Chapter Bylaws
APhA Academy of Student Pharmacists
I. Name
The name of this organization shall be known as the Midwestern University CCP American Pharmacists Association - Academy of Student Pharmacists (APhA-ASP) Chapter, an affiliate of the American Pharmacists Association.
II. Chapter Goals
The Chapter will exist for the following purposes and goals:
A. To encourage all Student Pharmacists to become more knowledgeable about the pharmacy profession and its operation within society by:
1. Providing opportunities for student participation in the decision making process of pharmacy on the chapter, state, regional, and national levels.
2. Encouraging student attendance at chapter, regional, and national APhA-ASP and APhA meetings.
3. Increasing student awareness of current issues facing the profession of pharmacy by means of programs, meetings, speakers, etc.
4. Making information about all fields of pharmacy practice readily available to student pharmacists and support their pursuits in these areas.
B. To encourage development of all student pharmacists into knowledgeable and competent health care professionals by:
1. Providing opportunities to develop leadership capabilities by holding elected offices or being appointed to APhA-ASP national committees.
2. Continually encouraging the development of new ideas and projects which will enhance each student pharmacist's individual education.
3. Working with the administration and faculty members of each individual school/university in an effort to continually provide an innovative and progressive academic curriculum.
C. To support and actively participate in projects which will advance the profession of pharmacy.
D. To uphold and elevate the professional aspects of the pharmacy profession.
E. To provide a mechanism for APhA-ASP members to voice opinion on activities, policies, and issues of APhA, as well as that of the pharmacy profession.
F. To encourage APhA-ASP members, upon graduation, to continue as active members in either the Academy of Pharmacy Practice and Management (APhA-APPM) or the Academy of Pharmaceutical Research and Science (APhA-APRS) of APhA as well as in their state associations and other professional associations in general.
G. To promote interest and participation in the advancement of the profession of pharmacy, pharmaceutical education, and professional service to the public.
H. To foster fellowship and goodwill among student pharmacists, educators, practitioners, and persons who support, are interested in, and are served by the profession of pharmacy.
I. To increase and enhance public awareness of comprehensive pharmaceutical and patient care services provided by the profession of pharmacy.
III. Membership and National Affiliation
A. Any student enrolled in Midwestern University Chicago College of Pharmacy shall be eligible for active membership upon submission of the proper membership enrollment and payment of the dues set by APhA and the Chapter.
B. A chapter of the American Pharmacists Association - Academy of Student Pharmacists will consist of members who are attending schools and colleges of pharmacy that hold membership in the American Association of Colleges of Pharmacy (AACP) or are accredited by the American Council on Pharmaceutical Education. Chapters must have entered into an affiliation agreement with the American Pharmacists Association.
C. Dues shall consist of national, state and local chapter fees as applicable and are subject to approval by the APhA-ASP National Executive Committee.
D. Dues shall be paid upon online submission at the APhA-ASP website. In the event that the online submission and payment is not possible, a membership enrollment form will be available from the Membership Vice-President of the Chapter.
IV. Chapter Funds
A. Any activity recommended by the Chapter may serve as a source of income for the Chapter, upon approval of the Executive Committee. Additionally, any Chapter dues shall be funds of the Chapter.
B. Appropriations shall require a majority vote of the Executive Committee prior to disbursement.
V. Chapter Officers and Duties
The officers of the Midwestern University Chicago College of Pharmacy APhA-ASP Chapter will consist of the following: President, Vice President, President-elect, Membership Vice President, Membership Vice President-elect, Treasurer, Secretary, SPAN Coordinator/IPhA Liaison, Historian, Webmaster, Public Relations Coordinator, and Member-at-Large. These officers comprise the Executive Committee, either partially or in its entirety.
A. Duties of the President
1. To be familiar with all operations of APhA and APhA-ASP on the national, regional, state, and local chapter levels.
2. To schedule, announce, preside over, and maintain order and decorum at all Chapter and Executive Committee meetings.
3. To enforce and promote enforcement of the Constitution and Bylaws of APhA and the Chapter.
4. To serve as the chairperson of the Executive Committee.
5. To assume such duties as may be imposed by official vote of the membership.
6. To prepare a proposed schedule of events of APhA-ASP for the year in which he/she will be presiding.
7. To disseminate all pertinent information received from the APhA-ASP National Office to the other officers and membership.
8. To appoint the chairpersons of all committees of the Chapter in the event the committees do not elect/appoint their own chairs, upon approval of the Executive Committee
9. To remove the chairpersons of all committees of the Chapter, in the event they fail to fulfill their duties, upon the approval of the Executive Committee.
10. To serve as an ex officio member of all committees.
11. To maintain close contact and communication with the other members of the Executive Committee and the Chapter Advisor on a regular basis.
12. To act as a general representative of the Chapter, except in cases where authority is given to another officer or member.
13. To inform the membership and Chapter Advisor of all actions taken.
14. To call special meetings of the Chapter upon written request of one tenth of the Chapter members.
15. To appoint a replacement of a Chapter officer upon removal from his/her position, with the approval of the Executive Committee.
16. To submit the Chapter Report forms for the APhA-ASP Chapter Achievement Awards Program.
B. Duties of the Vice President
1. To be familiar with all operations of APhA and APhA-ASP on the national, regional, state, and local chapter levels.
2. To serve as an advisor to the President.
3. To assume the duties of the President in the absence of the President due to impeachment, resignation, election to national office, or other cause.
4. To assist the President in the performance of his/her duties at all times, especially in coordination of the activities of the Executive Committee and related committees.
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6. To organize and run the Chapter’s Patient Counseling Competition.
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8. To serve as an ex officio member of all committees, for the purpose of record keeping, i.e., taking minutes.
9. To be responsible for arranging a meeting place, time, and speaker for all Chapter meetings and functions.
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C. Duties of the President-elect
1. To become conversant in all aspects of the office of the President.
2. To serve as an ex officio member on all committees.
3. To attend all functions and meetings at which the President's attendance is required, so as to be fully trained before assuming the presidential office.
4. To serve as a resource person for all procedures and policies by having a copy of the Chapter's Constitution and Bylaws.
5. To oversee the appointed delegate in the planning of accommodations and travel to regional and/or national APhA-ASP functions.
6. To assist the President and/or the Vice President in coordinating the activities of the Executive Committee, as well as various other committees.
7. To serve a one year term of office as President-elect and a one year term as President.
D. Duties of the Membership Vice President
1. To oversee efforts to recruit and sustain active membership in the chapter.
2. To organize fall and spring membership campaigns.
3. To oversee proper collection and processing of forms and dues, if necessary.
4. To organize a comprehensive orientation program for new members.
E. Duties of the Membership Vice President-elect
1. To serve a one year term of office as Membership Vice President-elect and a one year term as Membership Vice President.
2. To become conversant in all aspects of the office of Membership Vice President.
3. To assist the Membership Vice President in the fall and spring membership campaigns.
4. To assist the Membership Vice President in the collection and processing of forms and dues, if necessary.
F. Duties of the Treasurer
1. To record all cash receipts and disbursements from Chapter accounts.
2. To file all forms regarding finances and membership with the National Office.
3. To assist in all activities that involve Chapter monies, except membership, which is the responsibility of the Membership Vice President.
4. To coordinate all cash receipts and disbursements from all Chapter activities. This involves maintaining a balanced checkbook and entering all information into the treasury transaction book, i.e., ledger.
5. To act as the Chapter purchasing agent which involves the following responsibilities
a. ordering supplies;
b. communicating with the college mail room and filing proper purchase order forms;
c. ensuring that Chapter items are shipped to the College;
d. researching the marketplace when major purchases are proposed and reporting price and quality variances to the Executive Committee.
6. To give a projected budget for the academic year.
7. To chair the Fundraising Committee
a. develop and help coordinate fundraising programs and events.
8. To manage the Student Grant Fund
a. to determine on an annual basis the percentage of fundraiser profit which will go toward this fund
b. to determine how the Student Grant Fund is to be distributed, including a report on cost of registration, travel, and lodging for each event.
c. to determine annually which meetings/activities will be appropriate for funding
G. Duties of the Secretary
1. To record complete minutes at all Chapter Executive Committee meetings.
2. To submit Chapter meeting minutes in typed form to the Chapter officers, advisors, and committee chairs within ten days of the Executive Committee meeting.
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5. To make copies of Executive Committee meeting minutes available upon request of the membership.
6. To collect event reporting forms from Executive Committee members or committee chairs.
6. 7. To be responsible for corresponding with regional and national APhA-ASP officers.
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H. Duties of the Student Political Advocacy Network (SPAN) / Illinois Pharmacists Association (IPhA) Liaison
1. To provide contact information to the APhA Policy and Advocacy Department to receive the periodic APhA Legislative and Regulatory Update.
2. To share information with Chapter members regarding legislative and regulatory issues of importance to the profession.
3. To organize, when necessary, the Chapter’s activities regarding specific APhA Call to Action items provided in the APhA Legislative and Regulatory Update.
4. To educate the chapter on the APhA-ASP Policy Process, discuss proposed resolutions before the chapter, and serve as the Chapter Delegate at regional and annual meetings. If the SPAN Liaison is not able to serve as Chapter Delegate, nominations for this position may be taken from any member in the chapter.
5. To serve as the Midwestern University Chicago College of Pharmacy's representative at the IPhA meetings in Springfield and the Chicagoland area (bi- monthly meetings).
6. To report back to the chapter the proceedings of the IPhA meetings and inform the chapter of IPhA’s upcoming events
7. To coordinate with other schools in pharmacy in Illinois on projects such as "Legislative Day" and recruiting for the IPhA Annual Meeting.
8. If desired, the SPAN Liaison may choose to head a Legislative Committee in order to help him or her fulfill the required duties.
I. Duties of the Historian
1. To write and distribute the chapter newsletter, APhA-ASPiration, on a quarterly basis
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3. To take pictures at APhA-ASP events, or delegate another chapter member to do so in his/her absense.
4. To collect and keep record of all the Chapter photos.
5. To keep the APhA National Office, the state association, the university, and the surrounding community informed about the activities of the chapter.
6. To provide information and coordinate publications for the chapter, state, regional, and national associations.
7. If desired, the Historian may choose to head a Communications Committee in order to help him or her fulfill the required duties.
J. Duties of the Member-At-Large
1. To take the place of any executive committee member if that person is unable to fulfill their duties.
2. To act as a voting member of the executive committee at all committee meetings.
3. To assist any committee members in their responsibilities.
K. Webmaster
1. To maintain and update the Chapter’s website in a timely and consistent manner
a. Monthly activities calendar
b. Meeting times
c. Special announcements
d. Patient Care Project Events
2. To maintain and update all other forms of electronic communication to chapter membership in a timely and consistent manner.
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L. Public Relations or Professional Affairs Coordinator
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2. To network and communicate with chapter executives from other schools of pharmacy so as to encourage collaboration on events and activities throughout the school year
3. To promote the Chapter’s activities through various media outlets and encourage professional media training for all chapter members
4. To work with the executive committee in planning activities and events that promote the profession of pharmacy
VI. Chapter Advisor
A. The Chapter will have a Chapter Advisor (or co-advisors) who must be a full-time faculty member(s) of the Chicago College of Pharmacy and a member(s) of APhA.
B. The Chapter Advisor shall be proposed by the Executive Committee of the Chapter and shall be elected upon two thirds (2/3) vote of the Chapter membership, subject to approval by the Dean of the Chicago College of Pharmacy.
C. Duties of the Chapter Advisor will include the following:
1. To act as a consultant to members and officers of the Chapter on matters pertaining to APhA-ASP.
2. To provide continuity to the Chapter's operations from one year to the next.
3. To be available for advice and ideas as needed on subjects such as internal Chapter problems, fundraisers, community service projects, etc.
D. The Chapter Advisor will be invited to attend all Chapter, regional, and national APhA- ASP meetings that the students are attending and will attend when possible.
E. The Chapter Advisor will assist in reviewing any needed changes in the Bylaws necessary to insure that they are current and responsive to the needs of the Chapter. It is suggested that the review take place on an annual basis.
F. The Chapter Advisor may, but is not required to, participate as a member of the Chapter's Executive Committee.
G. The Chapter Advisor shall be subject to removal upon petition by two thirds (2/3) of the Chapter members. The Executive Committee shall submit the Petition to the Dean of the Chicago College of Pharmacy to be approved. The Chapter Advisor may be removed for failure to perform any of his/her duties stated in the Bylaws. The Executive Committee will seek a person to fill the position only after it has been informed of the current Advisor's formal removal. Upon removal or resignation, a new Chapter Advisor shall be selected in accordance with section VI, part 2 of these Bylaws within seven (7) days of removal of the Chapter Advisor.
VII. ELECTION OF OFFICERS
Effective 2011, elections for APhA-ASP Chapter officers shall take place during the spring quarter and be executed in accordance with the criteria stated in this section.
A. Qualifications for Candidates
1. Must be an active member of the APhA-ASP Chapter at Midwestern University Chicago College of Pharmacy (MWUCCP).
2. Must meet the academic requirements set forth by MWUCCP to run for an office in an organization.
3. Must show evidence of active participation in the Chapter and should possess necessary qualities of leadership.
4. Must be able to complete his/her term of office while enrolled in MWUCCP.
B. Elections Committee
1. An Elections Committee shall be formed by the President or other presiding officer by appointing members of the Chapter to serve on it
2. Members of this committee shall not be candidates for office in the election while serving on this committee.
3. This committee will be responsible for verifying all declarations of candidacy.
4. Elections shall be organized and conducted by the Elections Committee.
C. Elections
1. The privilege of voting shall be confined to members of the Chapter in good standing.
2. Elections shall be scheduled at a time and place convenient to all members.
3. Voting shall be by secret ballot with the names of the candidates listed in alphabetical order according to the office being sought.
4. A candidate must receive a majority of the votes cast to be elected to office.
5. The ballots shall be counted by the Elections Committee.
6. Results shall be posted immediately after the ballots have been tabulated and candidacy qualification status has been verified.
7. All officers shall be elected for a term of one (1) year, except the President-elect who shall automatically ascend to the office of President and the Membership Vice President-elect who shall automatically ascend to the office of Membership Vice President. (Exception: The President-elect and Membership Vice President-elect elected in December 2008 will serve as President and Membership Vice President, respectively, from January 2010 to May 2011. The rest of the executive committee elected in December 2009 will serve from January 2010 to May 2011.)
VIII. Filling of Vacated Offices
A. Removal of an Officer/Disciplinary Action
1. An officer may be removed from office if he/she:
a. Willfully neglects the duties of his/her office;
b. Is no longer in good academic standing;
c. Is found guilty of mishandling Chapter funds; or
d. Neglects to uphold the Chapter Bylaws.
2. An officer shall not be removed from office unless his/her charges are discussed at an Executive Committee meeting and grounds for removal are established by majority vote of the Executive Committee.
3. An officer may also be removed from office if he/she is excessively absent from meetings during the academic year. In this situation, the officer will be issued a written warning from the Executive Committee. If the officer continues to be absent, he/she may be asked to attend a hearing at the next Executive Committee meeting. If the Executive Committee finds the officer's absence explanation to be unacceptable, the Committee may ask the officer to resign.
4. When an officer is removed from office, he/she shall never be able to be a candidate for any office in the Chapter.
B. Upon removal of an officer from his/her position, the President shall have the authority to appoint a replacement, with the approval of the Executive Committee unless the officer being removed is the President.
C. Upon removal of the President from his/her position, the Vice President will assume the title and duties of the presidential office for the remainder of the term, at which time the President-elect will become President. The membership will nominate and vote for a new Vice President, as specified by the election procedures.
D. In the event that the President-elect should choose not to assume the duties of the President, the Executive Committee shall have two options:
1. If there are more than two months remaining in the current President's term, the general membership shall elect a new President-elect. Nominations are to be taken from the floor and must be seconded. Election procedures must meet the criteria set forth in these Bylaws. Nominees must meet all of the candidacy requirements as set forth in these Bylaws.
2. If less than two months remain in the President-elect's term, any duties or activities held or participated in by the President-elect shall then be performed by the Vice President for the remainder of the term. In the yearly elections, however, there will be the need to elect a President as well as a President-elect for the upcoming year.
IX. Committees and Appointment of Committee Chairs
A. Structure
1. The following committees shall be permanent committees: Executive Committee, Elections Committee, Fundraising Committee
a. The President or other presiding officer shall establish such standing and ad hoc committees as are necessary to conduct the programs and business of the Chapter
b. Committee members may both volunteer and agree to serve at the request of the President
B. Appointment of Committee Chairpersons
1. The members of any committee may elect a Chairperson by majority vote, or
2. The President may designate Chairpersons in the event the committees do not elect/appoint their own chairs..
C. Duties of Committee Chairpersons
1. To organize members to work on particular committees and their respective projects.
2. To call meetings of their respective committees on a regular basis.
3. To report to the Executive Committee regularly on the progress or results of that committee when called upon.
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b. Copy of the report shall be sent to the Secretary for permanent filing.
D. Executive Committee
1. The Executive Committee shall consist of the elected officers of the Chapter and such chairpersons of the designated standing committees as the President may determine.
2. The Chapter Advisor may participate as a member of the Executive Committee.
3. Duties/responsibilities of the Executive Committee include
a. To advise the Chapter regarding its various actions and functions;
b. To coordinate the activities of the Chapter;
c. To prepare meeting agendas prior to the Chapter meetings;
d. To help the Treasurer with the proposed annual budget and assist in presenting the budget to the Chapter for approval;
e. To maintain a notebook describing the responsibilities and duties of each officer;
f. To discuss the functions and obligations of each office with the newly elected officers;
g. To approve all committee appointments made by the President.
X. Meetings
A. Chapter Meetings
1. There shall be at least eight Chapter meetings per academic year, at which times the membership can transact business.
2. The President or a majority of the Executive Committee may call Chapter meetings.
3. Meetings may also be called by the general membership on petition signed by not less than one tenth of the current, eligible members and upon the approval of a majority of the Executive Committee.
4. The time and place of Chapter meetings shall be determined by the Executive Committee.
5. The membership shall be notified at least one week in advance of the time and place of the Chapter meetings.
B. Executive Committee Meetings
1. There shall be biweekly Executive Committee meetings throughout the academic school year. In addition, there shall be an annual executive board retreat/planning meeting scheduled held at a time and place convenient for all Executive Committee members before the beginning of each academic year in order to set goals and prepare for the Chapter’s activities. An incoming/outgoing Executive Committee meeting shall also be held in order to ease the transition for the newly elected officers.
2. Meetings may be called by the President or two Executive Committee members.
3. Executive Committee members shall be notified at least one week in advance of the time and place of Executive Committee meetings; when possible. When advance notice is not possible, a reasonable attempt must be made to inform each Executive Committee member of the meeting.
XI. Quorum
A. For a general meeting, a quorum shall consist of not less than 20% of the current members.
B. For an Executive Committee Meeting, a quorum shall consist of a majority of members of the Executive Committee.
XII. Rules of Order
A. The rules of order and procedures at all general Chapter and Executive Committee meetings should be those set out in Robert's Rules of Order, when they are not in conflict with the Bylaws of the American Pharmacists Association or these Bylaws. In the event of a conflict, it shall be resolved by the President, whose decision will be final.
XIII. Dissolution
A. A Chapter may be dissolved only by affirmative vote of 2/3 of the Chapter membership. Upon such vote, the President or other presiding officer will notify the APhA-ASP National Executive Committee of such action.
XIV. Amendments
The Chapter Bylaws may be amended at any time by following these procedures:
A. Proposed amendments of the Chapter Bylaws must be submitted in writing to the Executive Committee.
B. The proposed amendment(s) will be announced by the Secretary at the next general meeting and will be posted in an auspicious place and/or written copies will be made available for general member review at least one week prior to the next general meeting.
C. The proposed amendment(s) will be announced a second time and voted on following an open review for all members at the next general meeting.
D. Adoption of the proposed amendment(s) will require an affirmative two thirds (2/3) vote of the members present.
E. The adopted amendment(s) shall be submitted to the APhA-ASP National Executive Committee for final approval.
Amendments
P.O.I.N.T.S. Program and Regulations