NCAFP Student Policies

I. Purpose

a) The North Carolina Academy of Family Physicians—Student Section was established to provide a means in which medical students may seek information about family medicine.

b) The North Carolina Academy of Family Physicians—Student Section was established to provide a voice for medical students to the leadership of the North Carolina Academy of Family Physicians.

c) The North Carolina Academy of Family Physicians Student Section was established to provide a means of mutual collaboration among students in the different medical schools of North Carolina interested in family medicine.

II. Membership

a) Requirements for student membership in good standing are:

1. Current enrollment in a North Carolina School of Medicine as a medical student
2. Current membership in the North Carolina Academy of Family Physicians
3. Exhibit high moral and professional character

b) The North Carolina Academy of Family Physicians—Student Section does not discriminate based upon age, race, sex, color, creed, religion, or physical ability.

c) Student membership dues are a one-time fee of $25. The dues for membership in the North Carolina Academy of Family Physicians are $10 and $15 for the American Academy of Family Physicians. To be a member of the North Carolina Academy of Family Physicians, the student must also be a member of the American Academy of Family Physicians.

III. Rights of Membership

a) Any student member in good standing has the right to attend official meetings of the North Carolina Academy of Family Physicians.

1.Any student member in good standing attending official meetings of the North Carolina Academy of Family Physicians has the right to participate in any or all activities of the academy and/or the student section.

2. Any student member in good standing attending official meetings of the North Carolina Academy of Family Physicians has the right to vote.

3. Any student member in good standing attending official meetings of the North Carolina Academy of Family Physicians has the right to run for an elected state office.

b) Any student member in good standing has the right to attend official meetings of the North Carolina Academy of Family Physicians—Student Section not held in conjunction with official North Carolina Academy of Family Physicians meetings.

c) Any student member in good standing has the right to be advised of activities of the North Carolina Academy of Family Physicians—Student Section.

IV. Responsibility of Membership

a) Members will behave in a manner which will benefit the membership as a whole.

b) Members will behave in a manner which will reflect positively upon the membership as a whole at all North Carolina Academy of Family Physicians and American Academy of Family Physicians meetings, functions, and related activities.

c) Members will act in a lawful manner while attending any North Carolina Academy of Family Physicians or American Academy of Family Physicians meetings, functions, and related activities function.

d) Members will act in a lawful manner while representing the American Academy of Family Physicians, North Carolina Academy of Family Physicians, and local Family Medicine Interest Groups.

e) Members will use funds and privileges intended for official use for or by the North Carolina Academy of Family Physicians in a mature and responsible manner in accordance with the intended and agreed upon purpose of the issuances.

f) Local family medicine interest groups will use funds and privileges intended for official use for or by the North Carolina Academy of Family Physicians in a manner in which the most members will benefit.

V. North Carolina Academy of Family Physicians Foundation Ad Hoc Membership

a) North Carolina Academy of Family Physicians Foundation offers Ad Hoc membership to two student members.

b) The Foundation meets twice a year at the Winter and Spring North Carolina Academy of Family Physicians Conferences

c) Student Ad Hoc Members of the North Carolina Academy of Family Physicians Foundation function as representatives of the North Carolina Academy of Family Physicians—Student Section, and must act accordingly.

d) Student Ad Hoc Foundation members must provide a written or verbal report to the North Carolina Academy of Family Physicians—Student Section meeting informing the student membership of the activities of the Foundation.

e) Student Ad Hoc Foundation members should contact North Carolina Academy of Family Physicians Foundation Office if unable to attend a planned meeting.

VI. North Carolina Academy of Family Physicians Committee Membership

a) North Carolina Academy of Family Physicians Committees have one or two student members.

b) All members are encouraged to attend the committee meetings.

c) Committees meet twice a year at the Winter and Spring North Carolina Academy of Family Physicians Conferences.

d) A committee volunteer application is mailed to all members in August of each year.

e) To apply for membership on one of these committees, an application must be completed and returned by the deadline stated on the application.

f) No funds will be available from the North Carolina Academy of Family Physicians to assist students serving on a committee.

g) Each student committee member has one vote, are representatives of the North Carolina Academy of Family Physicians—Student Section, and must act accordingly.

h) Student committee members must provide a written or verbal report to the North Carolina Academy of Family Physicians—Student Section meeting informing the student membership of the activities of their respective committee.

i) Student committee members should contact the chairman of their respective committees if attendance at a planned meeting is not possible.

VII. Executive Council Membership

a) The Executive Council will be composed of:

1. The Student Director

2. The Student Director-elect

3. Executive Council Representative from each school of medicine.

b) The Executive Council will have no more than six members and no less than two members.

VIII. Responsibilities of the Executive Council

a) The membership of the Executive Council will serve as representatives of each of the local family medicine interest groups.

b) The membership of the Executive Council will serve as advisors to the Student Director in shaping policy of the North Carolina Academy of Family Physicians—Student Section.

c) The membership of the executive council will communicate at least once per month concerning the status of the North Carolina Academy of Family Physicians—Student Section.

d) The membership of the Executive Council will report to the North Carolina Academy of Family Physicians—Student Section concerning the activities of the council.

e) The membership of the Executive Council will seek to serve all members of the North Carolina Academy of Family Physicians—Student Section in a fair, professional and industrious manner.

IX. Requirements of Membership on the Executive Council

a) Members of the Executive Council must meet the requirements for membership in the North Carolina Academy of Family Physicians—Student Section.

b) The membership of the Executive Council will be dictated by the election procedures enumerated in Section XII of the Policies and Guidelines.

X. Duties of the Executive Council

a) Student Director shall

1. Call and preside over all meetings of the North Carolina Academy of Family Physicians—Student Section.

2. Attend all North Carolina Academy of Family Physicians Board of Directors Meetings and:

I. represent North Carolina Academy of Family Physicians—Student Section members.

II present a report to the North Carolina Academy of Family Physicians Board of Directors on the North Carolina Academy of Family Physicians—Student Section.

III. vote in the best interest of the North Carolina Academy of Family Physicians and the North Carolina Academy of Family Physicians—Student Section.

IV. keep all members of the North Carolina Academy of Family Physicians—Student Section apprised of decisions by the North Carolina Academy of Family Physicians Board of Directors which may affect the student membership.

3. Conduct elections of state officers in accordance with Policy and Guideline XII.

4. Act as official spokesperson for the North Carolina Academy of Family Physicians—Student Section.

5. Call special meetings when needed.

6. Act for and on behalf of the North Carolina Academy of Family Physicians—Student Section in the interim between official meetings when special meetings are impractical or impossible.

7. Provide leadership to leave the North Carolina Academy of Family Physicians—Student Section in better condition than when leadership was assumed.

8. Serve as a voting delegate of the National Congress of Student Members.

9. Notify the membership of the time and place of an upcoming, regularly scheduled events or meetings.

10. Prepare the Student Director’s Report as directed by the North Carolina Academy of Family Physicians office staff.

11. Communicate with members of the Executive Council at least once a month.

12. Create committees, appoint chairpersons, and appoint members to the committees based upon and in agreement with the recommendation the chairpersons with fair representation from each medical school.

13. Create Ad Hoc committees when necessary.

14. Serve as an ex-officio member of any committee or Ad Hoc committee.

15. Perform other duties as custom and parliamentary procedure may require.

16. Update the Student Director Guidebook.

17. Perform any other duties not enumerated in Policy and Guideline X but enumerated in other sections of the Policies and Guidelines.

18. Serve as a member of the Executive Council.

b) The Student Director-elect shall:

1. Assume the office of Student Director at the winter annual meeting the following year.

2. Perform all the duties of the Student Director in the event of his/her absence or incapacity.

3. Assist the Student Director in accomplishing tasks as directed by the Student Director.

4. Communicate with the Student Director at least once per month.

5. Assume the office of Student Director in the event that the current Student Director is unable to complete his/her term.

6. Actively study and participate in the operation of the North Carolina Academy of Family Physicians and North Carolina Academy of Family Physicians—Student Section in order to ensure a smooth transition upon the assumption of the Student Director position the year following election.

7. Serve as Parliamentarian.

8. Attend the North Carolina Academy of Family Physicians Board of Directors Meeting.

9. Supervise and assist in the development and advertising of any North Carolina Academy of Family Physicians—Student Section meeting or event.

10. Serve as a voting delegate at the National Congress of Student Members in the event that the Student Director is unable to attend.

11. Serve as a member of the Executive Council.

c) The Executive Council Representatives shall:

1. Serve as members of the executive council.

2. Represent the North Carolina Academy of Family Physicians and their respective medical schools.

3. Relate concerns and ideas of local Family Medicine Interest Group to the Executive Council.

4. Communicate with the Student Director at least once per month.

5. Attend North Carolina Academy of Family Physicians—Student Section meetings.

6. Report to local family medicine interest groups the activities of the Executive Council and the North Carolina Academy of Family Physicians—Student Section.

7. Assist in the development and advertising of any North Carolina Academy of Family Physicians—Student Section meeting or event.

8. Assist the North Carolina Academy of Family Physicians—Student Section in accomplishing any other tasks as directed by the Student Director.

XI. Procedure of the Semi-Annual North Carolina Academy of Family Physicians—Student Section Meetings

a) The Student Director or a designee shall preside.

b) The Student Director-elect or a designee shall act as parliamentarian and secretary.

c) All amendments to the Policies and Guidelines must be presented to the Student Director in writing 30 days prior to the meeting.

d) Resolutions may be provided to the Student Director in writing 30 day prior to the meeting.

e) All amendments should be distributed to the Executive Council members by the Student Director 14 days prior to the meeting.

f) A written order of business will be provided by the Student Director to the Executive Council members 14 days prior to the planned meeting.

g) Resolutions may originate from the meeting without prior written notification.

h) Elections for state offices shall be held at the Winter North Carolina Academy of Family Physicians Conference annually.

i) Voting procedures should be in concordance with Policy and Guideline XII.

j) Any procedures not specifically enumerated in the Policies and Guidelines should be in accordance with Rules of Order by James Davis. Where Rules of Order by James Davis differ from these Policies and Guidelines, the Policies and Guidelines have precedence.

XII. Procedures of Voting

a) Every member as defined by Policy and Guideline II will have an equal vote on all issues brought before the North Carolina Academy of Family Physicians—Student Section.

b) Any member wishing to exercise the right to vote must be present at the North Carolina Academy of Family Physicians—Student Section meeting at the time of the vote and be a registered participant of the conference or event.

c) The Student Director is responsible for the administration of all votes based upon these Policies and Guidelines.

d) Voting on Motions and Resolutions

1. Every member has the right to vote by voice or secret ballot on all issues.

2. Faculty are not allowed to vote on student resolutions but are able to participate in the discussion with permission of the Student Director.

3. The Student Director administers the vote and is not able to participate in the vote or discussion without temporarily surrendering his/her administrative role.

4. The outcome of the vote is decided by popular vote and the resolution must be favored by a simple majority.

e) Voting on Amendments to the Policies and Guidelines

1. Every member has the right to vote by voice or secret ballot on all issues.

2. Faculty are not allowed to vote on amendments to the Policies and Guidelines but are able to participate in the discussion with permission of the Student Director.

3. The Student Director administers the vote and is not able to participate in the vote or discussion without temporarily surrendering his/her administrative role.

4. The amendment of the Policies and Guidelines requires that the vote be decided by popular vote and the amendment must be favored by two-thirds of those present.

d) Voting on the Student Director-elect

1. Every member has the right to vote by secret ballot.

2. Faculty are not allowed to vote or participate in the election of the Student Director-elect.

3. The Student Director administers the vote and is not able to participate in the vote.

4. The outcome of the vote is decided by popular vote and the candidate must be favored by a simple majority.

5. In the event of no candidate receiving a simple majority, the top two candidate will remain for another round of voting until someone receives a simple majority.

e) Voting on the Executive Council Representatives

1. Every member has the right to vote by secret ballot.

2. Each school not represented by the Student Director or Student Director-elect shall place one name into nomination before the North Carolina Academy of Family Physicians—Student Section which must then be seconded.

3. The way in which each medical school eligible for Executive Council membership chooses their representative is dictated by local family medicine group procedures.

4. Any eligible medical school may choose not to place a representative on the Executive Council.

5. The nominations for Executive Council Representative positions are closed immediately following the proper second.

6. The membership present then must affirm the nominees of each of the medical schools.

7. The Student Director administers the vote and is not able to participate in the vote.

f) Voting on Two Ad Hoc North Carolina Academy of Family Physicians Foundation Committee Members

1. Every member has the right to vote by secret ballot for two candidate.

2. Faculty are not allowed to vote or participate in the election of the Ad Hoc North Carolina Academy of Family Physicians Foundation Committee Members.

3. The Student Director administers the vote and is not able to participate in the vote.

4. The outcome of the vote is decided by popular vote and two candidates must be favored by a simple majority. If any candidate receives a simple majority, no other ballot is required for that candidate.

5. In the event that one or two candidates do not receive a simple majority, the top two or three prevailing candidates (dependent upon whether a candidate received the necessary votes on the first ballot) will remain for another round of voting until one or two candidates receive a simple majority.

XIII. Procedures Not Otherwise Specified

a) Any procedure not otherwise specified for the daily operation and management of the North Carolina Academy of Family Physicians—Student Section should be administered in concordance with the North Carolina Academy of Family Physicians, American Academy of Family Physicians, and Rules of Order by James Davis.