Alpha Epsilon Delta (ΑΕΔ) The Health Pre-Professional Honor Society - Utah Beta Chapter

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1 Constitution of AEΔ Premedical Honor Society Adopted on May 17, 2016 Article I Name Alpha Epsilon Delta (ΑΕΔ) The Health Pre-Professional Honor Society - Utah Beta Chapter Article II Purpose AED provides premedical students opportunities and experiences to help them become a more dynamic applicant for medical school. AED has been an active community service oriented group at the University of Utah since AED is dedicated to promoting student health and well-being and encourages proactive leadership and a progressive approach to improving leadership skills. Article III Membership 1. Membership is for premedical students at the University of Utah with a cumulative GPA of 3.2 or higher and a minimum of 40 credit honors (high school AP and transfer college credits may apply towards requirements). For students still working towards GPA and credit hour requirement, a one year temporary Freshman application has been created with a one-time membership fee carrying over once the applicant applies for Local membership. Even without membership, we encourage and promote all students to participate in our volunteer, fundraising, leadership, and other student activities. 2. Applicants may print an application from the website at: aedutah.org. Please submit a GPA worksheet with an unofficial transcript which can be printed for free from the student s Campus Information System. All applicants that meet the GPA and minimum credit hour requirements and are current University of Utah students in good standing are eligible for acceptance. Applications can be submitted with a check to the AED locked mailbox outside the Preprofessional Advising Office (Premed Office) door at BLDG 44, 2 nd floor. 3. Students can become a Local or National member or both. Students with a Local Membership can expect equal say and opportunities within the decision making process of the organization. All members are encouraged to join a Member Committee and provide their suggestions, ideas, and creativity for the betterment of all students at the University of Utah. National Membership also requires a Science GPA of 3.2 or above. National Membership allows for additional benefits including but not limited to: Officer Positions within the Utah Beta Chapter, Honor Cords at graduation with completion of Honor Cord requirements, Honor Society membership listed on a student s transcript upon graduation, the student's name appearing in the Graduation Convocational Program for their college, and the student member being listed with the AED National Organization.

2 Article IV Meeting 1. Membership Meetings can be attended by any student at the University of Utah, regardless of membership or not. We encourage all students to participate and attend meetings and AED sponsored activities. Member Meetings will be held twice a month year round while observing holidays and finals week. All Member Meeting dates and times are to be posted on the AED website calendar and on Facebook prior to the semester's first day of class. All AED activities should be planned prior to the semester's first day of class with details ed to members and an activities calendar posted at BLDG Fall Banquet honoring new members since the previous academic year will occur every fall semester prior finals week. All AED Members are to be invited either by or invitation. National membership packets should be distributed at this event. 3. Spring Awards Banquet honoring new members since fall banquet and honoring graduating Members and Officers will occur every spring semester prior to finals week. All AED Members are to be invited with a mailed invitation with RSVP instructions. National membership packets should be distributed at this event. The Spring Awards Banquet should be a semi-formal event (tie and jacket for men and best attire for women). 4. Opening Socials will occur the beginning weeks of the Fall and Spring semester with all University of Utah students being invited. The time, place, and theme of the event should maximize student participation and recruitment efforts. 5. Procedure for calling regular and special meetings will be done by ing the member list maintained by the Secretary with details posted on the AED website and Facebook. Article V Executive Board A. General Requirements: 1. Must be a Local and National Member 2. Must be able to attend ALL officer meetings once per month. 3. Must be able to attend Member Meetings. 4. Must attend Officer Orientation Meeting. 5. Must attend Spring Awards Banquet to be inducted. 6. Must maintain 20 points per semester (see website for Officer Point System) 7. Must fulfill the individual office duties and responsibilities outline below. B. Executive Board and Duties of the Office: Activity Assignments and Important Deadlines All Officers must be a Local and National Member and attain 20 points a semester

3 President Submit Chapter Information form to National Office (after Spring Banquet) Select Chapter Scholarship Nominee (before Spring Banquet-due TBA) *Coordinates* Member Meetings *Coordinates* AED National Conference (TBA) *Coordinates* Dr. Chan Lectures (Fall and Spring) Submit Honor Cord names for Graduation Convocation program before mid-semester Makes new additions to AED Officer binder Keep an updated schedule of events and deadlines of the year for reference the following years Vice President Update member points Functions in the absence of the President Call officers to verify attendance at member meetings Take attendance at events and meetings Responsible for T-shirt Perform monthly financial review with Treasurer *Coordinates* Suture Clinic Liaison between Altius and Kaplan Secretary Help Historian with Opening Fall and Spring Social (September & January) Submit new National Member Applications twice a year. (must reserve enough time to receive membership packets back before Banquets) *Coordinates* Fall and Spring Awards Banquet w/ Student Advisor, Historian & Secretary (November & April) Check box for applications 2 times a week new applicants within a week of receiving their application to arrange times to give them a new member packet Keep file of all applications Keep a running spreadsheet of all of our members including when they applied and whether they are National or Local members Treasurer Submit ASUU Funding Request form and reimbursement requests (April & September)

4 Submit ASUU Assembly bills (as needed) Files IRS e-postcard (November 15th) Submit Annual Financial Report to National Office (February 1st) *Coordinates* MCAT auction event (October) Keep good record of all transactions and money given Historian Photography at AED events Minutes at member meetings Help Secretary with Fall and Spring Awards Banquet (November & April) Submit Chapter Scalpel Report (Fall- Oct. 1st & Spring- Feb.1st) Submits Biennial Report (only on Convention year by February 1st- 2018) *Coordinates* Opening Fall & Spring Social w/ Student Advisor, Secretary, and Research Officer. (September and January) Public Relations Advertising for all activities. (All year) Supervise and maintain a committee to make announcements and assist with advertising Requests and distributes AED Member meeting agenda 3 days prior to meeting. *Coordinates* Tabling Plaza Fest I & II (first month in Fall and Spring semester) Keep Website, Facebook Twitter, & Instagram updated Community Service Become an expert on how to find community service opportunities and activities Assist members with finding regular service opportunities Liaison with Bennion Center *Coordinates* Service project with Bennion Center (Fall) *Coordinates* Trunk-Or-Treat service project with Boys & Girls Club (Fall) *Coordinates* 2 Service Projects (Spring) Communications Manage AED and drive Responds to s Sends out s for members through MailChimp Directs and forwards communication to appropriate officers and into appropriate folder Helps Secretary with Fall and Spring Banquets

5 *Coordinates* Med student Panel (Spring) Member Resources Help with tabling and recruiting events Ensures member happiness and satisfaction Reaches out to members for feedback Assists Secretary by distributing new member packets with t-shirts *Coordinates* monthly member meetings for officers to present up-to-date opportunities Shadowing Become an expert on how to find shadowing opportunities Assist members with finding shadowing opportunities *Coordinates* Medical School Tour (Fall or Spring) *Coordinates* D.O. verses M.D. lecture given by pre-professional advisor (Fall or Spring) Be prepared to help members find shadowing opportunities Research Become an expert on how to find research opportunities Assist members with finding research opportunities Help Historian with Opening Social events in Spring and Fall. *Coordinates* BioURP and UROP Lectures in the Fall and Spring Student Chapter Advisor Gives regular hugs to the President Helps with all activities Helps with Fall & Spring Banquets and Opening Socials. *Coordinates* Leadership Building Exercise during Member Meetings. *Coordinates* New Officer Orientation the week after Spring Graduation. _ Committee Members (Public Relations) Helps with tabeling and recruiting events. Works closely with PR Distributes Flyers and A-frames Campus Golf Cart Certification

6 Helps with new member recruiting including in-class announcements Assist other officers as needed C. Vacancies within the Executive Board will be handled by the President, Vice-President, Student Advisor, and Faculty Advisors. Once the vacancy is known, all attempts shall be made to advertise the open position to members. The previously mentioned officers and advisors panel shall select the most qualified applicant within a timely manner. The decision shall be based on the applicant s resume with an emphasis on the individual s membership points, current participation in a Member Committees, and involvement in meetings and activities. The newly appointed Officer will be ratified by Members and Officers attending the next Member Meeting and immediately sworn in thereafter by the President who shall follow the Installation of Officer guidelines. Article VI Elections A. All Executive Board Officer positions shall be decided by the President and Vice President upon receiving applications from members. B. Historically, the incoming President nominee is chosen from the current Vice-President. The retiring President is chosen as the newly elected Student Advisor. This process allows for the retiring President to brief their successor on the operations, responsibilities, and duties of their office during the next year, thus maintaining a seamless transfer of organization while ensuring the legacy of the honor society. The newly elected Vice-President should be seen as training and proving period for the presidency. For obvious reasons, the ideal Student Advisor should be a Senior, the incoming President should be a Junior, and the incoming Vice-President should be a Sophomore that has demonstrated a level of proactive leadership and interest in serving their fellow AED members. The ideal term for each office of the Student Advisor, President, and Vice-President should be one year but not limited to one year as per each circumstance. Regardless, all qualified Local and National Members may apply for any position with the best nominee chosen by majority vote. Article VII Funds All revenue and fundraisers will be the responsibility of the Treasure. The Treasure shall maintain the chapter budget and the chapter s checking account. The Treasure is responsible for submitting ASUU Fall and Spring budget requests and ASUU Assembly bills requesting funds. In addition, all reimbursements requests from ASUU or other revenue sources are to be managed by the Treasure. The Treasure is responsible for the Annual Audit Report to be sent to the National AED Office and the online e-postcard or 990-N (or equivalent form as required by laws) to the IRS. The President or Student Advisor may take over the position in the event that the Treasure position is vacated

7 until such time that a new Treasure has been elected, approved, and voted in by AED Members. Article VIII Committees Each Officer of the Executive Board has the opportunity to organize a committee from AED Members. Prospective Members may also join committees as long as discretion is used to avoid releasing sensitive information that may be exposed to the committee (examples may include but not limit: member s and contact information, financial information, etc.) Officers are strongly encouraged to form a committee and the President is responsible for placing new members in committees during Member Meetings and overseeing that Officers create and properly utilize committees. Group Members can join more than one committee. These committees will be known as Member Committees. Member Committees shall serve the following purposes: to give Members an opportunity to participate and build leadership skills in order to apply for Officer positions in the future, to utilizes Member s talents and skills for the benefit of the honor society, to provide Officers help in completing their duties and responsibilities, to provide an Officer absent at Member Meetings a representative to the position, and to pass on information and organizational knowledge from one Executive Board to the next, thus insuring the lasting legacy and integrity of the honor society. Article IX Affiliations 1. AED is a member of the Association of College Honor Societies and as such is the only national health preprofessional honor society. 2. AED is a chapter of the national organization established in 1926, known as The Health Professional Honor Society- Alpha Epsilon Delta. 3. AED Utah Beta Chapter has been an approved honor society at the University of Utah since AED Utah Beta Chapter is an approved ASUU student group organization and has been for many years. Article X Advisor AED has two types of advisors. A. A Student Advisor is an AED Member and student elected by AED Members that show an interest in helping the President and Vice-President carry forth the legacy and organizational integrity of the Honor Society. Typically the out-going President becomes the newly elected Student Advisor and thereby trains their predecessor and ensures that policies, Officer duties and responsibilities, and Member participation are being maintained. B. Faculty Advisors are individuals chosen by AED Officers that show an interest in helping and promoting the honor society. There can be more than one Faculty Advisor

8 at a given time. Faculty Advisors can be selected from university professors, employees, preprofessional advising counselors, or other candidates that are not affiliated with the university. Traditionally, Faculty Advisors have been professors in science and medically related fields and pre-medical advisors from the Preprofessional Advisement Office. Article XI Ratification AED Members shall ratify the Constitution by majority vote each year during the Spring Awards Banquet, which shall be conducted and recorded by the Historian. Article XII Amendments 1. Any proposed amendments to the constitution shall be presented to all AED Members via and by posting the proposed amendment in public (website or other comparable public media being sufficient public notice.) 2. The proposal shall be presented in a Member Meeting no sooner than 2 weeks since the proposal was made public. 3. The President will allow sufficient time for the proposal to be debated by AED Members and allow all AED Members at the meeting to communicate any concerns or support. 4. The proposal can be ratified and then made a constitutional amendment after a ¾ majority vote by AED Members attending the Member Meeting. 5. The Member Meeting where the vote will take place must be designated and advertised prior to the first day of class of the current semester and no sooner than 30 days after the first day of the semester. 6. Once an amendment has been ratified and approved, the Historian will record the new amendment on the chapter s official copy and with ASUU, within a timely manner 7. The Historian will notify all AED Members by of any Constitutional Amendments. Article XIII Bylaws A. Membership Points 1. Any member who does not fulfill the minimum point requirements for a semester will have their local membership terminated. Members will be reminded of this requirement if they have less than 10 Pts. at the beginning of the last month of the semester. Local membership can be renewed pending reapplication and payment of the local fee. 2. Officers who do not meet minimum officer point requirements for a semester will have their position revoked and will be replaced. Any officer that does not meet minimum point requirements for local membership they will be terminated as per Bylaw Any termination of local membership or revocation of officer position will be voted on by compliant officers at the first meeting of each semester. Voting for officer replacements will take place no later than the 2nd meeting of the semester. 4. Upon reapplication members are required to complete 10 points before their

9 application will be processed. If application is approved and the point total is met, the member will be voted in at the next officer meeting To help enforce these bylaws attendance will be taken at every AED activity. Any officer who fails to take roll at their activity will not receive full point amount for leading that activity. Amendments to bylaws and point system must be voted on by 2/3 of officers. Notification of amendment voting, as well as opportunity for early officer voting must take place at least one week prior to occurrence. 6. Officers must vote special circumstances for any member making an appeal to the membership bylaws. Point System Requirements (Per Semester): Local Membership: 15 Pts. Officer Status: 20 Pts. Member Meeting 3 Pts. Fundraiser 5 Pts. Service Project 4 Pts. Shadowing Activity 5 Pts. Other Activity 3 Pts. T-Shirt at Activity 2 Pts. AED activity point designations are determined by time requirements of activity and student involvement. Accomplishments Outside of AED: Research Presentation (UROP, BioURP, UCUR, NCUR) 3 Pts. Dean s List 3 Pts. Science T.A. 3 Pts.

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