Standard Operating Procedure for AFOMP Pulse Newsletter Editorial Board – Asia-Oceania Federation of Organizations for Medical Physics

Introduction and background

A newsletter is a periodical publication containing written information in the form of printed or electronic news concerning of a business or an organization. The newsletter is the main communication medium between organization and to its members and is used to inform readers about news, events, or other information related to a particular organization activities. In the first ExCom meeting of AFOMP 2023-2025, it has resolved and approved the new editorial team and also the new name of the newsletter, AFOMP Pulse. In an effort to make the effective newsletter, the editorial board is working for better content, design and value of the newsletter towards fulfilling the objectives of the organization and member’s needs and expectation.

Purpose and Scope

The purpose of this document is to provide the editorial board the written operating procedure manual of the Newsletter of Asia Oceania Federation of organization for Medical Physics (AFOMP) Pulse. The scope of this document is to cover the membership, responsibilities, policies of the meetings, publications, implementation and review of the SOP document.

Membership

The membership of editorial board is constituted as follows:

AFOMP Ex-Officio: President
AFOMP Ex-Officio: Secretary-General
Chief Editor
Editor (Scientific)
Editor (Educational)
Editor (Professional)
Editor (Technical)

Roles and responsibilities

(a) The Ex-officio Members: AFOMP President & Secretary-General

i. Advisors and Publisher of the newsletter
ii. Establishing editorial board
iii. Provide resources and support for the publications
iv. Oversee the activities of the editorial process
v. Final acceptance and approval before the publication of newsletter

(b) Chief Editor

i. Strategies for developing, planning and improving the content
ii. Final decision of content of the newsletter
iii. Ensure the quality and timely production and publication
iv. Setting and enforcing deadline and managing the editorial work
v. Communication with Officers and Chairs for messages
vi. Arrangement for the advertisement of standing industry partners
vii. Coordinating with Editors and Ex-officio AFOMP for approval
viii. Provide final draft copy to AFOMP Ex-officio members for approval
ix. Report to the President & ExCom of AFOMP
x. Finalise the call to invite articles/materials submission for the next issue of Newsletter (at least two months before the publication date).
xi. Coordinate the documentation system of the editorial board in the AFOMP shared folder

i. Scientific articles
ii. PhD abstracts
iii. Authors guidelines and formatting
iv. Conduct periodic readership feedback survey
v. Congress Reports of AFOMP and NMOs
vi. Book Reviews
vii. MCQs
viii. Communication with NMOs and their activities
ix. Review the final draft of the newsletter
x. Reporting to the Editorial Board

(d) Editor (Educational)
i. Did you know-Marvellous science in action

ii. Editor’s choice- important articles published in AFOMP journals
iii. Education and Training related news
iv. Interview with students and mid-career researchers
v. Connecting for collaborations and networking
vi. Review the final draft of the newsletter
vii. Reporting to the Editorial Board

(e) Editor (Professional)
i. Professional development activities related news
ii. News from IAEA, WHO, ICRP, IRPA, ICTP
iii. News and activities of NMOs
iv. Review the final draft of the newsletter
v. Reporting to the Editorial Board

(f) Editor (Technical)
i. In-house designing of newsletter
ii. Coordinating with Chief Editor for compilation of all content
iii. Short form of newsletter/online magazine
iv. Coordinating the editorial board meetings and minutes
v. Creating and handling email id: Afompulse2023@gmail.com
vi. Coordinating with PRC chair for social media (twitter & Linkedin)
vii. Outreach to members of AFOMP through website
viii. All documentation relevant to Newsletter
ix. Reporting to the Editorial Board

Meeting policy

i. The editorial board meeting will be held two times in the period of one issue of newsletter publication (preparatory and finalization meeting).
ii. In general, this meeting is in the form of electronic online, however, during the congress time the in-person meeting can be arranged.
iii. The minimum attendance should be of 50% members of the board. If the quorum is not met, the meeting should be adjourned for few minutes and the same meeting can be conducted.
iv. The meetings arrangement is the responsibility of the chief editor with consent of the President of AFOMP
v. The technical Editor with consent of Secretary-General of AFOMP is responsible for setting-up the meetings.
vi. The Technical editor is responsible for communicating with all board members and circulating agenda notice, draft minutes of the meetings and all documentations relevant to the newsletter activities.
vii. The agenda will be circulated a week before the meeting and the draft minutes will be sent to members within a week after the meeting.

Publication policy

i. AFOMP Pulse is an E-newsletter and sends out through emails, website and appropriate social media by the organization.
ii. The first edition of the newsletter is schedule for publication on 01st March and the second edition of the newsletter is schedule for publication on 01st September of the same year.
iii. The size of the scientific article should be limited to maximum 4 pages having calibre format in 12 font sizes with 1.15 spacing.
iv. Industry product advertisement size sale price vary for half page and full page and will be decided by Treasurer and ExCom of AFOMP.
v. The last date for the submission of news, messages, articles and all other items is on 31st January for the first edition and 31st July for the second edition of newsletter in every year.

Implementation and review process
i. The SOP document should be made for effective implementation only after the due approval of editorial board and further approval of ExCom of AFOMP, if desired by ex officio members.
ii. The SOP document will be reviewed by the editorial board once in three years at time of start of new tenure of AFOMP ExCom.
iii. The appointment of the Chief Editor needs the approval of the ExCom on basis of the recommendation of President, AFOMP or through electoral process.

Date approved: 03rd August, 2023