Policy & Procedures Manual
of the GAPA
(Revised 06/27/2016)
100.00 GAPA ARTICLES OF INCORPORATION
101.00
GAPA BYLAWS
101.01
Name
101.01
Purpose
101.03
Membership
101.04
Elections
101.05
Board of Directors
101.06
Meetings
101.07
Judicial Affairs
101.08
Committees
101.09
Charters
101.10
Amendments
101.11
Rules of Order
102.00 GUIDELINES FOR ETHICAL CONDUCT OF THE PROFESSION
200.00 ORGANIZATION
200.01
Representation
200.02
Copyrights/Trademarks
200.03
Policy Manual
200.04
Membership
200.05
Regionalization
200.06
Leadership Development
200.07
Continuing Medical Education
200.08
Certification
200.09
Recertification
200.10
Mailing List
201.00 BOARD OF DIRECTORS
201.01
Duties and responsibilities
201.02
President, responsibilities
201.03
President-Elect, responsibilities
201.04
Secretary, responsibilities
201.05
Treasurer, responsibilities
201.06
Immediate Past President, responsibilities
201.07
Director at Large, responsibilities
201.08
Student Director, responsibilities
201.09
Student Intern responsibilities
201.10
Vacancies
202.00 LIAISON ORGANIZATIONS
202.01
Definition
202.02
Guidelines for consideration
202.03
Communications:
202.04
Review Process
203.00 STANDING COMMITTEES
203.01
General Operating Policies
Conference Planning
Diversity
Finance
Impaired Practitioner
Judicial Affairs/Policy
Legislative and Governmental Affairs
Membership
Nominating
Past Presidents
PA Employer Reimbursement
Philanthropy
Political Action
Professional Liaison
Public Education/PR
Publications
Regional Contact Liaison
Student Affairs
APPENDIX 1. Procedure Manual on Disciplinary Action
204.00 DELEGATES
200.00 PROFESSIONAL ORGANIZATION
200.01
Professional Organization, Representation
200.01.01P
In all articles, statements, and other publications by the Georgia Association of Physician Assistants when terms are used such as chairman, spokesman, etc. , it shall be considered as both masculine and feminine.
200.01.02P
Since the appointment of the Association’s representatives to any official organization is made by the GAPA Board of Directors, that appointment may be revoked at any time by the Board if it is found that the actions of a representative have not been in the best interest of the Association.
200.01.03R
No officer, chairman, committee member, or Association member shall communicate as official representatives of the GAPA with any individual. corporation or a person representing a corporation who has or seeks to have an agreement, contract, or subcontract with the GAPA without approval of the Board of Directors.
200.01.04R
The GAPA prohibits any person from holding him or herself out as speaking for the Association on any matters other than established GAPA policy without sanction of the Board of Directors and any person holding him or herself out in such a manner shall be subject to censure.
200.02
Professional Organization Trademarks
200.02.01P
Except for products and services which are owned by the Association or provided under contract for the Association, the Association shall supply its name, symbol or logo only to those proprietary products and services which have been approved by the Board of Directors. This policy should not be interpreted so as to prevent the Association from procuring for its members benefits such as insurance plans so long as the Association’s name or logo are not used by the companies providing these benefits in advertising or other promotions for other than Association members.
200.02.02R
The GAPA logo may not be altered in any way without permission. The logo may not be used for any purpose except official GAPA business without permission of the Board of Directors.
200.02.03R
GAPA stationary may only be used in an official capacity on behalf of the Association.
200. 03
Policy Manual
200.03.01P
The responsibility for maintaining an accurate and up-to-date Policy Manual belongs to the Judicial Affairs and Policy Committee.
200.03.02P
All policies must be adopted by the Board of Directors before being placed in the Policy Manual. A vote, by the Board, to rescind a policy must occur prior to the removal of the policy from the Manual.
200.03.03P
All GAPA policy in conflict with the policy manual as adopted May 18,1991 is hereby rescinded.
200.04
Membership
200.04.01P
Dues and benefits for each membership category shall be set by the Board.
Current Fees:
Fellow/Associate $150 (11/02)
Student/Affiliate $25 (11/01)
1.The length of the Student Membership will be the time the student is enrolled in an accredited PA program and a "grace period" ofsix (6) months after graduation. (11/01)
2.Members who join after 10/31 of the current membership year will have full membership the next whole year without additional fee. (4/94)
3.membership year. The amount to be determined by 1/12 of fee per month. (1/99)
200.04.02R
All physician assistant members are required to abide by the GAPA Guidelines for Ethical Conduct of the Profession and GAPA Rules.
200.04.03P
All physician assistant members are encouraged to participate in regular continuing medical education programs.
200.05P
Regionalization
The GAPA endorses the concept of Regionalization of Association activities and resources as a means of encouraging professional participation and organizational effectiveness.
200.06P
Leadership Development
The GAPA is committed to leadership development and will support activities and devote resources to that end.
200.07P
Continuing Medical Education
200.07.0la
The GAPA recognizes the need of its members to maintain a competent knowledge base throughout their years of practice and therefore supports the process of knowledge acquisition and assessment through a life long learning process. To this end the GAPA supports the proposition that physician assistants should assume responsibility for obtaining continuing medical education so as to acquire and maintain a relevant knowledge base as determined by their own individual professional integrity.
200. 07.0 lb
Continuing medical education consists of educational activities which serve to develop, maintain, or increase the knowledge, skills, and professional performance that a physician assistant uses to provide services for patients, the public, or the profession. The content of CME is that body of knowledge and skills generally recognized and accepted by the profession as within the basic medical sciences, the discipline of clinical medicine, and the provision of health care to the public.
200.08P
Certification
The GAPA endorses the National Commission on Certification of Physician Assistants exam as the only entrance examination for physician assistants.
200.09P
Recertification
Recognizing the need for public accountability, the GAPA supports the concept of a recertification process as a means of assessing a competent and relevant clinical knowledge base of physician assistants.
200.10
Mailing List Rental Guidelines
200.10.01aR
Rental of the mailing list is permissible upon review and approval of the Executive Committee.
200.10.01bR
The mailing list shall not be rented for the purpose of promoting the sale or use of liquor, tobacco, pornography, quackery arts, fund raising, or for any telephone solicitation.
200.10.01cP
Each GAPA member may have his/her name excluded from the mailing list upon written request to the Secretary of the Association.
200.11
Newsletter
The GAPA newsletter shall be sent only to GAPA members as well as constituent chapters with whom GAPA routinely exchange newsletters and significant corporate supporters. One time per year the GAPA newsletter shall be sent to every PA in the state as a recruitment tool.
201.00 BOARD OF DIRECTORS
201.01
Duties and Responsibilities, General
201.01.01k
With prior approval of the Board of Directors, the President and Secretary are authorized to enter into contracts on behalf of the Association.
201.01.02P
The GAPA Board will not, except under extremely extenuating circumstances, consider for action any item not included in the advance mailing sent, at least two weeks prior to the scheduled meeting, to the Board and Committee Chairs prior to each meeting.
201.01.03P
A seminar shall be held following each election of the Board for the purposes of orienting the Board members and Committee Chairs to the duties, expectations. responsibilities and functions of the Association, the Board of Directors and Committees.
201.01.04R
The Board of Directors shall approve the selection of all outside consultants and contracts, prior to a contractual obligation being formalized.
201.01.05R
The GAPA Board of Directors shall annually review the Association’s contractual arrangements with outside consultants to include legal counsel, legislative representative, and administrative staff.
201.01.06P
Members of the Board of Directors are discouraged from serving as a Chair of a standing committee during his/her term in office except, under circumstances as deemed necessary by the President.
201.01.07R
The President, Secretary, Treasurer, President-Elect and Immediate Past President must be and remain Fellow members of the AAPA during their term of office.
201.01.08R
Members of the Board of Directors are expected to attend all regularly scheduled business meetings of the Association. Any Board member attending less than seventy-five percent, and student members less than fifty percent, of the regularly scheduled meetings shall forfeit his or her position. An appeal based on extreme extenuating circumstances will be considered on an individual basis. (Amended 3/03)
201.01.09R
All members of the Board of Directors shall comply with the duties outlined in the Bylaws and in addition shall be responsible for the duties stated in this Policy Manual.
201.01.10R
A11 members of the Board of Directors shall be knowledgeable about all current GAPA policies, rules, and procedures.
201.01.11
Motions may be made via e-mail or fax, seconded, then discussed and votes placed accordingly by BOD members with a suspense date for voting of 5 business days from the date the voting begins. A two-thirds approval is necessary for passage. (11/01)
201.02R
PRESIDENT, Responsibilities
1.
Shall be the legal head of the Association.
2.
Shall represent the Association in communications with other organizations.
3.
Shall sign documents necessary to carry on the business of the Association.
4.
Shall appoint Association representatives to liaison organizations.
5.
Shall be director of the Executive Committee.
6.
Shall serve as “Ex-Officio” member of all standing and special committees.
7.
Shall submit a “Presidential Office” annual budget for Board approval
8.
Shall designate Select Board Member and Regional Contact Liaison appointments and shall also serve as a Select Board Member.
201.03R
PRESIDENT-ELECT, Responsibilities
1.
When acting in place of the President, shall have all the powers, duties, responsibilities, and privileges of the President.
2.
Shall preside if the President leaves the chair for discussion at a Board meeting.
3.
Shall function as a Select Board Member.
4.
Shall coordinate all Select Board Member activity and provide assistance, information and resources to the SBM’s in support of their objectives.
5.
Shall serve as chair of the “Go-Team”.
6.
Shall provide regular reports to the Board on regional network, outreach programs, and “Go Team” activities.
201.04R
SECRETARY, responsibilities
l .
Shall be responsible for distribution of al1 Association communications.
2.
Along with the President, shall serve as the legal representative of the Association.
3.
Shall serve as custodian of all original documents and official records of the Association.
4.
Shall function as a Select Board member.
5.
Shall serve as Ex-Officio member of the Membership Committee.
6.
Shall ensure that each new Board member and committee chair receives a copy of the Policy and Procedure Manual.
7.
Shall present an annual budget. for approval by the Board.
201.05R
TREASURER, responsibilities
1.
Has overall responsibility for developing the annual organizational budget and working with individuals presenting annual budget requests.
2.
Shall present financial reports to the Board at regularly scheduled meetings.
3.
Shall file the annual tax return for the Association.
4.
Shall follow all rules and regulations relative to financial compliance with not-for-profit organizations in Georgia.
5.
Shall serve as a member of the Finance committee.
6.
Shall function as a select board member.
7.
Shall submit an annual budget for Board approva1.
8.
Shall arrange for an external review of all GAPA financial records to be completed and delivered to the BOD at the first BOD meeting of the calendar year.
201.06R
IMMEDIATE PAST PRESIDENT, responsibilities
1.
Shall serve as chair of the Past Presidents’ Committee.
2.
Shall perform such duties as may be assigned by the President or Board.
3.
Shall function as a Select Board Member.
4.
Shall submit an annual budget for Board approval.
201-07R
BOARD MEMBER AT LARGE, responsibilities
1
Shall have the overall responsibility for representing the concerns of the general membership and ensuring the fiduciary viability of the Association.
2.
Shall serve as a Board Advisor to a Standing Committee as determined by the President.
3.
Shall be informed on all items of business to come before the Board for discussion and resolution.
4.
Shall function as a Select Board Member.
201.08R
STUDENT DIRECTOR, responsibilities
1.
Shall attend all regularly scheduled meetings of the Board and respective RCL Group, and vote on GAPA issues.
2.
Shall be responsible for voting on motions presented during BOD meetings, special meetings, and electronic voting, and furthermore ensure the respective student intern be knowledgeable about the issues in order to vote in the absence of the respective student director. (3/03)
3.
Shall assist the board in the development of GAPA policy.
4.
Shall perform such duties as may be assigned by the President.
5.
Shall be informed on all items of business to come before the Board for discussion and resolution.
6.
Shall represent the student GAPA members of their respective programs.
7.
Shall teach with the student Board interns to help them learn the role and responsibilities of a Board member.
8.
Shall serve as a member of the RCL group in their region.
9.
May not vote on AAPA matters.
10.
Student Affairs Committee (Adopted 5/01)
Student Advisory committee shall have one student and one staff member from each school. (10/92)
The Challenge Bowl leader
Solicits and develops questions; organizes and executes Challenge Bowl at yearly CME conference, recruiting as much help as needed
Chair
Maintains contact with student reps on a monthly basis
Contacts student reps as soon after their election as feasible, to discuss responsibilities
Maintains contact with program directors on a quarterly basis.
Writes and submits all required reports for GAPA
Attends GAPA board meetings quarterly or appoints representative to attend
PR
Visits state programs each fall to welcome new students and provide GAPA info
Coordinates with mentoring committee to make certain that reps are matched
Assures that scholarships/awards are disseminated
All duties may be split and/or delegated by the responsible parties.