By Laws of the Health Policy and Administration (HPA) Affiliate Program Group
The Pennsylvania State University
Adopted: September 20, 1995
Revised: April 12, 1997 August 23, 2004
The name of this organization shall be the Affiliate Program Group (APG) of the Department of Health Policy and Administration (HPA). It shall be abbreviated as HPA-APG.
The purpose of the HPA Affiliate Program Group shall be to stimulate the continued interest of all graduates and students of the department; to act as an advisory board to the department and to provide a means whereby alumni join together for the advancement of alumni and the improvement of the department and the College in its entirety.
Membership in the HPA-APG shall be governed by the following criteria:
Section 3.1. Alumni Membership. All persons who have graduated from the HPA Program (or its predecessors) shall automatically be admitted as “Alumni Members” with full membership privileges.
Section 3.2. Student Membership. Students who are currently enrolled in any HPA Program shall be eligible for admission as a “Student Member” upon notifying the membership committee of the APG. Student members possess equal rights to Active Members with the exception that Student members may not vote, hold office nor have a voice in the leadership and management of the affairs of the HPA-APG, except those students as specified in Article IV, Section 1.4.
Section 3.3. Honorary Membership. Honorary members of the APG shall be chosen from outstanding men and women within the healthcare industry or related fields who have made a significant contribution to the HPA Program or who have made a significant contribution to the goals and mission of the APG. Honorary member status is awarded to individuals who do not qualify for admission as an Active, Student or Associate Member. Honorary members are selected by the Board, and appropriate recognition is given. Honorary Members possess full rights of membership with the exception that they may not hold office, serve on the Board nor vote in general elections. Recommendations for Honorary Membership may be made by any Alumni Member of the APG. The Board will determine and select all Honorary Members.
Section 3.4. Associate Membership. Faculty members, and all other persons who do not qualify in any of the above categories but are interested in the delivery of healthcare or its related fields, shall be eligible for admission as an “Associate Member.” Associate members possess equal rights to Active Members with the exception that Associate members may not vote, hold office nor have a voice in the leadership and management of the affairs of the HPA-APG, except those faculty as specified in Article IV, Section 1.3.
ARTICLE IV ORGANIZATION
Section 1. Board of Directors. The Board shall be the governing body of the APG. It shall be the duty of the Board to carry out the mission of the APG as well as execute the policies and goals of the APG, including the appointment of any representatives of and for the APG to outside boards, councils or committees to which the APG may have invitation and occasion to have representation.
Section 1.1. Composition of the Board. The Board shall consist of up to 11 members, excluding Ex-Officio members. The Board shall include 7 members who are elected from the Alumni Membership of the APG as outlined in Article IV Section 1.2.
Section 1.2. Officers. Active members may be elected to hold office as: Immediate Past President, President, President-Elect, Treasurer, Secretary and Two Members-at-Large.
Section 1.3. Faculty Representation. The Head of the HPA Department may designate up to two faculty members who may serve as voting members of the Board.
Section 1.4. Student Representation. Two student representatives, one from the undergraduate and one from the graduate program, will be allowed one seat each upon the Board. The HPA Club shall elect the undergraduate representative. The graduate body shall elect a graduate program representative.
Section 1.5. Ex-Officio Members. The Alumni Coordinator of the College of Health and Human Development, and any member of the University which the Board determines to be necessary to conduct routine business matters, shall be considered Ex-Officio and not voting members of the Board.
Section 1.6. Quorum. A minimum of five (5) voting members must be present during any meeting of the Board in order to constitute a quorum. If a vote is deemed necessary, then a quorum is required.
Section 1.7. Vacancies. When an office becomes vacant, or there is a vacancy on the Board of Directors, it shall be filled by the Board of Directors and the appointee shall hold office until the next election.
SUCCESSION AND TERMS OF OFFICE
Section 1.Officer Terms. Terms of all officers shall be for two years, commencing on the first day of the month immediately after election results are validated. Offices of the President and President-Elect are consecutive positions such that each President will serve on the Board for six years, first as President-Elect, then as President, and finally as Immediate Past-President.
Section 2. Succession. If a vacancy occurs in the Presidency, the position shall be filled by the President Elect. If a vacancy occurs in the Past Presidency, the President shall appoint a Chairman of the Nominating Committee. If a vacancy occurs in any other position, a special election shall occur as soon as is feasible to fill the position for the remaining time of the term of that position.
Section 3. Continuity of Service. Elections shall be staggered in order to allow for continuity of leadership and management of the APG. The President-Elect, Secretary and One Member-at-Large will be elected during alternating years with the Treasurer and the remaining Member-at-Large. Exception to this section will occur with the first election year when ALL offices will be filled by election; however, the positions of Treasurer and one Member-at-Large will be held for one year only. The Incumbents of these positions will be eligible for a second term.
Section 4. Term Limits. Members of the Board may be elected for a maximum of five consecutive terms to the Board, provided that it is in advancing positions. Members of the Board may be elected to the same position for a maximum of two consecutive terms. Previous members of the Board may seek re-election after they have been off the Board for at least one full term (two years).
Section 5. Permanent Exclusions. Members of the Board who have been removed from office for violation of professional ethics may not seek re-election to the Board.
Section 1. Nominating Committee. The Immediate Past President shall be designated as the Chairperson of the Nominating Committee. The Chairperson may nominate up to five Alumni Members of the APG who are not currently members of the Board to assist with and serve upon the Nominating Committee. The Chairperson shall submit the slate of nominees to the APG Board of Directors for approval no later than four months prior to the proposed elections. Members of the Board who are up for reelection or any other Alumni Member who desires to be considered for election will be excluded from participating on the Nominating Committee.
Section 2. Election Plan. The Nominating Committee Chairperson is delegated responsibility to coordinate the annual election plan with the College and PSAA election officials to ensure that the election fulfills the highest standards of ethical conduct.
Section 3. Eligibility for Candidacy. Only Alumni Members of the HPA-APG may be considered for election. Candidates are expected to demonstrate the highest standards of professional ethical conduct; thus, any person who knowingly and/or willfully violates the ethical standards of the Board (such as honesty) shall be considered incapable of serving the larger good of the HPA Program and the College and ineligible for any candidacy.
Section 4. Nominations. The Nominating Committee shall actively promote the election process and seek eligible candidates at least six months in advance of the projected election date. The Nominating Committee shall ascertain from each candidate their willingness to serve after the candidate reviews and attests to the guidelines for HPA Board Members. Candidates who are willing to serve and execute the Board’s charter will be submitted to the President no later than four months prior to the election. Nominations may be made by any Alumni Member via written recommendation to the chair of the Nominating Committee.
Section 5. Preparing the Ballot. The President will call for the slate and place those candidates who fulfill the criteria before the general membership for a vote.
Section 6. Elections. The President shall appoint an individual affiliated with the HPA Program or the College who is neither a current Board member nor a candidate for election to count all legal ballots received.
Section 1. Regular Meetings. At least one regular meeting of the HPA-APG shall be held each year to be known as the annual meeting (of the HPA-APG) and shall be held on the date and at a place fixed by the Board of Directors in consultation with the department head and the alumni coordinator of the College.
Section 2. Special Meetings. Special meetings of the APG shall be called at the directions of the President. Written notices of the annual meetings and of the special meetings of the HPA-APG will be sent out by the Secretary. The Secretary will provide all meeting attendees with a formal agenda.
Section 3. Request for Meetings. The Board shall meet at the call of the President or at the request of a majority of the members of the Board. Formal meetings may be held via teleconference.
Section 4. Committee Meetings. Committees shall meet on the call of the Committee Chairman or at the request of the President. Committee chairpersons will provide the Board President and Secretary with a summary of all Committee meetings.
There shall be two (2) standing committees which are listed below.
Section 1.1. Membership Committee. The Membership Committee is directed by the Membership Chair. The purpose of the Membership Committee is to determine what services should be offered to members. Any member of the APG may serve on this committee.
Section 1.2. Nominating Committee. The Nominating Committee is chaired by the Immediate Past President, who shall appoint up to five (5) Alumni Members to serve on the committee. Section 1.3 Ad Hoc Committees. The President of the Board shall create such special committees from time to time as may be necessary for the proper functioning of the APG. Any member of the APG may serve as a member of an Ad Hoc Committee when appointed by the President.
Section 1. These By-laws may be amended by a favorable two-thirds vote of the APG members who vote provided (1) the amendment(s) shall have been placed before the Board of Directors prior to distribution to the full membership; and (2) the amendment(s) adopted shall, previous to their distribution, have been acted upon favorably by a majority of the Board.
Section 2. These By-laws or their amendments must not be in conflict with the By-laws of the Alumni Society of the College, or the rules and regulations for constituent societies as established by the Executive Board of the Penn State Alumni Council.