NORTH CAROLINA

DENTAL HYGIENE ASSOCIATION

OPERATIONS MANUAL

REVISED 2013

This Manual Belongs to the ______

And is to be passed onto each successor.

NCDHA Operations Manual

TABLE OF CONTENTS

Chapter INorth Carolina Dental Hygiene Schools

Chapter II North Carolina Component Territories

Chapter IIIOfficer Descriptions and Responsibilities

President…………………………………………………………………………………...... 6

President-elect…………………………………………………………………...... 11

Vice President…………………………………………...... …………………………………….14

Recording Secretary……………………………………………………………….. ……...... 17

Treasurer…………………………………………………………………………………………19

Treasurer-elect……………………………………………………………………...... 22

Speaker of the House…………………………………………………………………………….24

Immediate Past President ………………………………………………………………………..26

Component Trustee ………………………………………………………………...... 28

Chapter III Committee Descriptions and Responsibilities

Committees: General Information……………………………………………………………….29

NCDHA’S Responsibility to Committees………………………………………………… ……32

Chart of Councils and Committees…………...……………………………….…………………33

ADHA Delegates …………………………………………………………………...... 34

Communication Coordinator…………………………………………………………………….35

Continuing Education Committee………………………………………………………………..36

Executive Committee…………………………………………………………………………….38

Finance Committee………………………………………………………………………...... 39

Governmental Affairs Committee………………………………………………………………..40

House of Delegates Committee………………………………………………………………….42

Membership Committee…………………………………………………………………...... 44

NCDHA Liaison (Appointments)………………………………………………………………..46

Operations/Bylaws Committee…………………………………………………………………..47

Student ADHA Coordinator……………………………………………………………………..49

Ways and Means Committee……………………………………………………………...... 51

NCDHA Operations Manual

Chapter IV Reports

Report Format for Executive Committee ………………………………………………………..52

Report Format for Trustees………………………………………………………...... 53

Report Format for Committees …………….……………………………………………………54

Report Format for Coordinator…………………………………………………………………..55

Report Format for NCDHA Liaison……………………………………………………………..56

Board of Trustees Agenda Format…………………………………………………...... 57

Chapter V Financial Guidelines

Chapter VI Administrative Guidelines

Conflict of Interest Disclosure Form…………………………………….65

Chapter VII North Carolina Dental Hygiene Association Code of Ethics

Chapter VIII American Dental Hygienists’ Association

Current Bylaws and Code of Ethics – For the most current publication, contact ADHA at They are free and published an

NC DENTAL HYGIENE SCHOOLS

Asheville-Buncombe Technical CollegeHalifax Community College

Department of Dental HygieneDepartment of Dental Hygiene

340 Victoria Road200 College Drive

Asheville, NC28801Weldon, NC27890

CapeFearCommunity CollegeUniversity of North Carolina at Chapel Hill

Department of Dental HygieneDepartment of Dental Hygiene, School of Dentistry

411 N. Front St.CB 7450, 367 OldDentalBuilding

Wilmington, NC28401Chapel Hill, NC27599

CatawbaValleyCommunity CollegeWakeTechnicalCommunity College

Department of Dental HygieneDepartment of Dental Hygiene

2550 Hwy 70 SE2901 Holston Lane

Hickory, NC28602Raleigh, NC27610

CentralCarolinaCommunity CollegeWayneCommunity College

Department of Dental HygieneDepartment of Dental Hygiene

1105 Kelly DriveCaller Box 802

Sanford, NC 27330Goldsboro. NC 27533

CentralPiedmontCommunity College

Department of Dental Hygiene

PO Box 35009

Charlotte, NC28235

Coastal CarolinaCommunity College

Department of Dental Hygiene

444 Western Blvd.

Jacksonville, NC28540

FayettevilleTechnicalCommunity College

Department of Dental Hygiene

PO Box 35236

Fayetteville, NC28303

ForsythTechnicalCommunity College

Department of Dental Hygiene

2100 Silas Creek Parkway

Winston-Salem, NC27101

GuilfordTechnicalCommunity College

Department of Dental Hygiene

PO Box 309

Jamestown, NC27282

NCDHA COMPONENT TERRITORIES

01 Western North Carolina DHS

Buncombe, Cherokee, Clay, Graham, Haywood, Henderson, Jackson, Macon, Madison,

Swain, Transylvania, Yancey

02 Central

Caswell, Guilford, Randolph, Rockingham, Alamance

03 Metrolina DHS

Anson, Cabarrus, Cleveland, Gaston, Lincoln, Mecklenburg, Montgomery, Rowan, Stanly,

Union

04 Cape Fear DHS

Brunswick, Columbus, Duplin, New Hanover, Pender

05 Durham-Orange DHS

Chatham, Durham, Orange, Person

07 Forsyth

Davidson, Davie, Forsyth, Stokes, Surry, Yadkin

08 Greater Fayetteville DHS

Bladen, Cumberland, Harnett, Hoke, Lee, Moore, Richmond, Robeson, Sampson, Scotland

09 Greater Raleigh DHS

Franklin, Granville, Johnston, Vance Wake, Warren

10 Southeastern DHS

Beaufort, Bertie, Camden, Chowan, Currituck, Dare, Gates, Green, Hertford, Hyde, Lenoir,

Martin,Northampton, Pasquotank, Perquimans, Pitt, Tyrell, Washington, Wayne

11 Foothills DHS

Alexander, Avery, Burke, Caldwell, Catawba, Iredell, McDowell, Mitchell, Polk, Rutherford

12 Northeastern DHS

Edgecombe, Halifax, Nash, Wilson

15 Coastal Carolina DHS

Carteret, Craven, Jones, Onslow, Pamlico

17 Greater Wilkes DHS

Alleghany, Ashe, Watauga, Wilkes

PRESIDENT

CLASSIFICATION OF OFFICE: Automatic succession from President-elect

QUALIFICATIONS:Must be voting member of NCDHA.

TERM OF OFFICE: One year, or until a successor is elected.

Upon completion of term of office shall

Succeed to the office of Immediate Past President

for a term of one year.

RESPONSIBILITIES:

  1. Serve in accordance with the Bylaws of the NCDHA and uphold the Principles of Ethics.
  1. Supervise all activities of the Association, consistent with the Bylaws and policies established by the House of Delegates, and ensure their coordination.
  1. Serve as an official representative of the NCDHA in its contacts with individuals and with government, civic, business, professional and other organizations and groups for the purpose of establishing liaisons and advancing the objectives of the NCDHA. As the official representative of the NCDHA, should attend when possible all state level meetings of the Association and all meetings by special invitation, but not limited to the following:

NCDHS District Meetings

NCDS House of Delegates/Opening Session

NCDAA General Session

NCDHA Component Meetings

NC Student ADHA Meeting(s)

NCDHA House of Delegates

NCDHA Annual Scientific Meeting

NCDHA Additional Scientific Meetings

ADHA District IV Meetings

ADHA District IV Delegates Workshop

ADHA District IV SADHA Annual Meeting

ADHA House of Delegates

ADHA Annual Session

  1. Serve as Chair of the NCDHA Board of Trustees (BOT), coordinating all activities of the BOT as they relate to the activities of other Association agencies:
  2. Promote communication throughout the BOT.
  3. Recommend appointment of standing and special committee chairs and parliamentarian to the first meeting of the BOT and as needed at BOT meetings.
  4. Set dates for four or more regular BOT meetings during the year and announce meeting dates at the first meeting of the BOT, immediately at the close of the Second House.
  5. Ensure the duties of the BOT are properly executed.
  6. Prepare the agenda for meeting of the BOT.
  7. Prepare mail ballots as needed.
  8. Preside at all meetings of the BOT.
  9. Establish NCDHA deadline dates for the year.
  10. Call special meetings of the BOT when necessary.
  11. Cast the deciding vote in case of a tie.
  12. Fill vacancy in the office of Vice President, Recording Secretary, or Treasurer upon the approval of the BOT.
  13. Send copies of official correspondence to the Executive Committee members and others when warranted.
  14. Sign Association contracts when necessary, along with another officer and/or appropriate committee chair, provided the contract has been approved by the BOT.
  1. Serve a one-year term as automatic ADHA Delegate during term of Presidency.
  1. Serve as Chair/Consultant of the Council on Administration. The following committees fall under the Council on Administration:
  • Finance
  • Governmental Affairs
  • Operations/Bylaws
  • Special Committees
  • Ways and Means
  1. For Council and Committees
  • Serve as ex-officio member of all committees and the House of Delegates, ensuring their effectiveness.
  • Motivate councils, committees, coordinators and advisors to ensure their proper functions, assignments, and activities are accomplished.
  • Provide council and committee chairs, coordinators and advisors with deadline dates for reports and budget, and explain how they are inter-related, so chairs will be able to provide concise budget requests. (Budget deadlines to be set by Finance Committee and provided to the President.)
  • Appoint additional consultants to committees as needed and inform the BOT of these appointments.
  • Fill vacancies, which may occur on committees as provided by the Bylaws.
  • Form special committees when such committees are essential to the management of the Association, provided that all such committees are presented for approval at the next BOT meeting.
  • Upon installation into office of President, with the approval of the Executive Committee, assign resolutions from the immediate past House of Delegates to the appropriate committees for review and/or implementation.
  • Provide the BOT with resolution assignments for their information.
  • Officially notify each committee chair, coordinator and advisor of appointment in writing.
  1. For Executive Committee
  • Serve as a member of the Executive Committee of the BOT.
  • Assume chair or appoint a chair and secretary of the Executive Committee.
  • Determine dates and location of meetings (meals, lodging, and travel for Executive Committee members as budgeted under Executive Committee Expense).
  1. For Communication Coordinator
  • Provide to the Communication Coordinator, an appropriate image, or a digital picture for publication immediately after election.
  • Submit President’s message to the Communication Coordinator for each official publication during term of office. Deadlines should be designated by the Communication Coordinator. The first official publication should include a list of all elected officers and appointed committee chair. (Include officer’s address, phone, fax, and email information).
  1. For Membership with the assistance of the membership chair:
  • Send congratulatory letters to state board licensure candidates.
  • Development form letters to be sent by the membership chair as needed for new members, non-renewing members, conversion students, non-conversion students, and nonmembers.
  1. For Reports:
  • Request reports of officers and council chairs, coordinators and advisors at least two weeks prior to the BOT meetings and Annual Reports 45 days prior to the Annual House of Delegates meeting.
  • Prepare a written report of the President and the Council on Administration at least two weeks prior to the BOT meeting and, an Annual Report, 45 days prior to the Annual House of Delegates meeting, sending copies to the President-elect and Recording Secretary.
  • Prepare the NCDHA Reports quarterly, for ADHA District IV Trustee.
  • Prepare the NCDHA Annual Report for the ADHA House of Delegates.
  1. For Expenses and Budgeting:
  • Refer to NCDHA Financial Guidelines (Chapter VI) and the current year’s budget for allowable expenses.
  • Keep an itemized accounting of official expenditures and submit an expense statement form with proper receipts attached to the Treasurer for reimbursement.
  • Requests for unbudgeted funding must be submitted to the Treasurer for approval by the Finance Committee before presentation to the BOT.
  • Submit a projected budget request for the following year to the Finance Committee at least 60 days prior to the Annual Business meeting of the House of Delegates.
  1. For Student ADHA:
  • Coordinate with the Student ADHA Advisor as needed for Student ADHA activities.
  1. For House of Delegates:
  • Address opening session.
  • Appoint Reference Committee Chairs and members, Sergeant-At-Arms, and Pages for the House of Delegates Meeting.
  • Coordinate with the Speaker of the House and Vice President all activities.
  • Preside in the absence of the Speaker of the House.
  1. For Annual Scientific Meeting:
  • Coordinate with the Vice President all activities.
  • Preside at sessions
  • Select person to deliver invocation at opening session and meal functions.
  • Present Life Membership, Honorary Membership and other awards.
  1. For Additional Scientific Meeting:
  • Coordinate with the Vice President all activities.
  • Preside at sessions.
  • Conduct an Open Forum and assemble a qualified panel to address NCDHA issues. (At least one open forum is to be held each year prior to the House of Delegates meeting.)
  1. Perform other duties as may be provided by the Bylaws.
  1. May delegate any of the above duties to the President-elect, Immediate Past President, Vice President, Trustee, or other qualified member of the Association, always retaining ultimate responsibility.
  1. Other duties:
  • At the beginning of presidency term, send a list of NCDHA officers’ addresses along with phone, fax, and email information to the ADHA Central Office.
  • At the beginning of presidency term, send a list of NCDHA officers’ addresses along with phone, fax and email information to the NCDS, NCDAA, and other ally associations.
  • At the beginning of presidency term, send a list of addresses along with phone, fax and email information for NCDHA officers, Component Trustees, Committee Chairs, Councils, Coordinators and Advisors to NCDHA Central Office for distribution for insertion into the Operations Manual.
  • Answer all correspondence in a timely manner and maintain copies for reference.
  • Purchase and present a gift for the District IV Trustee.
  • Purchase and present a gift for the ADHA President when she/he visits the NCDHA.
  • Send greetings to presidents of the NCDS, NCDAA, and NCDS Alliance, and address these groups when invited.
  1. Pass President’s files to successor.
  1. Annual appointment:
  • Liaison to attend the NCSBDE
  • Liaison to Educator’s Association

PRESIDENT-ELECT

CLASSIFICATION OF OFFICE: Elected by House of Delegates

QUALIFICATIONS: Must be a voting member of NCDHA.

TERM OF OFFICE:One year. Upon completion of term of office shall

succeed to the office of President for a term of one year.

RESPONSIBILITIES:

  1. Serve in accordance with the Bylaws of NCDHA and uphold the Principles of Ethics.
  1. Assist the President as requested.
  1. Be the President’s understudy. In the event of a vacancy in the office of President, the President-elect shall succeed to the office of President for the unexpired term and the term immediately following.
  1. Serve in the following capacities:
  2. As a member of the Board of Trustees.
  3. As a member of the Executive Committee.
  4. As an ex-officio member of the House of Delegates.
  5. As a consultant of the NCDHA Liaison Committee.
  6. As Chair/Consultant of the Council on Professional Relations.
  7. As automatic first ADHA alternate delegate funded to the ADHA House of Delegates when funds are available.
  8. As the NCDHA representative to the North Carolina Alliance of Allied Health Care Professionals.
  1. Attend, when possible, all state level meetings of the Association and all meetings by special invitation, including but not limited to the following:

NCDS House of Delegates

NCDHA Component Meetings

NC SADHA Meeting(s)

NCDHA House of Delegates

NCDHA Annual Scientific Meeting

NCDHA Additional Scientific Meeting(s)

ADHA District annual Meeting

ADHA District IV Delegates’ Workshop

ADHA House of Delegates

ADHA Annual Session

  1. Serve as Chair/Consultant of the Council on Professional Relations. The following committees fall under the Council on Professional Relations:
  • Communication Coordinator
  • Membership
  • NCDHA Liaison
  1. For Committees and Coordinators within the Council on Professional Relations:
  • Motivate and utilize committees to ensure that their proper functions, assignments and activities are accomplished.
  • Provide committee chairs and coordinators with deadline dates for budget and reports to the Council.
  1. Prepare for the year as President:
  • Prepare recommendations for committee and coordinator appointments. In order to assure continuity in committee work, the President-elect should consider re-appointing, to the same committee members and coordinators who have fulfilled their duties. Committee chairs should be members who have served more than one year on the committee.
  • Appoint a Trustee to conduct the New Trustee Orientation.
  • Establish Executive Committee and Board of Trustee meetings dates and places for the following year.
  • Establish initial liaison by writing letters to President-elects and Presidents of related organizations.
  • Develop letters for committee appointments.
  • Send copies of official correspondence to Executive Committee members and other organizations or persons when warranted.
  • Monitor all committee activities and ensure assignments are being accomplished.
  • Establish a calendar for upcoming year. (NCDHA, ADHA and oral health professional related meeting dates and locations, NCDHA deadline dates, etc.)
  1. For Communication Coordinator
  • Provide to the Communication Coordinator an appropriate image or a digital photo for publication immediately after installation as President.
  • Submit first President’s message to the Communication Coordinator. The first address should also include a list of all elected officers and appointed committee chairs, coordinators and advisors. (Include officers’ addresses, phone and fax numbers and email address.)
  1. For Reports:
  • Prepare a written report of the President-elect at least two weeks prior to the BOT meetings.
  • Prepare an Annual report at least 45 days prior to the House of Delegates.
  1. For Expenses and Budgeting:
  • Refer to NCDHA Financial Guidelines (Chapter VI) and the current year’s budget for allowable expense.
  • Keep an itemized accounting of official expenditures and submit a reimbursement request form with proper receipts attached to the Treasurer for approval by the Finance Committee for presentation to the BOT.
  • Submit a projected budget request for the following year to the Finance Committee 60 days prior to the Annual Business Meeting of the House of Delegates.
  1. For Student ADHA meeting:
  • Address students at the opening of the Annual Business Meeting of Student ADHA.
  1. For House of Delegates:
  • Organize and chair the Candidates’ Forum.
  • Inform candidates to be present at the Candidates’ Forum and ensure that the candidates are familiar with the standing rules governing the procedures of the forum.
  • Ensure that all candidates have read and understand the duties of the office that they are seeking.
  • Arrange for all outgoing officers and committee chairs to pass along all pertinent materials to their successor.
  1. For Installation Ceremony:
  • Identify a theme, if desired.
  • Write installation ceremony of officers, Trustees, and NC ADHA delegates. Identify the installing official and be responsible for making all arrangements for this person to fulfill the task.
  • Prepare and deliver the inaugural address at installation ceremonies.
  • Purchase and present gift for President.
  1. Perform other duties as may be provided in the Bylaws.
  1. Pass President-elect files to successor.

VICE PRESIDENT

CLASSIFICATION COF OFFICE: Elected by the House of Delegates

QUALIFICATIONS:Must be a voting member of NCDHA

TERM OF OFFICE: One year or until a successor is elected

RESPONSIBILITIES:

  1. Serve in accordance with the Bylaws of NCDHA and uphold the Principles of Ethics.
  1. Assist the President as requested.
  1. In the event of a vacancy in the offices of President and President-elect, the Vice President shall serve as President of the unexpired term.
  1. Serve in the following capacities:
  • As a member of the Board of Trustees.
  • As a member of the Executive Committee.
  • As an ex-officio member of the House of Delegates.
  • As Chair/Consultant of the Council on Annual Meetings.
  • As Meeting Coordinator.
  • As an ex-officio member of the Continuing Education Committee.
  • As an ex-officio member of the Finance Committee.
  1. Attend when possible all state level meetings of the Association and all meetings by special invitation, including but not limited to the following:

NCDHA Local Component Meetings