Governance

• Integrate the EIC into the journal's operations and culture.
• Equip them with the necessary tools, information, and resources.

The onboarding process includes both general information about the journal and specific guidance on editorial policies, best practices, and editorial board structures as designated by the JOC. The orientation can be both formal and informal and is designed to prepare the EIC for their role effectively.

All individuals appointed as Editor-in-Chief must acknowledge, via email, their understanding of their role and responsibilities and confirm receipt of the Editor-in-Chief Commitment Form. This acknowledgment must be submitted no later than 30 days after the commencement of their term.

The Editors-in-Chief and Deputy Editors-in-Chief (hereafter: Editors) of AAPM's scientific publications, Medical Physics and the Journal of Applied Clinical Medical Physics, receive compensation from the AAPM for their journal-related work. While the Editors are independent contractors of AAPM, AAPM requires oversight over the content and form of its journals, as well as the processes by which they are compiled, edited and published. This oversight, which shall balance the interests of the AAPM against the importance of editorial independence, requires an efficient reporting structure that can facilitate contract negotiations and other oversight activities related to the Editors' journal-related work.

EXCOM, and the Board through EXCOM, shall be responsible for overseeing the journal-related work of the Editors, including, but not limited to, contract negotiation, performance evaluations, and contract termination. EXCOM shall conduct negotiations with individual or groups of Editors, with the coordination of the President, on behalf of EXCOM, with a majority vote of EXCOM required to approve any action.

The President shall communicate performance concerns to the Editors and work with the Editors to resolve such concerns.

If significant performance concerns exist that cannot be remedied, the President may recommend to EXCOM that the contract of an individual or groups of Editors be terminated, consistent with the provisions of the contract, with at least 3 out of 5 votes of EXCOM required to approve any action*. In cases of conflict between the provisions of the contract and the policy, the contract language will prevail. EXCOM will inform the Board as soon as practical and solicit Board response.

* In cases where a member of EXCOM is determined to have a Conflict of Interest in the negotiation or contract, that individual will be recused from negotiation or contract discussions.

APPENDIX

Editor-in-Chief Commitment Form

As the Editor-in-Chief of the journal, I understand that I have significant responsibilities, including maintaining the integrity and quality of the journal, upholding editorial standards, and fostering a collaborative and inclusive editorial environment within AAPM’s portfolio of journals. In alignment with these responsibilities, I commit to the following:

• Learn About the Journal: I will familiarize myself with the journal's mission, vision, policies, programs, editorial processes, strengths, and needs. I will participate in the Journal Oversight Committee, the Scientific Integrity Subcommittee and stay current on developments within the journal and the broader scholarly publishing community.
• Fulfill My Editorial Responsibilities: I will review key editorial and governance materials and will host two full editorial board meetings per year. I will participate in Journal Oversight Committee meetings. I will prepare for meetings by reviewing agendas and relevant documents, ask questions when necessary, and contribute thoughtfully to discussions. I will address any conflicts of interest and ensure that all editorial decisions are made with integrity and transparency. I will not hold other editorial oversight positions beyond reviewing for other journals while I am Editor-in-Chief.
• Promote Diversity and Inclusion: I will work towards building a diverse and inclusive editorial board and foster a welcoming environment for all contributors. I will engage with the editorial board and the wider academic community, encourage diverse perspectives, and actively seek to include individuals from various backgrounds and experiences in editorial activities.
• Represent and Advocate for the Journal: I will serve as an ambassador for the journal, upholding its values and promoting its work within the academic community and beyond. I will be available to provide guidance and support to my editorial team and use my professional networks to benefit the journal.
• Maintain Communication and Accountability: I will communicate proactively with the Journal Oversight Committee, the Scientific Integrity Committee, the editorial board, and journal staff. I will complete self-evaluations, participate in surveys, and provide necessary disclosures for compliance purposes. If any changes affect my ability to serve as Editor-in-Chief, I will promptly notify the Journal Oversight Committee.