.8. Decisions at a meeting of the Main Commission are made when a quorum is present, by consensus or by agreement of a majority of Main Commission members present and eligible to vote. In the case of an equality of votes, the person who chairs the meeting casts an additional deciding vote.

2.9. Quorum is half of the total number of Main Commission members eligible to vote rounded down plus one, but not less than two (i.e. seven, when the Main Commission is at full complement with 13 members).

2.10. Decisions made by postal ballot are made by agreement of a majority of the extant Main Commission members eligible to vote. In case of an equality of votes, the Chair casts an additional deciding vote. Postal ballots are managed by the Scientific Secretary.

The Scientific Secretariat

2.11. The Scientific Secretary is delegated the day-to-day operation of ICRP, other than those responsibilities reserved by the Main Commission as specified in Appendix B.

2.12. The Scientific Secretary shall make and maintain the records of ICRP.

2.13. ICRP records shall be passed on to the succeeding Scientific Secretary.

Committees

2.14. The names and mandates of the Committees are outlined in Appendix C.

2.15. The Chair of each Committee is a member of the Main Commission

2.16. A general principle of rotation of members applies to all Committee members including Chairs. An average length of service of about 2 to 3 terms is appropriate.

2.17. Each Committee Chair selects a Vice-Chair and Secretary from within the Committee membership. In the interest of co-ordinated and suitably organised work, Secretaries of Committees are expected to liaise closely with the Scientific Secretary.

2.18. Committees may form informal sub-groups to undertake specific tasks. Addition of individuals to these sub-groups other than Main Commission or Committee members should be on an exceptional basis and requires approval of the ICRP Chair.

Task Groups

2.19. Task Groups are established by the Main Commission to perform a defined Task, usually the preparation of a draft report, within the constraints of the approved budget allotted and schedule. At least one full member (not necessarily the Chair of the Task Group) must be member of the Main Commission or one of the Committees of ICRP. Task Groups usually contain a majority of specialists from outside the Commission and Committee structure. Corresponding members may also be selected; they are equal in all respects to full members, and so welcome to participate in Task Group meetings, except that such participation is at their own expense.

2.20. Proposals for Task Groups originate in Committees and in the Main Commission. Proposals are forwarded to the Scientific Secretary as draft Terms of Reference following a standard format, available on the ICRP website.

2.21. Terms of Reference give specific directions concerning the membership, the work to be done, the budget (if any) allotted, and a schedule for the completion of the task. The proposed membership should normally comprise less than six full members. Corresponding Members may also be included.

2.22. A Task Group is established when its Terms of Reference are approved by the Main Commission.

2.23. In case of standing Task Groups, the Main Commission will review the Terms of Reference at the beginning of each term.

Emeritus Members

2.24. The Main Commission may appoint emeritus members of the Main Commission or of a Committee by a unanimous vote. A nomination for an appointment of emeritus membership must be submitted in writing to the Scientific Secretary at least 30 calendar days in advance of the meeting at which the appointment is made. The appointment as an emeritus member is an expression of the Main Commission’s appreciation of extraordinary contributions to the development of the Main Commission’s policy. Since the appointment as an emeritus member is an honorary distinction, it shall be for life. Emeritus members have no voting power.

2.25. Emeritus members normally have access to meeting papers and documents of the Main Commission, or the appropriate Committee, except restricted ones. They may attend meetings of the Main Commission or Committees after personal invitation by the Chair of ICRP.

3. Election, Selection, and Removal of Members

General

3.1. The Scientific Secretary manages all aspects of election procedures including preparation and counting of ballots, announcement of results, and destruction of used ballots.

3.2. Each Main Commission member may exercise a single vote. Should it become necessary to break a tie, the Main Commission member who chairs the meeting casts an additional deciding vote.

3.3. Voting is by secret ballot.

3.4. Except as otherwise specified, a simple majority is required for an election to be successful. As necessary, candidate(s) receiving zero votes and those tied with the lowest number of non-zero votes are eliminated, and another vote is taken, in succession until a candidate is elected.

Election of Main Commission Members: General

3.5.Membership of the Main Commission is in successive four-year terms running from July 1 of a year to June 30 four years thereafter. One such term begins on 2017 July 1.

3.6.The Main Commission consists of a Chair, a Vice-Chair, the Chairs of the Committees, and additional members to bring the total number to thirteen.

3.7. Candidates for membership in the Main Commission must:

 a) be eligible to serve as a trustee of ICRP;

 b) not be deemed otherwise ineligible by any provision of the Constitution or these Rules;

 c) have appropriate qualifications and sufficient time to devote to ICRP.

3.8. There is a preference to nominate individuals with experience within ICRP.

3.9. There is a preference to elect individuals to achieve a reasonable gender balance and mix of expertise and experience.

Election of Main Commission Members for Successive Terms

3.10. A slate of eligible candidates is formed of incumbent members of the Main Commission who have declared their intention to stand for election to any position on the Main Commission, and other individuals nominated and seconded by Main Commission members.

 a) Candidates must be under the age of 70 and have served no more than four terms as a member of the Main Commission on the day their appointment would become effective.

 b) Incumbents who wish to stand for election must declare their intention to do so in writing to the Scientific Secretary at least 30 calendar days in advance of the meeting at which the elections are to be held.

 c) A maximum of nine incumbents may stand for re-election. Should more declare their intention to stand, the longest serving incumbent(s) are deemed ineligible in order to reduce the number to nine. (The longest serving being those who have served as Main Commission members for the greatest number of days, consecutive or not, with ties being broken by considering those whose birth date falls later in the year to have served longer.)

 d) Nominations for other candidates must be submitted in writing to the Scientific Secretary at least 30 calendar days in advance of the meeting at which the elections are to be held. These nominations must indicate the name of the nominator and seconder, and be supported by a CV.

 e) Declarations to stand and nominations must indicate the position(s) to which they apply (Chair, Vice-Chair, each Committee Chair, member), the candidate’s name and country of residence, and, if the candidate is a medical doctor, an indication of such and the relevant area of experience.

3.11. Elections take place prior to the end of each term as follows:

 a) Elections for membership in the following term normally take place at the last meeting of the Main Commission before the end of each term.

 b) First, the Chair is elected.

 c) Second, the Vice-Chair is elected.

 d) Third, elections are held for the positions of Chair of each of the Committees, one by one. The order is selected at random.

 e) After each election step above, candidates not elected to a position may stand or be nominated for any remaining vacancy.

 f) Finally, elections are held to bring the total membership to thirteen. Instead of a simple majority vote, each ballot consists of a ranking of all candidates, and the candidates with the lowest rank sums are elected to fill the remaining positions such that the requirements in Paragraph 2.6 are met.

 g) At each election step above, should an insufficient number of candidates remain, additional candidates may be nominated by Main Commission members.

 h) Appointments become effective on the first day of the next term.

Election to Fill a Main Commission Vacancy during a Term

3.12. Elections to fill vacancies during a term may be called by the Chair (or, should the position of Chair be vacant, by any member of the Main Commission), with prior notice of no less than 30 calendar days.

3.13. A slate of eligible candidates is formed as described in Paragraph 3.10, except that declarations and nominations must be submitted at least 7 calendar days in advance.

3.14. Should an election be called to fill more than one position, each is elected in turn in the same order as outlined in Paragraph 3.11 (b) to (d). Afterwards, elections are held for any remaining positions one by one.

3.15. Appointments are effective immediately.

Election of Committee Members

3.16. The election process begins with an open call to accept nominations. Committee members wishing to continue to serve must submit a nomination for potential re-election.

3.17. A nomination can be submitted by the nominee, either nominator, or any other person. Each nomination must be submitted in English (the working language of ICRP) as a pdf file of no more than 2 pages in length, and must include the following information:

 a) The name, country of residence, affiliation (normally the employer), and contact information, including e-mail address, of the nominee;

 b) An indication of the Committee(s) for which the nominee is being nominated;

 c) A short CV of the nominee including at least a brief employment history, list of relevant major professional accomplishments, publications, and other information describing how they meet the relevant qualifications for the Committee;

 d) The names and contact information, including e-mail addresses, of two nominators (any person other than the nominee may be a nominator – nominators may be contacted in confidence by ICRP for further information); and,

 e) A declaration that the nominee is aware of the nomination.

3.18. The Scientific Secretary sends all nominations meeting the submission requirements to Main Commission members for their review.

Election of Committee Members: Voting Procedure

3.19. Voting for Committee members occurs after election of Main Commission members (normally at the last meeting of the Main Commission before the end of each term). Thus, the Committee Chairs will already have been elected as Main Commission members.

3.20. The Scientific Secretary prepares ballots for each Committee, listing all candidates. Space is provided for write-in candidates.

3.21. Prior to voting, the Main Commission specifies the size of the membership for each Committee (in addition to the Committee Chair, who has already been elected).

3.22. Voting is conducted by secret ballot for each Committee in turn, in a random order determined by the Scientific Secretary.

3.23. Each Main Commission member receives one ballot for each Committee. If the Main Commission discusses the merits of the candidates, this discussion will not form part of the minutes of the meeting.

3.24. Each Main Commission member ranks the candidates e.g. writing 1 beside the most preferred candidate, 2 beside the next, and so on. Ranks must not be duplicated or skipped, and the number of candidates ranked must at least equal the number of vacancies or the number of candidates, whichever is lower. Unranked candidates will be assessed as tied for the last rank.

3.25. The Scientific Secretary examines each ballot, discarding any that are spoiled. A ballot is considered spoiled if, in the judgment of the Scientific Secretary, the ranking is unclear e.g. an insufficient number of candidates is ranked, ranks have been skipped or duplicated, or if the writing is not clearly legible. If three or more ballots are deemed spoiled all ballots are destroyed and the voting process begins again.

3.26. The Scientific Secretary sums the ranks assigned to each candidate. Candidates with the lowest rank sums are selected to form the membership of the Committee, with the caveat that at least 25% (rounded down) of the selected candidates are not incumbents.

3.27. Where necessary, ties are broken by selecting the candidate with the most first rankings. If this fails to break the tie, then lower rankings are considered each in turn as needed. If this fails to break the tie, then the Scientific Secretary consults the Chair who breaks the tie.

3.28. The Scientific Secretary presents the full ranking of candidates to the Main Commission and then destroys the ballots.

3.29. After the voting procedure is complete for all Committees the Main Commission reviews the results, and may make changes as necessary prior to finalising the (unconfirmed) membership.

3.30. The Scientific Secretary confirms the membership of each individual by sending an invitation to be accepted or declined.

3.31. Appointments become effective on the first day of the relevant term, or when the invitation is accepted, whichever is later.

3.32. No intermediate results (lists of nominees, slates of candidates, etc.) will be made publicly available.

Election of Committee Members during a Term

3.33. Formally, a departing Committee member (other than the Committee Chair) does not leave a vacancy since the size of each Committee is not fixed.

3.34. When a Committee member departs mid-term, or at any other time as deemed appropriate by the Main Commission, a new Committee member may be elected. In this case election is by unanimous acclamation or by secret ballot, the latter requiring a majority agreement.

Selection of the Scientific Secretary and Members of the Scientific Secretariat

3.35. The Scientific Secretary is selected by the ICRP Chair in consultation with the Main Commission and serves until retirement or removal.

3.36. The Scientific Secretary shall not be a member of the Main Commission.

3.37. Interns serving with the Scientific Secretariat, with a term of less than one year and not employed by ICRP, are selected by the Scientific Secretary.

3.38. Other members of the Scientific Secretariat are selected by the ICRP Chair, in consultation with the Main Commission and the Scientific Secretary as appropriate.

Selection of Task Group Members

3.39. The initial membership of each Task Group is set when the Task Group is established. The Scientific Secretary confirms the membership of each individual specified in the Terms of Reference by sending an invitation to be accepted or declined.

3.40. New full members may be invited by the ICRP Chair. New corresponding members may be invited by the responsible Committee Chair(s).

3.41. Individuals become members when an invitation is accepted.

Removal of Members

3.42. The Main Commission may decide to remove a member of a Committee or a Task Group. This decision of the Main Commission is made by secret ballot and requires a majority agreement. In the case of a Committee Chair, the procedure for removal of a Main Commission member is followed.

3.43. The Main Commission may decide to remove a member of the Main Commission or the Scientific Secretariat. A proposal, with a seconder, (both Main Commission members) must be sent to all Main Commission members at least 30 calendar days prior to the decision being made. This decision of the Main Commission is made by secret ballot and requires a minimum of two-thirds majority agreement. In the case of a decision to remove the Scientific Secretary the Main Commission will select a neutral party other than the Scientific Secretary to manage the vote.

4. Formal Relations with Other Organisations

4.1. ICRP recognises the need to remain independent from undue influence, while maintaining good working relationships with other organisations with an interest in radiological protection.

4.2. Normally, establishment of formal relations will only be considered with international organisations. However, national organisations may be considered where no international organisation exists that could reasonably represent their views.

4.3. Formal relations may be established through mechanisms proposed by the other organisation, such as a bi-lateral agreement, or, upon approval of the ICRP Chair, by granting 'Special Liaison Organisation' status through an exchange of formal correspondence.

4.4. Organisations wishing to request Special Liaison Organisation status must submit a request in writing. This request must provide information about the organisation, in particular how its work is relevant to the mandate of ICRP, and must identify a single individual as the primary point of contact with ICRP.

4.5. The Main Commission may rescind, at their sole discretion, Special Liaison Organisation Status at any time. The method of ending formal relations established by another mechanism shall be governed by provisions of that mechanism; if unspecified, formal relations may be terminated by the Main Commission, at their sole discretion, at any time.

4.6. Organisations with Special Liaison Organisation status may choose to have this status revoked at any time by sending a request in writing.

4.7. Organisations in formal relations with ICRP:

 a) Designate a single individual as primary point of contact with ICRP, and notify ICRP when the designated individual changes;

 b) Are listed, along with the name and contact information of the primary contact, on the ICRP website and elsewhere as ICRP desires;

 c) Receive e-copies of the ICRP annual report;

 d) Receive invitations to comment on ICRP documents for public consultation;

 e) Receive invitations to participate in ICRP international symposia, normally waiving any registration fee for one representative from each organisation;

 f) Receive invitations for senior representatives to meet with the ICRP Chair and other ICRP members from time to time;

 g) Shall not make use of the ICRP logo without separate permission; and,

 h) Shall not claim that being in formal relations with ICRP implies any endorsement by ICRP of their organisation, its policies, actions, or products.

4.8. Committee Chairs may invite representatives of organisations in formal relations with ICRP to Committee or Task Group meetings where the subject matter is particularly relevant to the mandate of the organisation. Expenses of participation will not be covered by ICRP.

4.9. Representatives of other organisations may be invited to Committee or Task Group meetings with the approval of the ICRP Chair. Expenses of participation will not be covered by ICRP.

4.10. Committee and Task Group Chairs may invite individual experts to their meetings to provide advice, but not to act as organisation representatives.

4.11. Entering into formal relations with ICRP implies no rights, obligations, or endorsements for either party beyond those specified in this section.

4.12. ICRP may enter into various agreements and understandings with other organisations without this constituting establishment of formal relations as described in this section.

5. Meetings

Main Commission Meetings

5.1. Main Commission meetings must be held at least annually, not more than 18 months after the preceding meeting. Within these constraints, specific times, places, and other arrangements are decided by the Chair in consultation with the Main Commission members and the Scientific Secretary.

5.2. Meetings of the Main Commission are chaired by the ICRP Chair when present, the ICRP Vice-Chair if the Chair is absent, or by a Main Commission member selected by those present if both the Chair and Vice-Chair are absent.

5.3. In event of a member of the Main Commission being unable to attend a meeting of the Main Commission, a substitute may be selected by the Main Commission as a temporary replacement. Such a substitute shall not have voting privileges unless specifically authorised by the Main Commission.

5.4. The Chair may invite individuals to attend meetings of the Main Commission to give advice. Such persons shall not have voting privileges, but their opinions may be recorded in the minutes.

5.5. The Scientific Secretary takes the minutes of Main Commission meetings, including a record of all proceedings and decisions, and minutes approved by the Main Commission are entered into ICRP records. A minority opinion may be appended to the minutes if so desired by any Main Commission member upon submission of the same in writing to the Scientific Secretary.

Committee Meetings

5.6. Committee meetings typically take place annually. Specific times, places, and other arrangements are decided by the Committee Chair in consultation with the Committee members and the Scientific Secretary.

5.7. Dates and venues of Committee meetings are listed in the Main Commission minutes.

5.8. The Secretary of each Committee takes the minutes of Committee meetings, and minutes approved by the Committee are forwarded to the Scientific Secretary for entry into ICRP records.

Task Group Meetings

5.9. Task Group meetings take place according to the approved Terms of Reference of each Task Group. Specific times, and places, and other arrangements are decided by the Task Group Chair in consultation with the Task Group members, the responsible Committee Chair(s), and the Scientific Secretary.

5.10. Dates and venues of Task Group meetings are listed in the minutes of the responsible Committee(s).

5.11. Procedures for making records of Task Group meetings are decided on a case-by-case basis by the Task Group Chair and responsible Committee Chair(s). When records of Task Group meetings are made, they are forwarded to the Scientific Secretary for entry into ICRP records.

6. Finances

General

6.1. The ICRP financial year runs from January 1 to December 31.

6.2. All funds raised by and on behalf of ICRP are applied to further the object of ICRP and for no other purpose provided that nothing herein contained shall prevent the payment in good faith of reasonable and proper remuneration to any employee of ICRP or the repayment to ICRP members or other persons associated with the work of ICRP of reasonable out-of-pocket expenses.

6.3. Raising of funds by and on behalf of ICRP is governed by Appendix D: ICRP Policy on Donations, Sponsorship, and Endorsements.

6.4. The Scientific Secretary keeps proper accounts of ICRP finances and enters them into ICRP records.

Banking and Financial Authority

6.5. A bank account or accounts shall be opened in the name of ICRP with such bank or banks as the Main Commission decides. The Main Commission shall authorise in writing the Chair, the Vice-Chair, the Scientific Secretary, and one other member of the Main Commission to authorise payments on behalf of ICRP. All payments for amounts above £10,000 must be approved by not less than two of the four authorised signatories.

6.6. Except for temporary deposits of monies in other countries for funding activities in those countries, the monies and assets of the Commission are held in England or Wales.

Financial Review Group

6.7. The Main Commission maintains a Financial Review Group, consisting of the ICRP Vice-Chair, and two other Main Commission members other than the ICRP Chair (one serving as Chair of the Group). These other two members are elected annually by the Main Commission, subject to a limitation of four consecutive years of service.

6.8. The Financial Review Group provides a report on the critical review of draft annual financial reports of ICRP in relation to the Strategic Plan and Code of Ethics, providing advice on the management of funds to the Main Commission prior to these reports being subject to approval by the Main Commission. This advice does not extend to accounting practices and auditing, as this is provided by the auditors appointed by the Main Commission.

6.9. The Chair, advised by the Financial Review Group, fixes the remuneration of the Scientific Secretary, and any other employees of ICRP.

6.10. The Chair may request the Financial Review group to provide advice on other financial matters.

Auditing

6.11. The accounts are audited at least once a year by the auditor or auditors appointed by the Main Commission.

6.12. In each year, an audited statement of the accounts for the previous financial year is submitted to the Main Commission.

Reimbursement of Expenses

6.13. Except as otherwise specified, the commitment or expenditure of ICRP funds is authorised in advance by the Scientific Secretary. For meetings, this generally includes the authorisation of the selection of the types of accommodation, modes of transportation, meeting room costs, common meals provided, and any other aspects of meetings which impact the overall cost of a meeting.

6.14. Many organisations contribute not only their members’ time but also part or all of the travelling costs for participation in ICRP work. Members are urged to approach their organisations to investigate whether some contribution towards the cost could be made. For members unable to claim travelling expenses from their own organisations, ICRP has limited funds at its disposal to reimburse such costs for full members of the Main Commission, Scientific Secretariat, Committees, and Task Groups. ICRP does not cover any travel costs for corresponding or emeritus members, except under extenuating circumstances and as authorised in advance by both the Scientific Secretary and ICRP Chair.

6.15. Reimbursements must comply with rules on permissible tax-exempt reimbursement in the UK (where ICRP has its legal seat as a Registered Charity) and in the country in which the Scientific Secretariat is based (where ICRP is an employer).

Allowable Travel Expenses

6.16. Where ICRP covers the cost of travel the guiding principle is to reimburse reasonable expenses for safe and comfortable transport, accommodations and meals.

6.17. For members who are unable to obtain travel support elsewhere, ICRP reimburses the cost of flight tickets, or pays for the tickets directly if booked with the Commission’s travel agent.

6.18. The normal standard for air travel is economy class. The lowest available airfares for reasonable itineraries shall be sought and bookings shall be made as far in advance as reasonable. Where continuous air travel (from the scheduled departure time to the scheduled arrival at the destination or an overnight stop) exceeds seven hours, business class seating for Main Commission members and the Scientific Secretary, or premium economy seating for other members, may be authorised.

6.19. Deviations from the allowed class of service may be authorised, but in this case, if the cost of a ticket exceeds the price of a full-fare economy ticket, a justification must be documented in the financial records.

6.20. Reasonable terminal transfer charges (taxi, airport limousines/buses, etc.) are reimbursable by ICRP.

6.21. Travellers are encouraged to book early to obtain the best possible fares. However, tickets may have rebooking restrictions or be non-rebookable. If a member with a ticket paid for by ICRP is forced to change flights for bona fide reasons, ICRP can reimburse the arising cost difference.

6.22. ICRP reimburses the actual room cost for hotels. On request, the Scientific Secretary can provide guidance on reasonable room rates for a given area.

6.23. Standard allowances are used to calculate reimbursements for incidentals and meals. Incidentals are reimbursed at a set rate per travel day. Meals not otherwise provided (for example on flights, with the accommodations, or as part of meeting arrangements) are reimbursed at a set rate per meal. Reimbursement of actual meal expenses (supported by receipts) may be authorised instead of reimbursement based on standard rates, where appropriate.

6.24. Incidental and meal allowances used by ICRP are those published by the Treasury Board of Canada. Consult Appendices C and D of the Treasury Board of Canada Secretariat (normally using type “C” for commercial accommodation) on-line at http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/d-eng.asp or contact the Scientific Secretary for rates currently in effect.

6.25. ICRP does not defray the cost of travel insurance. Members are strongly advised to make sure that they are properly and sufficiently insured.

Procedure for Reimbursement

6.26. A request for reimbursement of expenses must be submitted to the Scientific Secretariat using the ICRP expense claim form found on the ICRP web site. Members are strongly encouraged to fill out the form in full to avoid delays or misunderstandings. Claims may be submitted by e-mail, fax, or post, with receipts (originals whenever possible) attached. As meals and incidentals are reimbursed at standard rates, no receipts are required for these items.

7. General

Annals of the ICRP

7.1. The primary purpose of the Annals of the ICRP is to publish ICRP reports approved by the Main Commission.

7.2. The Scientific Secretary is the Editor-in-Chief of the Annals of the ICRP.

7.3. Each report to be published in the Annals of the ICRP is approved by the Main Commission (a) prior to public consultation on the report, should this be undertaken, and (b) prior to publication.

7.4. The Main Commission may invite individuals to submit articles and in doing so approves, in principle, publication of that article in the Annals. Proffered articles shall be approved by the Main Commission prior to publication in the Annals. Normally only two categories of articles will be considered for approval: (i) those of a general nature relating to the work of ICRP, and (ii) those relating directly to the subject matter of the ICRP report in the particular issue.

7.5. ICRP may also publish proceedings as special issues of the Annals of the ICRP.

Distribution of Papers, Presentations, Media Interviews, etc.

7.6. ICRP members are free to distribute information as they wish without reference to their membership in ICRP. Should members wish to indicate their membership, no further approval is necessary as long as a suitable caveat is included indicating that the material has neither been approved nor endorsed by ICRP.

7.7. Distribution of information where ICRP membership is indicated and without the caveat described above requires the prior approval of the Main Commission, with the exception of “Explanatory Materials”.

7.8. “Explanatory Materials” such as written summaries and presentations that present or explain, rather than extend, previously approved information (e.g. in the Annals of the ICRP) may be distributed with the prior approval of the ICRP Chair, Committee Chair, or Scientific Secretary, as appropriate. This includes, for example, educational material to be placed on the ICRP web site.