Regulation

Articles of the Japanese Cancer Association, a General Incorporated Association
Bylaws of the Japanese Cancer Association March 1, 2021

Articles of the Japanese Cancer Association, a General Incorporated Association

Chapter I General provisions

(Name)

Article 1
The association shall be named the Japanese Cancer Association.

(Office)

Article 2
The main office of the association shall be located in Shinjuku-ku, Tokyo.

(Method of public notices)

Article 3
Public notices of the association shall be made by publication in the official gazette.

Chapter II Purpose and activities

(Purpose)

Article 4
The purpose of the association shall be to contribute to the health and welfare of the public by engaging in activities to contribute to the development of cancer research and contributing to the development of academic society and the improvement of cancer treatment through research presentations on cancer-related science and its application, exchanges of knowledge, and cooperation between association members and related academic societies in Japan and overseas.

(Activities)

Article 5
The association shall engage in the following activities to achieve the purpose of the preceding Article.
(1) Holding of an annual academic meeting and other academic meetings
(2) Publication of the official journal of the association and other publications
(3) Encouragement of research and public recognition of research results
(4) Communication and cooperation with related academic organizations
(5) Promotion of international research cooperation
(6) Educational activities for the public
(7) Provision of information and guidelines on cancer treatment
(8) Gathering of opinions on healthcare policy and proposals
(9) Other activities necessary to achieve the purpose of the association

Chapter III Membership

(Members of the association)

Article 6
The association shall consist of individuals or groups who have joined out of agreement with the activities of the association.

(Acquisition of eligibility as a member)

Article 7
A person who wishes to become a member of the association must apply pursuant to the provisions of the Board of Directors and obtain the approval of general members.

(Voluntary withdrawal)

Article 8
A member may withdraw from membership of the association voluntarily at any time by submitting the notice of withdrawal specified by the association.

(Expulsion)

Article 9
The association may expel a member who falls under any of the following by resolution of a general assembly of members.
(1) When a member has violated these Articles or other rules of the association.
(2) When a member has damaged the honor of the association or committed an act contrary to its purpose.
(3) When there is any other justifiable reason for being expelled.

(Loss of eligibility as a member)

Article 10
Apart from the two preceding Articles, a member shall lose eligibility as a member if he/she falls under any of the following.
(1) When the general membership agrees.
(2) When the member dies or is disbanded.

Chapter IV General meetings of employees

(Composition)

Article 11
A general assembly of members shall be composed of all members.

(Authority)

Article 12
A general assembly of members shall resolve upon the following matters.
(1) Expulsion of members
(2) Election or dismissal of Directors and Auditors
(3) Amount of remuneration, etc., of Directors and Auditors
(4) Approval of balance sheet and profit and loss statement
(5) Amendments to these Articles
(6) Dissolution and disposal of residual assets
(7) Other matters established by laws and regulations or these Articles

(Holding)

Article 13
The association shall hold a general assembly of members once within three months from the day following the last day of each fiscal year as an ordinary general assembly of members, and otherwise, shall hold an extraordinary general assembly if required.

(Convocation)

Article 14
The President shall convene a general assembly of members based on a resolution of the Board of Directors unless otherwise provided for by laws and regulations.
2. If the President is absent or suffers an accident or hindrance, another Director shall convene a general assembly of members in the order established in advance by the Board of Directors.

(Chair)

Article 15
The President shall serve as the chair of a general assembly of members.
2. If the President is absent or suffers an accident or hindrance, another Director shall serve as chair in the order established in advance by the Board of Directors.

(Voting rights)

Article 16
Each member shall have one voting right at a general assembly of members.

(Resolutions)

Article 17
A resolution of a general assembly of members shall be passed by a majority of the voting rights of members in attendance and with members with a majority of voting rights of all members in attendance, unless as otherwise provided for in laws and regulations or these Articles.
2. Notwithstanding the provisions of the preceding paragraph, the following resolutions shall be passed with a two-thirds or greater majority of the voting rights of all members, accounting for more than half of all members.
(1) Expulsion of members
(2) Dismissal of Directors or Auditors
(3) Amendments to these Articles
(4) Dissolution
(5) Other matters established by laws and regulations

(Minutes of a general assembly of members)

Article 18
The minutes of the proceedings of a general assembly of members shall be prepared based on the provisions of laws and regulations.

Chapter V Officers

(Appointment of officers)

Article 19
The association shall appoint the following officers.
(1) Three or more Directors
(2) One or more Auditors
2. One Director shall be the President, who shall also be the Representative Director under the Act on General Incorporated Associations and General Incorporated Foundations (hereinafter referred to as the “Associations Act”).

(Election of officers)

Article 20
The association shall elect Directors and Auditors by resolution of a general assembly of members.
2. The association shall select a President from among the Directors by a resolution of the Board of Directors.
3. A person may not serve concurrently as Director and Auditor.
4. Of the Directors of the association, the total number of persons including a Director, their spouse, relatives up to and including the third degree of kinship and any other person with a special relationship with that Director as established by laws and regulations must not exceed one-third of the current number of Directors.

(Duties and authority of Directors)

Article 21
Directors shall constitute the Board of Directors and execute their duties in accordance with laws and regulations and the provisions of these Articles.
2. The President shall represent the association and execute their duties in accordance with the provisions of laws and regulations and these Articles.
3. The President shall report on the state of execution of their duties to the Board of Directors at least twice each fiscal year at intervals exceeding four months.

(Duties and authority of Auditors)

Article 22
The Auditors shall audit the execution of the duties of Directors and prepare audit reports based on the provisions of laws and regulations.
2. The Auditors may, at any time, request Directors and employees to report on activities and investigate the state of activities and property of the association.

(Term of office of Directors)

Article 23
The term of office of Directors shall last until the end of the ordinary general assembly of members for the last fiscal year ending within two years after their election.
2. The term of office of a Director elected as a substitute or a Director elected due to an increase in the number of Directors shall be the same as the remaining term of office of the predecessor or other currently serving Directors.
3. Directors shall not be hindered from reelection.
4. The mandatory retirement age of Directors shall be 65 years old. Notwithstanding the provisions of Paragraph 1, a Director who has reached the mandatory retirement age shall resign due to expiry of their term of office as of the close of the first ordinary general assembly of members after reaching the mandatory retirement age. A Director who will reach the mandatory retirement age on the day of an ordinary general assembly of members shall resign due to expiry of their term of office as of the close of said ordinary general assembly of members.
5. Notwithstanding the provisions of the preceding paragraph, if a Director who has reached the mandatory retirement age is President or Vice President, the term of office of said Director shall be extended until their term of office expires based on the provisions of Paragraph 1.

(Term of office of Auditors)

Article 24
The term of office of Auditors shall last until the end of the ordinary general assembly of members for the last fiscal year ending within two years after their election.
2. The term of office of an Auditor elected as a substitute shall be the same as the remaining term of office of the predecessor.
3. The mandatory retirement age of Auditors shall be 65 years old. The term of office of an Auditor who has reached the mandatory retirement age shall be until their term of office expires based on the provisions of Paragraph 1.

(Rights and obligations of officers)

Article 25
If the number of Directors or Auditors is less than the number established by laws and regulations or these Articles, even after expiry of their term of office or resignation, Directors and Auditors shall still have rights and obligations as Directors or Auditors until their successor takes office.

(Dismissal of officers)

Article 26
The association may dismiss Directors and Auditors by resolution of a general assembly of members.

(Remuneration, etc., of officers)

Article 27
The remuneration, bonuses and other economic benefits of Directors and Auditors received from the association as consideration for the execution of duties shall be determined by resolution of a general assembly of members.

Chapter VI Board of Directors

(Composition of the Board of Directors)

Article 28
The association shall establish a Board of Directors.
2. The Board of Directors shall be composed of all Directors.

(Authority of the Board of Directors)

Article 29
The Board of Directors shall execute the following duties.
(1) Decisions on the execution of the activities of the association
(2) Supervision of the execution of the duties of Directors
(3) Election and dismissal of the President

(Convocation and chair of the Board of Directors)

Article 30
The President shall convene the Board of Directors and serve as its chair.
2. If the President is absent or suffers an accident or hindrance, another Director shall convene the Board of Directors and serve as chair in the order established in advance by the Board of Directors.

(Resolutions of the Board of Directors)

Article 31
A resolution of the Board of Directors shall be passed by a majority of the Directors in attendance, with a majority of Directors able to vote on that resolution in attendance.
2. If the requirements of Article 96 of the Associations Act are satisfied, it shall be deemed that a resolution of the Board of Directors was passed.

(Minutes of the Board of Directors)

Article 32
Minutes of the proceedings of the Board of Directors shall be prepared based on the provisions of laws and regulations, and the Directors and Auditors in attendance shall affix their names and seals thereto.

Chapter VII Funds

(Funds)

Article 33
The association may recruit people from whom it will receive funds.

(Fund recruitment procedures)

Article 34

The procedures for the recruitment, allocation, payment, etc., of funds shall be established separately by the President following a resolution by the Board of Directors.

(Rights of fund contributors)

Article 35
The association shall not return contributed funds until the association disbands.

(Procedures for return of funds)

Article 36
The place and method whereby funds are returned and other necessary matters concerning the procedures for the return of funds shall be established separately by the liquidator.

Chapter VIII Assets and accounting

(Fiscal year)

Article 37
The fiscal year of the association shall be from January 1 to December 31 each year.

(Plans and budgeting for revenue and expenditure)

Article 38
Plans and budgets for revenue and expenditure of the association shall be prepared by the President and approved by the Board of Directors by the day before the start of each fiscal year, and shall be kept at the main office until the completion of that fiscal year.

(Activity report and settlement of accounts)

Article 39
The President must prepare the following documents after the end of each fiscal year, have them audited by the Auditors, and obtain the approval of the Board of Directors.
(1) Activity report
(2) Supplementary schedules of the activity report
(3) Balance sheet
(4) Profit and loss statement
(4) Supplementary schedules of the balance sheet and profit and loss statement
2. Of the documents approved based on the preceding paragraph, the activity report must be reported to the ordinary general assembly of members, and the balance sheet and profit and loss statement must be approved by the ordinary general assembly of members.

Chapter IX Amendments to these Articles and disbandment

(Amendments to these Articles)

Article 40
Amendments to these Articles shall be made by resolution of a general assembly of members.

(Disbandment)

Article 41
The association shall disband based on a resolution of a general assembly of members or other reason established by laws and regulations.

(Ownership of residual assets and distribution of surplus funds)

Article 42
Residual assets held by the association in the event that it liquidates shall be donated to Public Interest Incorporated Associations, Public Interest Incorporated Foundations, or the corporations, national or local governments listed in Article 5, Item 17, (a) to (g) of the Act on Authorization of Public Interest Incorporated Associations and Public Interest Incorporated Foundations following a resolution of a general assembly of members.
2. The association shall not distribute any surplus.

Chapter X Executive Office and consultants

(Executive Office)

Article 43
An Executive Office shall be established to process the administrative work of the association.
2. The Executive Office shall have a Secretary-General and the required personnel.
3. Necessary matters concerning the organization and operation of the Executive Office shall be determined separately by the President following the approval of the Board of Directors.

(Consultants)

Article 44
The association may appoint a consultant.
2. The President shall commission a consultant from among persons with deep knowledge related to the purpose of the association.
3. A consultant shall respond to consultation by the President with respect to important matters of the association.

Chapter XI Supplementary provisions

(Officers at time of establishment)

Article 45
The Directors, Representative Director and Auditors at the time of establishment of the association shall be as follows.
Hideyuki Saya, Director at the time of establishment
Koichi Akashi, Director at the time of establishment
Fuyuki Ishikawa, Director at the time of establishment
Johji Inazawa, Director at the time of establishment
Toshikazu Ushijima, Director at the time of establishment
Atsushi Ohtsu, Director at the time of establishment
Masanobu Oshima, Director at the time of establishment
Naoko Hara, Director at the time of establishment
Seishi Ogawa, Director at the time of establishment
Atsushi Ochiai, Director at the time of establishment
Yutaka Kawakami, Director at the time of establishment
Tomoki Todo, Director at the time of establishment
Takuro Nakamura, Director at the time of establishment
Naoya Fujita, Director at the time of establishment
Yoshio Miki, Director at the time of establishment
Kohei Miyazono, Director at the time of establishment
Yoshinori Murakami, Director at the time of establishment
Masaki Mori, Director at the time of establishment
Hideyuki Saya, Representative Director at the time of establishment
Hiroyuki Seimiya, Auditor at the time of establishment
Seiji Yano, Auditor at the time of establishment

(First fiscal year)

Article 46
The first fiscal year of the association shall be from the date of establishment of the association to July 31, 2021.

(Names and addresses of members at the time of establishment)

Article 47
The names and addresses of members at the time of establishment of the association shall be as follows.
(Omitted)

(Address of the main office at the time of establishment)

Article 48
The address of the main office at the time of establishment of the association shall be as follows.
35 Shinanomachi, Shinjuku-ku, Tokyo

(Term of office of first officers)

Article 49
Notwithstanding the provisions of Article 23, Paragraph 1 of these Articles, the term of office of the first Directors after the establishment of the association shall end as of the close of the ordinary general assembly of members for the last fiscal year that ends within one year after the date of establishment of the association.

(Matters not specified herein)

Article 50
Any matter not specified herein these Articles shall be governed by the Act on General Incorporated Associations and General Incorporated Foundations and other laws and regulations.

(Third fiscal year and term of office of Directors)

Article 51
Notwithstanding the provisions of Article 37 of these Articles, the third fiscal year of the association starting on August 1, 2022
shall be from that day to December 31, 2022.
2. Notwithstanding the provisions of Article 23, Paragraph 1 of these Articles, the term of office of a Director
elected at the ordinary general assembly of members for the third fiscal year shall last until the end of the first extraordinary general assembly to be held for the purpose of electing Directors to be held in September 2023.
3. The provisions of Article 23, Paragraph 4 and Paragraph 5 of these Articles shall not apply to Directors elected at the ordinary general assembly of members for the third fiscal year.

Note
Revised October 1, 2021
Revised May 26, 2022

Bylaws of the Japanese Cancer Association March 1, 2021

Chapter I General provisions

Article 1

This association shall be called The Japanese Cancer Association and shall constitute a section of the Japanese Association of Medical Sciences.

Article 2

These bylaws shall establish the detailed matters concerning the operation of the association.

Chapter II Members

Article 3

Persons wishing to be admitted to the association must obtain a recommendation from a councilor or honorary member, submit an application to the association’s Executive Office, and pay the annual dues for that year. If a member wishes to withdraw from membership, that member shall report that intention together with the reason for withdrawal. However, such members must complete the payment of any unpaid dues.

Article 4

Members are obliged to pay annual dues by the end of March each year.

Article 5

The annual dues of the association shall be as follows.
[1] General members 8,000 yen
[2] Student members 3,000 yen
[3] Honorary members exempt
2. When a member has not paid annual dues for two years without special reason, the member shall be deemed to have withdrawn from membership.
3. If a member was deemed to have withdrawn from membership based on the preceding paragraph, they may rejoin the association by submitting an application after paying all of the unpaid annual dues within three years prior to being deemed to have withdrawn from membership and the annual dues for the fiscal year in which they rejoin the association. No recommendation is required to rejoin the association. In this case, the period for which the member paid annual dues based on this paragraph shall be included in their history of membership with the association.

Article 5-2

A member may take a leave of absence from the association by submitting an application stating the reason. In this case, the member shall be exempt from the annual dues from the fiscal year following the leave of absence. However, members with unpaid annual dues may not take a leave of absence.
2. The maximum period of a leave of absence shall be four years from the first day of the fiscal year following the leave of absence, and if the member does not submit an application to rejoin the association by then, the member shall be deemed to have withdrawn from membership.
3. No recommendation is required to rejoin the association, but the period from the fiscal year following the leave of absence to the fiscal year prior to rejoining shall not be included in their history of membership with the association.
4. If a member takes a leave of absence on the first day of the fiscal year, the exemption from annual dues and the non-inclusion of the period of leave in their history of membership with the association shall start from that day.
5. If a member rejoins the association during a fiscal year, the payment of annual dues for that fiscal year shall be required.

Article 6

Members shall have the right to apply for application of the members’ discount price for the association’s official journal, and may attend the Annual Meeting and other academic meetings to present their research results or make comments. Members may stand as candidates for councilor of the association if they meet separately established fixed conditions.

Article 7

The association may take disciplinary action such as expulsion from the association in light of the “Regulations on Disciplinary Action of the Japanese Cancer Association” against a member who violates the Articles of the Japanese Cancer Association or regulations of the association, or who impairs the honor or credibility of the association.

Article 8

A member who has made a great contribution to the development of The Japanese Cancer Association or innovation in global cancer research may be recommended as an honorary member of the association based on a resolution of the Board of Councilors.

Chapter III Councilors

Article 9

Members who satisfy the following requirements A and B may become candidates for councilor through the prescribed procedures.
A. Member of the Japanese Cancer Association for at least six years
B. Satisfies either of the following [1] or [2]
[1] Has results for publication in Cancer Science Namely, the member has results for having articles published in Cancer Science, the official journal of the association, in the past three years, or has results for having general comments published in Cancer Science in the period also including the three years prior to that (publication results are valid for three years for articles and six years for general comments).
[2] Results for six or more presentations at academic conferences in the past three years (including at least two oral presentations)
* Co-authorship is possible for both [1] and [2] above. “Presentations at academic conferences” are limited to presentations at symposiums and public lectures sponsored or jointly sponsored by The Japanese Cancer Association.

Article 10

Councilors shall be elected in accordance with the method of the following items.
[1] Councilor candidates shall send notification of candidate for councilor to the Executive Office by the designated due date by the method of self-recommendation or recommendation by a third party.
[2] A councilor with a history as councilor of six years or more may recommend one candidate councilor each year and a director may recommend up to three candidate councilors each year. However, Directors may recommend an additional two candidates from regions, specialties, etc., defined by the Board of Directors in order to correct an imbalance of councilors.
[3] Candidates (both self-recommendations and third party recommendations) shall submit the designated notification form to the Executive Office. The Executive Office shall prepare a list of candidates and send it to each Director. Each Director shall select and recommend the number of members specified by the Board of Directors from the list of candidates for new councilors.
[4] New councilors shall be elected by the Board of Directors and approved by the Board of Councilors.

Article 11

Councilors who satisfy the following requirements A and B shall be reappointed as councilors through the prescribed procedures.
A. If the councilor has results for publication in Cancer Science (satisfies any of the following [1] to [3])
[1] In principle, the councilor has results for having at least one article published in Cancer Science, the official journal of the association, in the past three years, or has results for having at least one general comment published in the past six years, or has results for having at least two original articles published in the past six years.
[2] In total, the councilor has had at least ten articles published in Cancer Science (including JJCR and GANN).
[3] If an article not adopted by Cancer Science in the past three years was published in Cancer Medicine (limited to articles recommended for submission to Cancer Medicine by the Editor of Cancer Science), this shall be considered equivalent to one article in Cancer Science, and reappointment shall be evaluated comprehensively together with other contributions to the activities of the association.
B. If the councilor does not satisfy the results for publication in Cancer Science, but satisfies either of the following [1] or [2]
[1] The councilor has recommended at least four new members or given at least six presentations at academic conferences (including at least two oral presentations) during the past three years. * “Presentations at academic conferences” are limited to presentations at symposiums and public lectures sponsored or jointly sponsored by The Japanese Cancer Association.
[2] Cases where at least one-third of Directors recognize reappointment to be appropriate, taking into account the results of peer review for Cancer Science (average number of peer reviews in the past three years), institution of affiliation, region, research field and other contributions to the activities of the Japanese Cancer Association.

Article 12

Councilors shall have the rights listed in the following items. However, the rights of Item [5] and Item [6] shall be limited to councilors with a history of at least six years as a councilor.
[1] Recommendation for membership
[2] Voting for election of Directors
[3] Right to vote at meetings of the Board of Councilors
[4] Recommendation of candidates for the Tomizo Yoshida Prize, the Mataro Nagayo Prize, JCA International Award, JCA-Mauvernay Award, JCA-CHAAO Award, JCA Women Scientists Award, and the Young Investigator Awards of the Japanese Cancer Association
[5] Recommendation of one new candidate for councilor
[6] Standing as a candidate for Director

Chapter IV Officers

Article 13

The following officers shall be appointed at the association.
[1] President 1 person
[2] President of the Annual Meeting, President of the Annual Meeting-elect 1 person each
[3] Editor-in-Chief of the association journal 1 person
[4] Vice Presidents Several
[5] Directors 18 people
[6] Auditors 2 people
[7] Councilors Small number (Not to exceed 10% of the number of members)
[8] Secretaries for the Annual Meeting 3 people

Article 14

The President shall represent the association, supervise general affairs, and preside over the Board of Directors.
2. The President shall be elected from among Directors at a meeting of the Board of Directors.
3. The term of office of the President shall be as provided for in the Articles of the Japanese Cancer Association.

Article 15

The President of the Annual Meeting shall hold the Annual Meeting and act as chair of the Board of Councilors and the general assembly of members.
2. Every year, the President of the Annual Meeting shall be selected from among the councilors by the Board of Directors and approved by the Board of Councilors.
3. The term of office of the President of the Annual Meeting shall be from the end of the previous Annual Meeting to the end of the Annual Meeting the President is in charge of.

Article 16

The Editor-in-Chief of the association journal shall be appointed from among members of the association by the President following consultation with the Board of Directors and their approval, and reported to the Board of Councilors.
2. The Editor-in-Chief of the association journal shall review the editing and publication of the association journal.
3. The term of office of the Editor-in-Chief of the association journal shall be established separately. Said term of office shall not be restricted by the mandatory retirement age system for officers provided for in Article 24.

Article 17

The Vice Presidents (several members in charge of academic affairs, finance, etc.) shall assist the Board of Directors in their duties.
2. The Vice Presidents shall be nominated from among the Directors by the President and commissioned with the approval of the Board of Directors.
3. If the President suffers an accident, a Vice President shall perform those duties on behalf of the President.
4. The term of office of Vice Presidents shall be as provided for in the Articles of the Japanese Cancer Association.

Article 18

The Directors shall organize the Board of Directors and manage its duties.
2. Candidates for Director shall be councilors with a history as councilors of six years or more. Candidates for Director shall be elected as candidates for the next group of Directors by a vote among councilors and their election confirmed by resolution of a general assembly of members.
3. The term of office of a director shall be based on the provisions of the Articles of the association.
4. If part of the term of office of a Director who has reached the mandatory retirement age remains, the runner-up in the election for Director of that year shall be elected and shall serve as Director for the period corresponding to the remainder of the term of office.

Article 19

If the number of candidates for Director is the same as the number of Directors to be elected, no vote shall be taken, and all candidates shall be deemed to have been elected by the Board of Councilors.
2. If the number of candidates for Director is less than the number of Directors to be elected, all candidates shall be deemed to have been elected by the Board of Councilors and a supplementary election shall be implemented promptly after obtaining the approval of the Board of Directors.

Article 20

Auditors shall execute the following duties.
[1] Audits of the state of the association’s property
[2] Audits of the state of execution of duties by Directors
[3] If it is recognized that there was a violation of laws and regulations or the Articles of the Japanese Cancer Association with respect to the state of property or the execution of activities, or any remarkably unreasonable matter, this shall be reported to the Board of Councilors or the Board of Directors.
[4] If necessary, the Board of Councilors or the Board of Directors shall be convened to give the report of the preceding item.
[5] The President may appoint a specially-appointed auditor as required. In addition, the Auditors shall attend meetings of the Board of Directors to fulfill their duties.

Article 21

Auditors shall be nominated from among the councilors by the Board of Directors, commissioned with the approval of the Board of Councilors and their election confirmed by resolution of a general assembly of members.
2. The term of office of Auditors shall be as provided for in the Articles of the Japanese Cancer Association.

Article 22

The councilors shall organize the Board of Councilors and deliberate and determine important matters of the board.
2. The term of office of a councilor shall be three years, and this shall not preclude reappointment.

Article 23

The Secretaries for the Annual Meeting shall assist the President of the Annual Meeting.
2. The Secretaries for the Annual Meeting shall be recommended by the President of the Annual Meeting from among members of the place where the Annual Meeting is to be held and elected by the Board of Directors.
3. The term of office shall be from the end of the previous Annual Meeting to the end of the annual meeting they are in charge of, and they may attend meetings of the Board of Directors and the Board of Councilors.

Article 24

The date of mandatory retirement of the President of the Annual Meeting, the President of the Annual Meeting-elect, the councilors, and the Secretaries for the Annual Meeting shall be December 31 of the year in which they reach 65 years old.
2. The mandatory retirement age of Directors, the President and Auditors shall be as provided for in the Articles of the Japanese Cancer Association.

Chapter V President’s Office

Article 25

The President’s Office shall be established to assist the President and promote the activities of the association to achieve the purpose of the association under the instructions of the President.
2. The President shall appoint and dismiss a President’s Office Manager. The term of office of the President’s Office Manager shall be determined by the President.
3. The President’s Office Manager may attend meetings of the Board of Directors, the Board of Councilors and other meetings as instructed by the President.

Chapter VI Meetings and Committees

Article 26

In principle, the Annual Meeting, the meeting of the Board of Councilors and the general assembly of members are held once a year by the President of the Annual Meeting.
[1] Annual Meeting: Held once a year under the President of the Annual Meeting. The Vice-President in charge of academic matters shall participate on the Program Committee of the Annual Meeting.
[2] Board of Councilors: Held at the time of the Annual Meeting, with the President of the Annual Meeting acting as chair.
The outcomes of the Board of Directors, audit results and various other items are discussed and determined at this meeting. A quorum of not less than two-thirds of Councilors (however, letters of proxy are accepted) is required for the establishment of this meeting and resolutions require the approval of a majority of attendees. Resolutions of the Board of Councilors and reports to the Board of Councilors may be made by e-mail or using a web system without holding an actual meeting. In this case, a Councilor who exercised their voting rights by e-mail or a web system shall be deemed to have done so by attending a meeting of the Board of Councilors, and a report shall be deemed to have been made to the Board of Councilors with its transmission by e-mail or publication on the web system.
An extraordinary meeting of the Board of Councilors may be held at the request of the President or by a resolution of the Board of Directors.
If an extraordinary meeting of the Board of Councilors is held, a notice of convocation (in the case of a meeting of the Board of Councilors by e-mail or web system without actually holding a meeting, notice to that effect) shall be issued to each Councilor at least two weeks prior to the date of the meeting. This notice may be made by e-mail or web system.
The following matters must be resolved upon or approved by the Board of Councilors.
(1) Activities
(2) Budget / settlement of accounts
(3) Other important matters
[3] General assembly of members: Held once a year, with the President of the Annual Meeting acting as chairman. Matters decided by the Board of Directors and the Board of Councilors are reported here.

Article 27

Committees (standing and fixed time) shall be established by resolution of the Board of Directors to execute the activities of the association smoothly. In addition, the abolition or modification of a Committee shall be carried out by resolution of the Board of Directors.
2. Committee chairs and members shall be elected as follows.
[1] The chair shall be nominated by the President and determined after approval by the Board of Directors. In addition, committee members shall be appointed by the chair and appointed by the President.
[2] In principle, being a committee member is conditional upon being a member of the association.
[3] In principle, a Director shall serve as chair. However, a Councilor may also be appointed in some circumstances.
[4] On a committee where a Councilor serves as chair, a Director must be added as a committee member to share information with the Board of Directors.
[5] The term of office of committee members shall be two years and in principle, committee members shall serve for a maximum of two terms.
[6] As an exception, the Award and Prize Selection Committee alone shall consist solely of Directors, their term of office shall be one year and this shall not preclude reappointment.
Standing Committees (as of September 29, 2021)
(1) General Purpose Committee
(2) International Sessions Organization Committee
(3) Smoking Countermeasures Committee
(4) Cooperation Committee
(5) Public Relations Committee
(6) Internationalization Committee
(7) Award and Prize Selection Committee
(8) Female Scientists Committee
(9) Joint Committee on Diabetes and Cancer
(10) Conflict of Interest Committee
(11) Ethics Committee
(12) Insurance and Guidelines Committee

Article 28

In principle, the officers who attend expanded management meetings and meetings of the Board of Directors shall be as follows.

＜ Expanded management meeting ＞

• President
• Vice Presidents (3 people)
• President of the Annual Meeting
• President of the Annual Meeting-elect
• Cancer Science Editor in chief
• President’s Office Manager
• People nominated by the President

＜ Board of Directors ＞

• President
• Vice Presidents (3 people)
• Directors
• President of the Annual Meeting
• President of the Annual Meeting-elect
• Cancer Science Editor in chief
• Auditors (2 people)
• President’s Office Manager
• People nominated by the President

Article 29

If the heads of various meetings judge that it would be difficult to hold an assembly-type meeting under current circumstances, online meetings shall also be permitted. In addition, online resolutions shall also be permitted for agenda items requiring approval on such occasions.

Chapter VII Official journal

Article 30

The association shall publish a journal in accordance with the separately established provisions.

Chapter VIII Supplementary provisions

Article 31

Regulations on the handling of personal information
Purpose. The association shall collect the personal information* of members to use it in the following work.

• Communication from Executive Office to members
• Sending of the official journal to members
• Creation of membership lists
• Communication among members on committees, etc.
• Delivery of information on seminars and symposia, etc., that the association hosts, co-hosts or supports

* “Personal information” indicates date of birth, name and other information that can be used to identify an individual.

2. If it becomes necessary to use the personal information of members for anything beyond the purposes listed above, the association shall communicate that purpose to the members involved in advance. If a member does not provide the association with personal information, the rights of the member may be restricted in some association activities. (e.g.: If members do not provide their date of birth, they shall be unable to apply for age-restricted academic prizes or stand as candidates for office such as Councilor or Director, etc., which are subject to a mandatory retirement system.)

3. The association may provide personal information in contracting work out to contractors that the association has judged trustworthy and that have concluded a nondisclosure agreement (hereinafter referred to as “Contractors”) in order to provide services to members efficiently. The association shall only provide Contractors the information required within the scope of the required purpose and prohibits the use of that information for anything other than the purpose of service provision.

4. The association shall not present the personal information of members to third parties other than Contractors without obtaining the consent of members. However, if the provision of the personal information of members is required for reasons of management of the association, the association may provide a list of all members, limited to the personal information required, to related government agencies and organizations (Ministry of Health, Labour and Welfare, Ministry of Education, Culture, Sports, Science and Technology, Japan Patent Office, The Japanese Association of Medical Sciences, etc.). In addition, if presentation has been demanded for legal reasons, or if presentation has been demanded by a public organization such as a court or police station, the association may provide personal information without obtaining the consent of members.

Article 32

Rules on congratulations and condolences
When an officer or honorary member passes away, the association shall notify Councilors and honorary members of their passing by electromagnetic means and arrange a condolence telegram in the name of the President.
A moment of silence shall be held by the Board of Councilors and the general assembly of members for the deceased of Paragraph 1 of the past year from the holding of the Annual Meeting.
The association shall not publish information on the deceased on its website.

Article 33

These Bylaws shall be enforced from January 4, 2021.
These Bylaws shall be revised as of March 1, 2021 and enforced from the same date.
These bylaws shall be revised as of May 26, 2022 and become effective as of that date.

Article 34

Notwithstanding the provisions of Article 27, Paragraph 2, Item 5 and Item 6 of these bylaws, the term of office of committee members who are appointed for the term of office starting from January 2024 shall last until the end of December 2024.