Terms of Reference

Approved 2009

1. Preamble

The Fertility Preservation Special Interest Group (SIG) of CFAS is a body of clinicians who provide fertility preservation services and counseling for women and men undergoing potentially sterilizing medical procedures, as well as individuals with an interest in upgrading their knowledge and skills relevant to this area of practice.

2. Mandate

The mandate of the Fertility Preservation SIG is to advance the field of fertility preservation through improvements in clinical evaluation and management, and the promotion of education for healthcare professionals, patients and the general public. A particular focus will be on women undergoing cancer therapy, through the fostering of relationships between oncologists, surgeons and reproductive endocrinologists.

For these patients, the Fertility Preservation SIG will work towards enhancing communication between the oncology, surgery and fertility practitioners, in an effort to improve patient care and access to these services.

3. Objectives

3.1 To act as a resource for fertility preservation professionals.

3.2 To develop clinical practice guidelines that will help provide consistent, safe and effective fertility preservation treatment.

3.3 To prepare patient educational materials.

3.4 To enhance the exchange of ideas and communication between fertility clinics, medical oncologists and cancer surgeons.

3.5 To encourage clinical studies and investigational protocols.

3.6 To prepare educational material and presentation for use by clinicians to promote and educate the public and healthcare professionals on the field of fertility preservation.

3.7 To promote continuing education programs, which reflect current trends and issues and meet the needs and requirements of professionals practicing fertility preservation.

3.8 To liaise with funding agencies and pharmaceutical companies to develop patient support programs and public education.

4. Membership

Members of CFAS interested in, or involved in the delivery or direction of fertility preservation care.

5. Governance

The Fertility Preservation SIG is governed by an Executive Committee, consisting of no less than five members and headed by a Chair and Vice-Chair. The executive committee governs in accordance with the CFAS Special Interest Groups Relationships and Guidelines. In addition to the Chair and Vice-Chair, there will be three Regional Executive Committee Members (officers) representing Western Provinces, Atlantic Canada/Quebec, and Ontario.

5.1 Election process

5.1.1 A call for nominations will be broadcast annually to the SIG members by e-mail and through the CFAS website.

5.1.2 Nominations for these positions must be made by members of the SIG in writing (e-mail, fax or mail) and must be received by the Chair each year.

5.1.3 The Chair will contact nominees to accept nominations.

5.1.4 A list of candidates, including short biographies, will be posted on the Fertility Preservation SIG page of the CFAS website each year

5.1.5 Votes can be cast by members of the SIG

5.1.6 The names of the successful candidates will be announced to the membership at the SIG annual assembly.

5.2. Terms in office:

5.2.1. The Chair and Vice-chair are elected for a term of two years. The Chair and/or Vice-chair can be re-elected for a second term.

5.2.2. The outgoing Chair will sit as Past Chair at the end of their term in office.

5.2.3. The Executive Committee officers are elected for a term of three years.

5.2.4. There should be no more than two officers rotating on any given year to promote continuity.

5.3. Roles and Responsibilities:

5.3.1. The Executive Committee plans and organizes activities to achieve the objectives of the SIG.

5.3.2. The Vice-chair assumes the responsibilities of the chair in his/her absence.

5.3.3. The Executive Committee must hold at least two business meetings (one in person and the other either electronic or teleconference) each year. The Chair will act as moderator at these meetings. There is quorum when at least three members of the Executive Committee are present at a meeting. Every matter is determined by a majority of votes.

5.3.4. The Executive Committee must keep minutes of these business meetings.

5.3.5. The Executive Committee must organize one general assembly of the membership each year. The Chair will act as moderator at this assembly.

5.3.6. The Executive Committee must present a report of the activities of the preceding year at the general assembly.

5.3.7. The Executive Committee must present the plans for the next year at the general assembly. Planned activities must be approved by the membership.

5.3.8. The Chair must provide an annual report each year to the CFAS Executive Director. It should summarize the Fertility Preservation SIG’s activities of the preceding year and state proposed plans for the next year.

5.3.9. The Chair meets with the CFAS President and staff on an annual basis to discuss their plans for the year and other issues of interest.

6. Revision policy:

The Executive Committee will undertake a comprehensive revision of this document every five years and submit the proposed changes to the membership for approval prior to submission to the CFAS Board.