Governance

PURPOSE

To establish standards for official communications, publications, and branding materials to ensure consistent, professional representation of AAPM across all channels and maintain organizational integrity in external communications.

DEFINITIONS

Official Materials: AAPM-provided letterhead, PowerPoint templates, and branding elements authorized for organizational business.

External Correspondence: Any communication sent on behalf of AAPM to parties outside the organization using official letterhead or representing AAPM positions.

Designated Bodies:All AAPM groups and volunteers authorized to make determinations or suggestions on behalf of the organization.

POLICY

Official Materials Usage

AAPM provides official letterhead for all organizational business. Group chairs must use official letterhead and clear external correspondence with their Parent Group Chair before sending. Copies of all external correspondence must be sent to the Executive Director.

Official PowerPoint templates are required when representing AAPM in any external capacity. Members shall not create custom letterhead or unofficial templates for AAPM-related activities.

Press Releases and Newsworthy Communications

AAPM volunteers, journal editors, and EXCOM members who become aware of potentially newsworthy activities must contact the Communications Manager and Responsive Communications Subcommittee (RCSC) Chair before developing press releases or position statements.

Press releases require approval within 24 hours from all the following:

• Communication Coordination Committee (CCC) Chair or Vice Chair
• Responsive Communications Subcommittee (RCSC) Chair or Vice Chair
• President
• Executive Director
• Communications Manager

Publications Using AAPM Name

Publications speaking on behalf of AAPM or appearing to represent AAPM positions require EXCOM approval. Submit materials to EXCOM for review 30 days prior to publication submission. Quoting existing published AAPM statements does not require approval.

RESPONSIBILITIES

The Communications Manager coordinates external communications and serves as the primary contact for communication guidance. The Executive Director maintains oversight of official correspondence and reports communication activities to EXCOM. Group chairs are responsible for clearing external correspondence with Parent Group Chairs before sending.

APPLICABILITY

All volunteers and staff are responsible for proper use of and compliance with this policy.