American Medical Student AssociationUniversity of Houston

Premedical Honors ChapterConstitution

PREAMBLEFor the purposes deemed wise and good, hereinafter set forth, AMSA UH established itself as a student-run premedical honors chapter of the national American Medical Student Association in which the local undergraduate chapter is dedicated to the future interest of students wanting to become a Medical Doctor or D.O. through preparation prior to the medical school application process. Our organization enlightens and engages hundreds of UH students, in the process of pursuing their dreams to aid humanity by becoming medical professionals and serving the community through our broad volunteering events, professional development workshops, inviting of inspiring speakers and morale building socials. We maintain we will periodically revise this constitution to suit our members’ needs of a well-managed organization to ensure we are progressive in the future of healthcare.

ARTICLE I. DESIGNATIONThe name of this premedical organization shall be the American Medical Student Association; hereafter referred more specifically as AMSA University of Houston Premedical Honors Chapter.

ARTICLE II. PURPOSE AND INTENTION:AMSA is first and foremost a premedical organization that works to provide its members with any and all availabilities to serve as a pathway in accomplishing the career goals

and ambitions. The purposes of this organization shall be to provide the necessary tools,opportunities, and environment that support the goals and aspirations of the pre-physicians in training.

ARTICLE III. MEMBERSHIP:Section A. EligibilityEligible students must be enrolled at the University of Houston Main Campus andshould have and maintain a cumulative GPA of 3.1 or above. If the prospective memberhas less than a 3.1 GPA, membership can still be offered upon review of their application,who is either a current affiliate member of AMSA UH/ National AMSA or in the process of applying to AMSA, and have paid current chapter dues shall be considered members ofAMSA University of Houston Premedical Honors Chapter. Members of the above namedorganization shall be accepted without discrimination on the basis of race, religion,national origin, disability, sex, sexual preference, age, creed, marital status, parental status, genetic information, gender expression, gender identity, or veterans status. Furthermore, discrimination of any degree cannot and will not be tolerated among officers in the process of registration of members or in the daily routines of the organization, except where such distinction is required per law.

Section B. StatusIt is important to categorize and differentiate the titles of active and non-activemembers (subject to change at any given time). These titles are to be evaluated, overseen, and updated by the Membership Director and Executive Board if need be.

Active members are those who have applied, paid their dues, and are a registered AMSA member and are considered to participate in the following level of activities:

• 75% of all general meetings a semester 3 professional development workshops a year 2 medical school events a year • 3 health & community volunteer events per semester

• 3 fundraising events (volunteer or provide supplies or provide advertising to 10 UH contacts for advertising our fundraising event on social media or text) per semester

• 3 social & wellness events per semester

Non-active members are those who have applied, paid their dues, and are a registered AMSA member, yet have not met the above requirements to be considered an active member.

Section C. Member and Non- Member AccessMembers – whether active, non-active, local, or national – shall have privilege and prerogative toattend all general meetings and participate in all AMSA sponsored activities.

Non-member’s activities such as general meetings may be attended by any current UH enrolled student or faculty member, but must check in and out with their UH id badge with an attending AMSA UH officer at the sign in/out station for everyone’s safety and well-being. However, points will not be awarded for their participation. In the future, if they do decide to become members, they can receive points for those they have attended only if sufficient evidence is provided of their participation. Non-members cannot be given the end of the semester or end of the year awards, because they are not registered AMSA members. If a UH student qualifies for a federal grant and has current documentation, then that applicant can apply for an AMSA local member scholarship which will be granted by qualifications first and then on a first come first serve basis until the allotted scholarship membership fund is depleted, in which funding is raised by our Sponsorship & Philanthropic Director.

Section D. DuesThe local membership dues to AMSA University of Houston Pre-Medical Honors Chapter shall be determined by the local Executive Officers and Ethics Committee of AMSA University of Houston and are subject to change upon collaborative decision. Unpaid dues will be referred to the penalty for nonpayment in Article III, Section D. 2..Section D. 1. Membership levels with due fees:

Dues that are required to become only a local member are currently held at $55 for the year and $40 for the semester.

The current national only membership dues are currently $75 for up to five years of national membership. Payable through the national website.

The dues to become a concurrent local and national AMSA member are $100 ($75 for a 5 year national membership + $25 for a promotional discounted local one year membership; subsequent years’ local dues

are $35 per year unless otherwise changed by the presiding executive board)

Section D. 2. Failure of Payment Penalty for failure of financial obligations/nonpayment will be to lose membership status and benefits.Section D. 3. Refund of DuesIf for any reason within two weeks of payment of local dues only, you decide to not be a member of AMSA UH, a refund will immediately be given once the original receipt is given directly to the Treasurer and it is verified on the membership spread sheet and you are stricken from our register as a member. See carrel/office hours.

Section E. BenefitsAMSA UH membership provides access to professional development, pertinent general meetings with insight from & engagement with medical professionals, insight to preparation of testing and the application process, well rounded medical community service volunteerism, social events with like-minded future medical professionals, health and wellness balancing, an opportunity to earn an officer position the following year, an opportunity to earn a letter of reference and a shadowing of a medical professional, an opportunity to intern, an opportunity to buy discounted MCAT prep courses from Kaplan, an opportunity to build networking skills, an opportunity to build people skills, an opportunity to build compassion and integrity.

1. Our guest speakers are innovative seasoned Medical Doctors who are inspirational

2. Our guest panel consists of Medical Doctor Residents and Medical Students who give insight on to the Medical School experience and what it’s like to be a new M.D.

3. We go on medical school tours 4. We host insightful Application Process Workshops 5. We offer Professional Development Workshops in the Fall & Spring6. We have Volunteer events that build on compassion for health &

wellness in the community 7. We have Social and Wellness events thought the year8. We have fundraisers to benefit communities on a local and global level9. We provide snacks and healthy refreshments at our General Meetings10. We have a casual Thanksgiving Potluck Banquet with earned

Awards in Fall semester11. We have a semi-formal Awards Banquet for the Spring Semester

& Year in mid May12. National Membership is optional. It lasts 5 years and it’s only $75

payable directly to the national AMSA website. You receive enews to keep you abreast in the medical industry and 10% discounts and some coupons up to $250 off MCAT prep courses. You can print your receipt and bring it to a General Meeting to the Membership Director in order to sign up for the promotional discounted concurrent AMSA local yearly fee. ( Article III D.)

13. Local only yearly paid members qualify for purchasing one shirt discounted at a cost of $5

14. Local only semester paid members qualify for purchasing one shirt discounted at the cost of $10

15. Prior concurrent national and yearly local paid AMSA members qualify for purchasing one shirt discounted at the cost of $5

16. New promotional concurrent national and yearly local paid AMSA members qualify for one bonus free shirt

17. Member additional shirt cost prices are $15 ea.18. Non-member shirt prices are $20 ea.19. AMSA Graduation cords are $15 ea. 20. AMSA Officer embroidered shirts are at cost for $25.21. Comradery in the premedical school journey is rare, but AMSA

UH f’AMSAly is here for you.22. Belonging and being active in a local chapter and on a national

level of a well-known National Medical Organization helps others know you are dedicated to the process of becoming a medical professional.

Section E. 2. Earned BenefitsAwards are earned through a point system of combined: Volunteer community service hours; Voluntary fundraising hours, item contributions, or promotions; Attendance of General Meetings; Participation in Workshops; Attendance of Social & Wellness Events, and AMSA Sponsorship t-shirt wearing at AMSA events. ( Article III. Section G)

1. AMSA University of Houston Pre-Medical Honors Chapter President can, upon request and review by the ethics committee, write letters of recommendation to those who have excelled in their membership activities to AMSA and have exceeded the requirements in order to become an active member (Article III, Section 2). Overall performance in AMSA University of Houston will be deciding factor in giving any recommendation. One can be inactive at certain times before the time applying for recommendation. If overall performance is positive and continuing success is evident, then a recommendation will be granted, upon the collaborative decision of the President and Ethics Committee.

2. The top 3 earning active members ( non-officers) of the semester are awarded with a shadowing opportunity with a medical professional.

3. The top five merit earner members per semester qualify for award nominations they can be proud to list on their awards and achievements section of their resume.

4. The top 3 officer merit awardees shall have fulfilled all of their general and position obligations and achieved the highest points in the point system for the year. The top 3 earned merit officers will be awarded either a shadowing opportunity or a short term intern opportunity within the medical field.

Section F. Points SystemPoint system for members and all officers

• 10 points per signed in meeting paper roster• 10 points per actual active attendance of each personal

development workshop • 10 points per each actual active volunteering hour in attendance at

AMSA UH volunteer events - health fair, fundraisers, and bake sales • 10 points per each attendance(1 hour min.) of an AMSA UH social

or wellness event• 5 points per requested donated bake sale need list fulfillment ( 4

different types of items max)• 10 extra points for every time you wear your purchased 2017/18

AMSA sponsored T-shirt to meetings and AMSA events• 10 points for promotion on day of AMSA bake sales & fundraisers to

at least 10 UH contacts thru all of your social media IG, Twitter, facebook, and groupme, whatsapp, or texting. ( must be done 8 am to 2 pm to qualify points)

• 10 demerit points for signing up and then no showing to a volunteer event or no showing in a scheduled car pool. There were a few people who did this repeatedly in 2016/17 . It’s a shame because people were depending on us and someone else could have signed up in the limited slots and gained experience for their PD or community service. Integrity and common decency are basic traits of all medical professionals. Your health and wellbeing takes

precedence of course - Please seek medical treatment and keep us in the loop. We understand personal things happen, work schedules change, and exam dates change. Please let us know at least 24 hours in advance, so we can plan a replacement accordingly for your absence for illness or for an as fore mentioned circumstance and you won’t get a demerit/deduction.

ARTICLE IV. OFFICERS & ELECTIONS:Section A. Listing of Office Positions

1. The Executive Officers of AMSA UH local pre-medical honors chapter shall include: President, Vice-President, and Treasurer.Any additional officer or other positions deemed necessary shall be

decided by the incoming Executive Officers after advisement from the Official

Organizational Faculty Advisor upon retrieval of signed Academic Advisor Consent in May.

2. Second Tier Officer positions may change upon the needs of the organization to progress. The incoming President of the organization shall update the job descriptions before the transition date in order to reflect an effective, progressively, and efficiently run organization for the benefit to it’s members. The Second Tier Officers are: Sponsorship & Philanthropy Director; Professional Development Director; Volunteer Coordinator; Executive Assistant; Membership Director; PR & Social Media Director; Web-Journal & Webmaster; Awards & Banquet Events Coordinator; and Social & Wellness Coordinator.

3. The Ethics Committee shall include: Membership Director, Volunteer Coordinator, and Fundraising & Philanthropy Director

4. One rotational intern for semester 1 & another for semester 2 is strongly suggested by our Organizational Faculty Advisor, because it assists in the attrition of the following year’s knowledgeable candidates and of a well-run organization. It also aids in the process of filling any vacancies (Article IV Section E) It shall be announced at the first GM and decided within two weeks of that GM.

Section B. 1. Election Process for Executive Board OfficersElections for the Executive Board Officers are to be held by the end of the first week of April.Members who are running for positions as Executive Officers must have been in a tier two officer positions the previous year and have consistently and competently fulfilled their job description duties as well as the general officer requirements they signed off on when they accepted their position at the transition meeting with a maximum of one strike.

Application process - In order for a potential Executive Officer to complete the running for office, he/she should meet the following requirements:

Complete and send in the officer application by April 1st Post a current resume / curriculum vitae and letter of intention by April

1st • Make a speech stating their intention of the position they are applying

for in front of all officers at a in person OM held in the first week of April..

• Answer the selected questions made by the President and members’ body in front of all officers but not the ones competing for the same position at a in person OM held in the first week of April

Voting process - It should be decided by all officers via a paper vote ballot in which the candidates should be listed for each position wanted. The voter shall circle the position if at all for each candidate. The President and Treasurer both read aloud each ballot while the Vice President tallies on a white board which is facing the audience of officers. Section B. 2. Election Process for Second Tier OfficersElections for second tier officers are to be held and finalized by the second week of April before the annual AMSA Awards Banquet begins in mid May.

In order for a potential officer to complete the running for office for a second tier position, he/she should meet the following requirements:

• Have active member status for both semesters Be a national member• Send in resume/curriculum vitae by April 1st.• Complete and send in the officer application by April 1st.• Interview with all officers in a panel setting the second week of April.

Every applicant will receive an interview as an opportunity to showcase their peopleskills and elaborate on their potential as AMSA officers. The interview process will be conducted in such a way that officers will be divided into panels of three separate tables (stations). Seating arrangements will be as follows - one person from the current executive board, one person from the next executive board with a different title, and two other officers on each panel decided by the current President.The current President shall give each panel member written questions to be asked of and answered by the interviewee. The panel members take turns in questioning and should write down the answers.as well. The panel should write down any questions they want to ask applicants and get them approved by the ethics committee prior to the interview. In a sequence from who applied first, applicants will interview at each station—moving from station one, to station two, and finishing at station three. Once the applicant has interviewed at each station and has met the above requirements, the application is complete.

The election process will then commence amongst the current AMSA UHofficers immediately following the interview meeting—where first the incoming officer pool will be selected upon majority approval by paper vote tallied by the current Ethics Committee. Then selection by position by paper, where the applicant with the most votes will fill the officer position of conversation. Tallying for positions will be done by the current Executive Board. If voting for certain positions ends in a draw, respectful professional in turn discussion and re-voting will occur. If voting becomes disrespectful or unprofessional or if voting still results in a draw, the officer position will then be filled by the voting decision of the AMSA UH members via mass email conducted within 24 hours. This is only done as a last result if the occupants of the vying officer position cannot be decided by current officers.

Section B. 3. Election of InternsAnnouncement of application for unpaid semester internship position will be made at the first GM of the semester. Applications will be available at that time and open for one week. A letter intent and a email of recommendation from a former teacher or former business manager or volunteer director is needed by that time as well. An online officer vote will take place on Gmail chat that weekend on Sunday Night 8 pm and the result will be disclosed on our what’s up tab on the website.

Section C. Post ElectionSection C. 1 Former OfficersFormer Officers are required to –

• Conduct and tie up all AMSA UH business and affairs by May 31st. If former Executives absolutely cannot, then ask the new President to prolong changing the passcodes. It is a history of hundreds of hours of work put into the organization by certain individuals and access to it is needed to build a proper resume and CV for updating applications, as well as doing letters of recommendation for requests.

• All keys are to be turned in by the second week in May to the proper UH officials.

• The EOY Financial reports are due to both former and current Presidents by May 31st . .

• By April 30th - Write transition meeting packets/syllabus/lesson plans for incoming officers. To be turned over to the new President by midnight April 30th.

• The Executive Officers transition meeting shall be done by Mid April perhaps right before the Second Tier Election Meeting.

• Attendance of the transition meeting for Second Tier Officers is to be determined by the new President based on the majority who can show up, but held before June 1.

• If need be, help new officers with any questions during the summer.

Section C. 2. Newly Elected Executive OfficersNewly elected Executive Officers are required to:

For the purposes of these deadlines the executives’ transition meeting shall be held Mid April - 4 weeks prior to the actual Awards Banquet Ceremony, which is held in mid May after finals and graduation.

Make reasonable pertinent changes to the constitution as needed for a better organization and vote on it amongst the new executive board members ( President,VP, and Treasurer).

Attain the End of Year Report and Financial Report from the former executive board team in order to plan a progressively better organization and forecast a budget.

• Fulfill RSO workshops in person and online within deadlines specified by UH

• Fulfill NSO orientation requirements within deadlines specified by UH• Fulfill Get Involved Organization Registration site requirements within

deadlines specified by UH. ( Make an appointment to introduce yourself to the AMSA UH Faculty Advisor and get the form filled out to upload in one of the steps)

• All elected executives must attend the annual AMSA UH End of Year Awards Banquet.

• By April 30 - See that all previous officers turn in their written transition syllabus /lesson plans to their jobs such as all contacts, timelines, recommendations, lessons learned, etc to ensure that the consecutive year continues to upgrade itself in ideas and management for the benefit of all AMSA UH members to come.

• By April 30th book all the Fall semester’s Officer & General Meeting spaces and dates. If you don’t have access to do that because the Get Involved Registration isn’t completed, then ask the former President to help you book them.

• By April 30th meet with CSI and AFB for funding or other information purposes.

• By April 30th kindly search for and request an office from a building manager that is suitable to AMSA UH needs.

• From May 1st to May 10th clean out the carrel of all drawers, lockers, and mail contents. Store at own or fellow Executive Officer’s home.

• The Executive Officers must take consideration of prior Executive Officers advice and thought into any changes needed to progressively update the job descriptions to suit the needs of the organizations goals for members. This must be done before the second tier transition meeting.

• Between the EOY Awards Banquet and June 1st -All elected executives and former officers and current elected officers must attend an on

campus 2nd tier officer transition meeting. Date to be determined by the majority of who can show up on said available dates.

• The passcodes must change on June 1st . • Attendance of The New Officer Summer Retreat called by the President

from June 1st to August 15. • Directives to second tier commence June 1st.

Section C. 3. New Second Tier OfficersSecond Tier Officers – mandatory requirements

• Attendance of the Annual End of Year AMSA UH Banquet • Attendance of the Transition Meeting for Second Tier Officers which is

to be determined by the new President based on the majority who can show up, but held before June 1.

• Adherence to the directives of the President, updated Constitution, new executive orders, Job Description Requirements, General Officer Requirements, UH Policies, AMSA Policies,

• Attendance of The New Officer Summer Retreat called by the President from June 1st to August 15.

Section D. Strike Policy & Immediate Grounds for Termination: Section D. 1. Strike PolicyA strike system of discipline establishes a grounds for termination/ removal from office permanently of any officer who has excessively and at multiple

times not completed the responsibilities, assignments, and obligations appointed to him/her or in a timely manner. Two full strikes for the entire year are allowed, while the third full strike reflects termination and corresponds to effective removal from all leadership commitments and status.

Any officer who by choice earns three full strikes has formally given up their position by their own volition.

1. Mini strikes are earned by signing up for an event you are not in charge of and not showing up. Two mini strikes equals 1 full strike

2. Full strikes are earned by not fulfilling agreed terms to the general officer agreements signed at the transition meeting, as well as, their stated position requirements also given at the transition meeting in May and obligations listed in the Constitution or By Laws..

Religious, medical/health (immediate family as well), and academic reasons for not fulfilling as fore mentioned agreements are not by choice and are valid, but the officer must relay religious and academic (syllabus) reasons at least a month in advance for proper re-planning, if it involves an event of any sort they are managing or in need to attend.

Section D. 2. Immediate Grounds for Termination/Removal from Office PermanantlyWe must conduct ourselves in a professional manner as we represent AMSA and are future medical professionals in training. Unprofessional behavior in person, on the phone, in text, in writing or on the internet will not be tolerated and is cause for immediate termination by the Ethics Committee & President.

Unprofessional behavior affects the well-being and morale of those around us and who we conduct official business with. As future medical professionals, we are supposed to groom ourselves to have a well-built bed side manner and these unprofessional behaviors are not conducive to that.

Unprofessional behavior means any of the following: Earning three strikes; Stealing; Misuse of funds; Colluding; MIA, Lack of reasonable response to OMs, documented emails, and texts when it involves their duties and officer responsibilities ( provided it has nothing to do with phone or internet service issues); Misuse of privy to information for personal gain; Conflict of interest; Expression of physical, verbal, or mental violence/abuse/humiliation; Projecting; Cursing; Talking under breath; Violating the UH discrimination policy; Participation in the spread of unfounded information ( libel/slander/gossip); Public display of inebriation or under the influence of

drugs; Solicitation of a sexual or monetary nature in exchange for personal gains; Being physically or verbally hostile, loud, obnoxious, or confrontational; Making degrading, confrontational projection rhetorical statements/bullying.. Section E. Vacancies of Offices:Vacancy is considered a time period longer than 2 weeks of physical absence in which it precludes the person from doing or accomplishing all duties whether excused or not. Temporary is considered longer than two weeks, but shorter than a semester. Permanent means longer than a semester.

If any second tier office shall become vacant, the President shall, at the earliest possible date thereafter, order the intern of that semester to fulfill that officer position until either the officer can resume the duties/requirements or until the end of the term.

If the position of Vice President shall become vacant, both the Treasurer and President shall preside over the duties with the aid of an intern.

If on the rare occasion, the Treasurer is unable to complete his/her tenure, then the Fundraising & Philanthropy Director shall preside over the functions and duties with the aid of an intern, until the officer can resume the duties/requirements or for that year.

If on the rare occasion, the President is unable to complete his/her tenure, it is theduty of the Vice President to hold the responsibility of functions and duties the office previouslyheld by the President ( temporarily – until the officer can resume their duties or permanently - for that year). In that case, both the Treasurer and acting President with the aid of an intern will each fulfill half of the remainder of duties of the vacant Vice President position.

ARTICLE V. OFFICER OBLIGATIONS:Section A. General Officer ObligationsThis is to be attached to every job description a copy will be given to the AMSA UH officer whom is signing it:

2017-2018 General Requirements for every AMSA UH Officer

Keeps President, VP, secretary, and PR director abreast with timelines, events, needs for booking tables etc., PR representation/printing etc. in a timely manner via online Officer Meetings or after GM meetings or via email marked Attention: (pertinent individual or group of people) and confirm or follow up to ensure everything is cohesive . _____

I am not and will not be an officer in any other UH medical professional organization concurrently, because it would be a conflict of interest._____

Attends all online OMs, all GMs and after GM OMs, Healthfair, Thanksgiving, MHCH , EOY Awards, all fundraisers for at least one shift, 2 volunteer events a semester, 2 PD events a semester. Attends ½ of all socials for at least one hour. Contributes 3 health or wellness articles to journal a year - unless otherwise stated. Is a paid National Member (It last five years if you have already paid) _____

Attends and actively recruits during 2 day shifts of the 9 Cougar Carnivals/NSO in the summer, a shift at Cat’s Back spring and fall membership recruitment and one additional membership event TBD for at least one shift. _____

Attends official carrel office hours for 2 set hours a week to conduct official business as needed and to assist members and potential members with information. If your shift falls on days of required fundraisers and bake sales you are exempt from those office hours and should conduct business on your own time as needed. _____

Please feel free to ask for help, tools, and resources as we are a team working for a smooth running organization.______

We strive to be professional and that does not include office politics/gossip. We have an open door policy, if we have any issues they need to be discussed respectfully in a group setting online at an OM so everyone can be on the same page and they can be addressed promptly and professionally with agreed solutions. ______

We understand that academics, medical issues, and family responsibilities and affairs take precedence. Please let us know in advance via email with reason, when you can’t make it to a required event or signed up event, so you don’t get a strike. Please let us know in writing via email of any scheduling conflicts, so we may make accommodation if possible. If you are burning the candle at both ends, please let us know, so in both your best interest and AMSAs we can decide what is a Win Win situation. ________

Section A. General Officer Obligations: Continued

I understand that I have and integral position in AMSA UH and if my schedule does not allow me to fulfill my AMSA Officer requirements and duties, then I understand I may be replaced temporarily or permanently, so the organization can function for our members without creating undo stress on fellow officers. ______

I understand I am a professional officer and representative of AMSA – UH and I will not use monies and or contacts for personal/private gain, as it is unethical. This includes kickbacks, monies, as well as, medical professionals and organizations, and our members’ information. Paper trails ( emails and logged phone calls, gifts, donations) of all contacts for speakers, shadowing, and possible sponsorship fundraising operations are required and will be audited periodically by an ethics committee.________

I understand I am to use budgeted funds as economically as possible and should shop around for the most economical prices available for the quality needed. Excessive or unnecessary spending will not be approved or refunded. _________

I understand I am to use any resources and avenues( people; places; funds; lists; PR – social media, flyers, on campus /off campus; appointments; emails; phone calls; follow ups; Thank You s; RSVPs) wisely in planning, budgeting, and setting up and breaking down any events. _______

I have read and understand the strike policy for officers. __________

I have received, read, and understand what is required and expected of me as a AMSA UH officer and my specific position and was supplemented with my predecessors packet of information to help me in my duties.__________

Signature________________________________________Date__________________Printed Name ____________________________ Position_______________________ Executive Witness:________________________________________Date__________________

Section B Specific Officer Obligations:President:As head of the organization, the president must set the vision and goals at the beginning of each year; Initiate at least 2 new projects per term; Ensures expansion and growth of chapter; Updates constitution, officer positions and job duties to reflect the progression of vision and goals in May in order to register the organization in May for (RSO) through CSI.. The position ensures that the whole Officer Team is effectively completing their job requirements, and overseeing the management, orchestration, and execution of the team duties as whole for the benefit of a smoothly run organization for its members. This position also requires responsibilities under Article VI.

• In order to ensure officers are completing their job duties, commitments, and obligations,it is important to implement that all business is to be conducted through AMSA’s email and a phone or in person log with contact information.

• Notifies national AMSA of taking on the position; Keeps in touch with the national PreMedical Regional Director for Region IV (including Texas) as well as the national PreMedical Leadership Team

• Keeps in contact with faculty advisor and provide updates when needed. Makes an appointment in early May to meet the faculty advisor and get paperwork signed for (RSO)

• Act as liaison to Kaplan, The Princeton Review, MDI Prep, the University of Houston, the Honors College, TMDSAS, HPAC, medical schools, etc.

• Acts as liaison to other on-campus and off-campus student and professional organizations

• Must be present at all General & Officer Meetings but 1 per semester • Oversees the logistics & itinerary of all general meetings (GMs), officer

meetings (OMs), and all other events• In charge of freshmen orientation reservations (NSO) with CSI and

coordinating Executive Officers to be present at orientations.• Registers the organization (RSO) with CSI every year in May• In May updates/reworks the constitution and bylaws and duties as

needed for the good of the local organization, its members, and the community. Posts it to the website for conspicuous viewing. Posts to RSO to continue the registration process. In June executive board votes on it or revises until 2/3rds agreement.

• Creates the budget at the beginning of the year ( June1st) in correspondence with Treasurer. Asks that all officers with foreseen expenditures or requests have a proposal with bids that are within forecasted budget for the quality needed of whatever the expenditure is. Proposals with bids are to posted to the AMSA email for all officers to see.

• Works in conjunction with PD coordinator for timing of bookings for both HPAC & TMDSAS ( Books it for Fall in May )

• Enforces strike and termination policy for all officers• Through written job descriptions, OMs, and official emails - provides all

officers with guidance in job descriptions for duties, creates estimated deadlines; and adheres officers to their obligations, responsibilities, and goals.

• Absolve sensitive issues as they come

President: Continued• Ensures legality and safety of all events• Organizes elections and logistics of presentations of officers at awards

banquets• Speaks to members at all general meetings• Holds AMSA credit card, along with the Treasurer and Vice President• Makes certain that every decision made is always to provide the

members with the best activities and opportunities available within means or budget.

• Other

In addition to the standard duties as fore mentioned the 2017-18 President:• Initiates & establishes a grant fund – managed by Sponsorship &

Philanthropy Director• Establishes monthly AMSA Wellness Journal -managed by Web-Journal

& Webmaster• Establishes Ethics Committee – Membership Director, Volunteer

Coordinator, and Fundraising/Philanthropy Director. • Recruits shadowing or intern opportunities for the 3 top performing

officers• Pursues ticket bundles for membership perks• Keeps a current contact list along with Secretary/Executive Assistant• Attends half of all events for at least an hour • Must be food certified• Books Medical Panel Meeting of M.D. Residents and medical school

students• Emceeing of the New Executive Officers for 2018-19 at the EOY Awards

Event

Vice President:If the President officially steps down temporarily or permanently, then the V.P. is to resume that position until either the original President officially

steps back in place or a special election is made for all members is made for the VP and another elected officer to run for President. If the Executive Assistant/Secretary fails to show up or perform their duties, then the VP shall take over that positions duties as well as their own. This person is part of the executive board..

• Attends all mandatory Executive meetings required by UH ( In May - RSO, NSO)

• Attends all mandatory AMSA UH GMs and OMs ( except one per semester, if need be)

• Attends half of all AMSA UH events for at least 1 hour• Assumes duties of president when president’s office is officially vacant• Assists president in all duties if asked• When asked by the president for his/her expertise, knowledge, and

opinion on certain matters, she/he complies within 24 hours (excluding holidays and finals).

• Manages attainment and secures five innovative seasoned Medical Doctors or D.O.s to speak at GMs

• Manages acquisition of additional or back up guest speakers• Manages parking passes for all guest speakers to all events• Helps with breakdown and clean up during GM s and OMs• Manages member incentives by attainment and securing of six M.D.s

or D.O.s a year for shadowing opportunities for our top three members every semester.

• Be main point person for all second tier officers where details for events are concerned;the 2nd step of a 3 step process –the president creates the plan and details, the Vice President sees to it that they are done and asks president of any questions and issues to be resolved, the 3rd step being the president approves everything

• Double checks time line for meetings and events from all officers • Oversees that the Membership Director is documenting volunteer

hours and the member’s points within 24 hours of the close of an event.

• Calculates in conjunction with Membership Director the list of the top three members who have attained the highest amount of points of each semester to be given to the Awards & Banquet Events Coordinator to create Certificates for all ceremonies.

• Ensures Banquet and Awards Event Director does not mention any monetary amount to possible facilities. Ensures that the person is asking for discounts and breaks in a respectable professional manner.

• Ensures Banquet and Event Director is being as economical as possible for the quality needed to have an respectable Awards ceremony and buffet.

• Assists the Executive Assistant in the handing out of the certificates at the Thanksgiving ceremony, while the Executive Assistant is emceeing.

• Takes upon a project assigned to him/her that cannot fall under the categoryof a certain position

• Consults with Executive Officers regarding keynote speaker invitations for the EOY banquet

• Works in conjunction with UHD AMSA for medical missionary opportunities

• Emceeing for the announcement of the 9 second tier 2018-19 New Officers at the EOY Awards Event

Treasurer:This position is one of the upmost responsible positions within AMSA UH. This position is a part of the Executive Board. This person in conjunction with the President sees that all monies spent are in the best interest of all AMSA UH members and the operational costs of organization itself. This person will develop their accounting skills and comptroller skills in operating a non-profit. This person will manage and operate the bake sales to raise funds for the banquet, T-shirts, promotional giveaways, equipment, and other operational costs involved with AMSA UH. This person will receive requisition emails from officers in need of monies to perform their functions/duties. The requisitions will be discussed and distributed via OMs. This position also requires responsibilities under Article VI..

• Attends all mandatory Executive meetings required by UH ( In May - RSO, NSO)

• Attends all mandatory AMSA UH GMs and OMs ( except one per semester, if need be)

• Attends all AMSA UH socials & wellness events for at least 1 hour• Attends all events dealing with fundraising/monies and if needed aids

in on-campus fundraising - help with permit and relays regulations• Handles Well Fargo account and brings statements to meetings and

explains them if needed.• Holds AMSA credit card, along with the President and Vice President• Creates budget with President at the beginning of each year ( June

1st )• Tracks, distributes budget, and reimbursements as needed per

Presidential written approval. • Ensures that organization is within budget at all times. Conducts

Audits. When outside of• budget, works with President to adjust expenditures in any department

or increase fundraising efforts. President has final approval.

• Coordinates with President and Sponsorship & Philanthropy Director with AFB for funding when necessary

• Reviews invoices for discrepancies and pays invoices in a timely manner

• Makes monthly Balance Statement and YTD reports for organization• Keeps a thorough, detailed account of spending and earnings and

reports it tothe President at each OM

• Oversees Membership monies in conjunction with Membership Director. Audits, as well, to ensure receipts match spreadsheet.

• Reviews Awards & Banquet Events Coordinator’s 5 bids for possible off campus awards and banquet. Reviews 3 bids for on campus awards and banquet ( SC, Hilton, Alumni center Hall ( 2013-14)). Makes negotiations if needed. Presents three choices which fall within budget set in August for Presidential approval.

• Responsible for money box• If needed at any point - Set up one of the following membership cards

whichever is most cost effective ( Sam’s card/Costco) in the organization’s name which is tax exempt.

Treasurer Continued:• Manages procurement of all AMSA UH 2017-18 shirts ( officer & new

sponsor t-shirts) along with Sponsorship Director to ensure all sponsors have logos or are listed properly. Designs, gets bids, orders within budget.

• Sales rep for all shirt sales at GMs • Management of t-shirt inventory and monies• Gets sizes from Membership director and orders accordingly. Uses last

year’s unsold sizes against ordering too many of those unsold sizes. Keeps inventory of shirts

• Manages procurement of giveaways - getting bids, selecting, ordering within budget, and inventory. (oriental trading or other promotional economical vendors)

• Works as Bake Sale Manager with booking tables in breezeway, library, and SC, as needed for maximum sales; attaining and managing volunteer sign-up; list of needs donation sign-up, officer shift sign-ups, set up and breakdown; safety regulations, paperwork – all certificates ( must be food certified), monies and official card reader; works within limits of food permit ( is there a meeting we need to attend to see if we can sell other things); manages food permit and sanitation regulations. Tracks what sold or didn’t sell and equipment inventory.

• Reports bake sale monies within 30 minutes of close ( cash and card reader)

• Reports to Membership Director actual bake sale volunteer hours worked from each member ( officers too) and items donated.

• In charge of buying any equipment (within budget/Walmart ) needed for maximizing bake sales & other fundraising ( popcorn machine, electric grill or press, electric hot beverage pitcher, hot plates, chaffing dish, igloo, beverage igloo, slow cooker, etc.)

• In charge of all officer attendance and makes it known at every OM.• In charge of emceeing the presentation of the member’s awards

portion of the EOY event.• Other

Executives’ Assistant/Secretary:The purpose of this position is to support the professional team for AMSA to make a cohesive organization to correctly serve members and our community. It enables the person in the position to polish their professional skills, bed side manners, organization skills, and documentary skills needed in the medical professions as technology requires them to document everything - create a paper trail for legal, audit, and medical history of patients.

• Attends mandatory UH Student Center Services meeting with PD and Banquet coordinator to learn about what on campus rooms, areas, and services are offered for booking ( Given in May and again in August)

• Takes minutes for actual in person OMs and GMs and posts them via googledocs within 24 hrs

• Makes & sets up aesthetically appealing and correct information power points for GMs

• Books and confirms all meeting rooms, spaces and tables for drives/events in a timely manner

• Sends out mass member emails / listserve as needed and in a timely manner

• Works in conjunction with PR team to relay and ensure they have all the information they need to post timely and accurately for all AMSA meetings & events

• In charge of all thank you cards/gifts to our guest speakers ( works within budget)

• Carpool contact person and management ( if needed )• In charge of ordering light refreshments and paper goods for GM

within budget and within the nutrition guidelines – ½ protein carb ( pizza ) or cut up subway catering tray & ½ vegetation ( fruit and veggie tray ) No soda or beverages called “drink” for health reasons - we are all pre-med. Funding and budget to be from AFB if possible since any UH student can attend our GMs with UH Id and sign in and out.

• In charge of all emceeing presentation portion of certificate awards for Fall Thanksgiving Potluck. VP will hand the certificates to awardees and PR Director will photograph each set of all three – EA, Awardee, VP.

• Skills required: excellent writing skills• Maintains up to date contact info for all officers• Makes sure that all events are made known via email to listserve in a

professional manner• Reserves rooms for all GMs and OMs and all on campus events in a

timely manner (as per request within 24 hours as things start booking up in May)

• Takes and distributes minutes for GMs, OMs with all officers. Must be writtenprofessionally using proper grammar and punctuation.

• Manages adding and deleting from listserve as necessary or requested by students

• Keeps track of all documents accumulated by every officer• Must be familiar with Gmail and keep all contacts and emails organized• Collects all EYORs to be sent to president• Other

Sponsorship/Fundraising & Philanthropy Director:

The purpose of this position is to develop and raise funds for scholarships for in need AMSA active members, grants for community projects - local or global, PR operational budget, and donations to the community (reputable orgs like Project Cure, etc. ) presented at the EOY May Awards Ceremony. The position requires the person to work online and on phone in the summer in order to gain and establish sponsorships, so they can be listed on T-shirts and banner for the Fall & Spring events to maximize the sponsors PR gains. In order to have a smooth running cohesive organization, the position requires the person to work as needed in conjunction with the President, Treasurer, PR Director, Volunteer Coordinator, and Executive Assistant/Secretary . This position requires the mentality of a self-starter, charismatic enthusiasm, and good bed side manner in dealing with outside professionals, liaisons, and internal colleagues. Position requires person to keep a log of all contacts made to be turned in at the end of their completed position for the sake of the organization and next year’s successor. This position is exempt from attending summer recruitment events because the time constraints in sponsorship require primary attention in the summer in preparation for the fall ( unless they want to). This person sits on the Ethics Committee.

• Works in every way possible (under approval of the President) to receivefunding and/or financial stabilization from any outside entity

• Per National AMSA - No pharmaceutical companies can sponsor AMSA and only Kaplan MCAT prep as well. Focus on getting branding support with other types of companies.

• April/May and throughout - Liaison with CSI and AFB with President or Treasurer.

• Pursues other avenues for funding AMSA as in sponsors with a monetary goal – list on back of new t-shirt, banner, social media, journal, website, flyers, awards ceremony, etc.

• May/June - Takes a PD grant writing course or visits with Philanthropy center at UH to get ideas ( gets fund from budget to register for one day class)

• June – Seeks sponsors for the purposes of raising money for scholarship and local & global community grants to be presented at the banquet

• Works in conjunction with Treasurer to ensure sponsorships are listed properly on back of new AMSA UH 2017-18 shirts before and after ordering. If they want their logo they have to donate at the level specified for that.

• 4 fundraising management events in conjunction with Treasurer, Secretary, Webmaster and PR team ( choose days that the SC will be filled with outside people like seminars or tours or science fairs ) Also make sure you relay dates of need with tables and locations with

Executives Assistant/Secretary at least two months in advance so EA/Secretary can book them. Get a confirmation.

• August & May _____________ day at Breezeway and Student Center• December & January – (8:00 am to sell out) ____________ day at

Breezeway, Library, and Student Center • 3 fundraising restaurant proceed events per semester – ( see other

orgs websites to get ideas of what food companies do this – Coogar Byte may even do this)

• Kaplan auction management ( see previous Sponsorship’s directions and timeline given at transition meeting)

Sponsorship/Fundraising & Philanthropy Director: Continued• Works in conjunction with PR to advertise all fundraising events and

ensure all fundraising events have listed sponsors – banner, t-shirts, flyers, ads on media, web-journal, and website

• Sets up reasonable competitive levels of sponsorships to be on T-shirts, banquet listing, banner, website, all social media, and web-journal website

• Sponsors get invited to annual EOY AMSA UH Awards Banquet held in May

• Decides on two of three possible charities or recipients of grant- one that impacts health or need on a local basis and one that makes a global impact on health.

• Decides with Executive Board ( President, VP, and Treasurer) award of scholarship for qualifying active AMSA UH national member in need of MCAT prep course buying assistance due to true socio economic challenges. Ex: Pell grant students are penalized if they try to work or get paid internships or research positions - in other words they are socioeconomically challenged. Four in Four students are challenged as well especially if they have other issues. Applicants must apply by March 31st. A decision will be made by April 15 th and then presented at the annual EOY Awards Banquet.

• Presentation of all philanthropic awards at banquet.• Keeps listing of all donating sponsors to be given invitations to awards

banquet. To be given to the Awards & Banquet Events Coordinator by March 15th for invitation RSVP purposes.

Membership Director:The purpose of this position is to recruit and follow up with as many students as possible who may be potential and future medical doctors and D.O.s so they may benefit from all that AMSA has to offer. This position focuses on recruitment, including recruitment materials, how to recruit, and devise strategies on recruiting members This person sits on the Ethics Committee. This person must be a self-starter, well-versed, a good sales person, cheerful and meticulous. There are many May responsibilities in preparation for NSOs and Cat’s Back.

• Creates new functional spreadsheet with pertinent information and keeps it up to date at all times. Creates achieve for future years.

• Responsible for sending out membership applications and follow up and keeping member information up to date at all times – including names, peoplesoft id, phone number, email, birthdate, Twitter, Instagram, facebook, gplus, volunteer hours, points earned, all events attended, shirt size, payment for membership locally and national membership, and follow up on those who show up but are not paid members.

• Responsible for check-in and out all guests ( non-members) with id at GMs.

• Responsible for check-in and out members from GMs. • Deals professionally with all membership service issues. • Comes up with ideas to recruit more members. • Sits on Ethics Committee • Works in conjunction with recording membership fees paid ( in paper

form and on spreadsheet) to Treasurer who oversees monies of membership fees

• Keeps track and documents member’s payment status and gives complete receipts for all transactions.

• Keeps a paper & digital trail of all payments and receipts for local and national memberships.

• Follows up on all applications for membership for payment• Attends all membership events ( unless it interferes with religion,

health needs, or academics and must find an executive officer to replace self)

• At all recruitment events and BOS GMs maintains & brings recruitment materials –boards, trifolds, brochures, etc.

• Recruits at all 9 Cougar Carnival orientation/NSO events ( unless schedule interferes with a religious holiday in which the person must appoint an executive in their place)

• Recruits at all Cat’s Back events• Recruits at UH Pre health fair• Recruits at GMs• Tracks and sends Monthly member HBD shoutouts to PR & Social

Media Director to be posted on Twitter and orders and picks up monthly cake for GM in celebration of all members born in that month. ( works within budget )

• Works in conjunction with all officers for attaining volunteer hours worked from all members including officers, and all event/meeting points. Must post with 24 hours of events/meetings.

• Keeps track of volunteer hours, member points & point system, active and non-active members, paid and nonpaid members, national and local members. Must be updated once a single change has been made

Membership Director: Continued• Makes sure that all needed/requested information is given to

Webmaster to properly use for the website• Prints all updated information regarding membership, documents ,

etc., and is to be brought to the GMs & OMs so he/she can check which members were present and if they are wearing their AMSA UH sponsor t-shirts

• Other

Volunteer Coordinator:The purpose of this position is to develop an introduction to community service or volunteerism for AMSA members to increase their knowledge or familiarity of the sense of community and compassion needs within the medical world. Service shall include but is not limited to the needs and morale of: children with medical needs, the elderly, socioeconomically challenged communities, charity runs/walks, and AMSA fundraising benefits & bake sales. This position requires that a person is a self-starter with know how in itinerary and logistics. This person should be well versed with a nice mannerly disposition and the ability to lead and smile in any situation. This person sits on the Ethics Committee. . .

• Try to establish a new weekly-bi monthly volunteering opportunity for members they can only get with AMSA

• Think outside of the box and make new connections with people we’ve never spoken to before

• Know every volunteer (or try to) by name, face, etc. and know their goals in life, judge and establish who are the most dedicated

• -Always have a smile not only on your face, but in your heart. :) • Minimum: 3 events per semester • Usually want to have 1 every other week if possible, but not in the

same week as a PD event, because there is too much time involved with both kinds of events and no one would show up.

• 2017-2018 Itinerary: 1. Memorial Hermann Children’s Hospital Holiday Party and Toy Drive 2. 1 Bone Marrow drive per year at Student Center3. 1 Blood drive per year at Student Center (Set it up with MD

Anderson) 4. 1 Ronald McDonald House Event (Activity or Dinner) Preferably on a

Saturday near Halloween/Valentine’s/or St.Patrick’s 5. Annual walk/run event manning it off campus with a hospital,

Baylor, or UTMcGovern6. Establish 3 other opportunities 7. ( these are just ideas - See what’s going on with Special Olympics

volunteering wise; Establish a tutoring volunteer or science fair at schools; Establish ongoing volunteer hours at an in need nursing home or Hospice, etc )

• Sits on Ethics Committee• Works in conjunction with PD Health fair for manning volunteers in set-

up, welcome, and breakdown• Keeps President, VP and Secretary abreast with timelines and events,

needs for booking tables etc. in a timely manner. Email all three directly and follow up. Secretary/Executives’Asst. books rooms/tables; must have notice at two months in advance

• Attends all volunteer events (must have a very urgent excuse if cannot and must have another officer take responsibility in your absence)

• Sends all off-campus volunteer signature lists to UH police with sign in and out time

• Relays all PR needs well in advance for monthly journal, website, and social media.

• PR should have monthly updates, weekly reminders, 2 days in advance reminders or night before reminders. PR & SM Dir. posts pictures of events 48 hours after.

• Follow up all events with thank you to volunteers and hosts

Volunteer Coordinator: Continued• Makes, posts, and keeps sign up list, prints and brings to event for

showup -sign in and sign out and allots points for Membership Director. Sends travel roster to the UH PD for safety as required by UH. Sends Membership Director points earned within 6 hours of close of event.

• Contributes 4 articles a year to the web-journal concerning the importance of community service or list opportunities outside of AMSA UH

• Reads, understands, signs, and adheres to AMSA UH General Officer Requirements & Expectations and keeps a copy.

• Organizes and researches all volunteer opportunities for members both on campus and around Houston

• Blood & Bone Marrow drives are considered volunteer events that should be coordinated by this officer; at least one each semester

• In charge of discovering new and improved volunteer opportunities that can further the experience of AMSA members

• Must be present at the majority of the volunteer events to ensure a smooth transition and make certain that all logistics are carried out in the correct manner. (Must have a very urgent excuse if cannot and must have another officer take responsibility in your absence)

• Other• See Transition Packet for steps and details specific to this position .

Professional Development Director:The purpose of this position is to develop professional opportunities for AMSA UH members to increase their knowledge or familiarity of the needs within

joining the medical profession. This position requires a self-starter who is good at planning itinerary and logistics, as well as being well versed.

• Coordinates, management, orchestration, and execution of all workshopevents.

• For said workshop events, works closely with writing centers, and other education furthering entities to provide the finest learning environment possible for member participants

• Attends mandatory UH Student Center Services meeting with Secretary and Banquet coordinator to learn about what on campus rooms, areas, and services are offered for booking. ( held in May and again in August)

• Posts MCAT practice session with UH• Organizes and manages the Admissions & Application Workshop• Books 1 medical school tour/conference per semester ( Baylor,

UTMcGovern, UTMB)• Books 2 suture clinic per year• Books 1 CPR certification class per year• Manages logistics of HPAC event–see President for itinerary

information • Manages logistics of TMDSAS event – see President for itinerary

information• Books 1 Personal Statement workshop• Contributes one article a month for journal based on wellness for AMSA

journal including – orthodontic, stress management ( breathing/ tai-chi), etiquette, HR training, motivational etc. insurance, alternative healthcare provider opportunities..

• Puts together one community medical fair in a community of need in conjunction with volunteer coordinator for manning a set-up, welcome team, breakdown team.

Use local elementary schools like Peck or Kipp - They are nearby and of socioeconomic need of health information. ( Navarro is pre-booked from last year but the people of that neighborhood already were introduced to last years information maybe every other year with Navarro MS )

• Keeps president, VP, and secretary abreast with timelines and informs secretary the need for booking rooms or tables in a timely manner. Follows up to ensure needs are booked.

• Keeps up with contacts in a professional manner• Does all phone and email leg work in the summer and follows up

during the Fall & Spring• Other• See Transition Packet for steps and details specific to this

position.

Social & Wellness Coordinator:This position is a support position for AMSA UH members’ morale. The person in this position must work in conjunction with all team members for the purposes of morale. The person in this position will polish their host skills, bed side manner, their ability to engage people from diverse backgrounds, and the ability to entertain people to boost morale in high stress careers and adding to the quality of life. This position requires a cheery outgoing and engaging disposition.

• Organizes and researches all social and wellness opportunities for members both oncampus and near UH.

• Must coordinate at least three Social Events per semester• Must coordinate at least four Wellness Events per semester ( UH

Health fair, Intermurals, and workout meet-ups) • In charge of discovering new and improved social opportunities that

canfurther the experience of AMSA members

• Must be present at all of the social events to act as the AMSArepresentative

• If asked coordinates with other University of Houston Premedical organizations for potential joint social events (ex: Halloween Costume Contest; Picnic; Mr.& Miss Health)

• Books SC gameroom once a year• Phonecia’s Market Café downtown gamenight – parking in building• UH homecoming event – tailgating (good for sponsorship display)• 3 workout meetups at REC center for wellness of all AMSA members

( ask about yoga, pilates, or tai chi classes and times – no cardio, think mindful decompression to stress)

• Intermural games for those who want to participate ( flag football, soccer, or basketball)

• Frontier Fiesta group outing at set time and day• Works in conjunction with PR/Social Media officer to round up morale

for picture opportunities at socials, membership drives, GMs, bake sales, fundraising events, and PD events

• Keeps track of copies of all social event sign in and out sheets and sends off campus ones to UH PD per UH requirement.

• Sends Membership Manager points documented on actual social sign in/out sheet within 6 hours of end of event.

• Serves as team captain for intermurals

Public Relations & Social Media Director:This position is imperative to the organization’s success in gaining and keeping members aware and engaged in all AMSA UH has to offer in activities and professional benefits. It is essential in fundraising for bake sales and special fundraising events as well. This person is the pep rally online, on campus, and at GMs.

• Performs on campus PR and Social Media PR.• Ensures self and Web-Journal & Webmaster are following guidelines

and sites are accurate and timely.• Reviews timeline for advertisement like cougar news• Posts GMs and all events monthly, one week in advance, two days in

advance, morning of day of, and day after event on all social media and mass emails.

• Works with Executive Asst./Secretary to ensure timelines are timely and advertised for maximum exposure and attendance. Ensures that event, time, date, and locations are correct

• Produces 7 distinct or ascetically pleasing eflyers - each for one type of event ( PD, volunteering, social, fundraisers, bake sale, GM, banquet )

• Produces and posts to all social media outlets and relays information to Web-Journal & Webmaster for AMSA’ s monthly web-journal of future events within the month – to ensure consistency

• Uses on Campus resources to advertise – 170 according to CSI. Building bulletin boards, residence halls, professors email/blackboard, signage etc.

• Produces and posts weekly and 2 day in advance reminders and day of event advertisement and posts

• Posts Membership Coordinators monthly HBD shoutouts on Twitter

• Takes and posts selective flattering, clear, and exciting pictures of events with pertinent nameless tags and #AMSA #UH #AmericanMedicalStudentAssociation1. If a top officer is in the picture they must approve it before posting.

All other not used pictures must be deleted the day of the event.2. If anyone does not approve of their picture or name being on social

media, then blur their face and delete their tag/name if any3. If any one feels it is an unflattering picture of them, blur it or

photoshop them out of it. We want all our members to feel good about themselves and it is their image in the end.

• Must be extensively familiar Facebook, Twitter, and Instagram social media outlets

• Acts as liaison along with the President to other on campus student organizations

• Ensures flyers and recruitment materials are made, emailed, and postedaccordingly for everyone to see in a timely manner

• Ensures that all events are made public on all social platforms to maximize visibility and attendance in all events

• Ensures pictures are taken at every event and meeting; video if possible

• Uploads and shares all pre-event media with all social media outlets within 48 hours of event but at least 24 hours before it.

• Uploads and shares post-event media with all social media outlets within 48 hours of event.

Web-Journal & Webmaster:The primary purpose of this position is to design, create, and or manage our organizations website and new web-journal to showcase our organization, our members, our sponsors to anyone who visits our sites including professionals, both potential and current AMSA members and sponsors and also for functional purposes. This person creates a monthly journal with monthly events and articles of health and wellness from our officers and members. Our contributing sponsors will be displayed here, as well as, all links to our social media and the AMSA national website. We have to make sure both are pleasing to our members, future medical schools, and sponsors. This process is to be started in May, approved by President by August and up and running and presented at the first general meeting.

• Is the main architect, designer, and organizer in all operations regardingAMSAHouston.com & our new Web-Journal

• Familiarizes self with AMSA’s website mechanics as well any other websites you think are functional, professional, and attractive. When

assessing consider the aesthetics and organization of the website when creating or re-designing.

• Ensure the site has our needs met, but is attractive and easy to use – 1. A bar with all our links under the mast header2. A bar under that bar with all our tabs3. A home page that serves as our showcase monthly web-journal with

top bar to all our links and a side bar of all upcoming events; OR a Web Journal site of its own with a link on the Home page Which serves as the Heads Up notes

4. A tab for all Events by category with all upcoming events with links to sign up and such

5. A tab About AMSA and our chapter6. A tab for Officers with subcategories – Current, Last years ( mark

year and keep pictures up), and Past Officers.7. A tab for Achievements including - EOY report from last year of

accomplishments ( made by executive board) etc.8. A tab for registered members list with volunteer hours and

membership points ( work with Membership Director to figure how to link it without too much information.

9. Sponsor Spaces on each tab and home page ( bottoms & sides );Tab for Sponsor information with contribution link.

• Please leave the Sponsors tab with the information posted there and the link so potential sponsors can have information regarding donations

• Create a web-journal attached to our website if you can. Column/Space recommendations: Sponsor Advertisement Space (between pages, at the end of pages, at the end of the journal),1. Health & Wellness2. Ask AMSA3. Guest Speaker Spotlight4. Member Spotlight5. A Day in a Pre-Med's Life, Balancing Work, School, and Pre-Med6. MCAT Crunch - a guide to prep courses, self study, and in general

insight Web-Journal & Webmaster: Continued

• Serves as the technician when needed• While at GM and OM updates the Website and Gmail calendars with all

events, dates, times, etc . Updates the website with all information given at the online meetings

• Works closely with all officers to make sure website contains any and all information that may be useful for members and/or potential members

• Works in conjunction with Public Relations & Social Media Director to showcase AMSA UH as a functional website for both potential and current members and sponsors

• Makes sure general meetings are recorded as Facebook events at least one week prior to the date of the general meetings

• Other

Awards & Banquet Events Coordinator:The purpose of this position is to honor and celebrate all AMSA UH members - some who are honored for their participation and deserving efforts throughout the year, present philanthropic efforts, and serves as a thank you

to all the people who support AMSA UH as guest speakers, hosts, advisors, and sponsors.

• In charge of planning, organizing, and carrying out approved itinerary, logistics, and budget of awards for Fall and Spring ie. both the Thanksgiving Potluck Banquet & the Annual End of Year AMSA UH Awards Buffet Banquet in May.

• Finds sponsors for the annual banquet• In charge of invites and flyer, which should be conducted in

correspondencewith Membership Director, Vice President, President, Sponsorship & Philanthropy Director, Public Relations & Social Media Director, respectively

• In charge of Thanksgiving Potluck event operating within a very small budget. Manages a sign-up sheet for specific foods and needs. 1/3 of it should be vegetarian & 1/3 Halal

• Coordinates bids for review for Annual EOY Awards Banquet (starting in May)

• Presents all bids to be compared side by side by Treasurer . Treasurer gives comparative report to President. President makes final decision among the the top chosen 3 bids picked by Treasurer.

• Responsible for raising ½ the funds needed for the budget of the awards buffet banquet. In previous constitutions it was the Awards Banquet Coordinator’s job to raise all of the funds for the event.

• Keep in mind it is not a wedding reception, gala, club, or prom. It is an awards banquet.

• When dealing with sales people, vendors, catering, banquet coordinators, never mention a possible budget, just like you would never tell someone how much you have in your bank account for fear of getting robbed. Sales people are experts at taking people’s money, especially if they get a commission.

• Never book during prom season or on a Saturday (wedding reception day) which are more expensive.

• Ask for the weekday budget break - when they don’t have business, you have the upper hand in getting price breaks and freebees like previously used décor, cancelled event decor, dance floor, and audio visual needs.

• All hotels have special negotiations, but you must ask the hotel banquet coordinator specifically – ex: if you pay for the ballroom space on a weekday night, then they usually give you the food free or if you pay for the per person plate buffet set-up then the room is free. (Get 3 bids in writing - downtown)

• It’s more expensive to book at non-hotel venues, because they don’t have the funding for staff or a real chef or real pastry chef. The quality of food and service is always going to be poor. (Get only two bids. )

• More people show up to on campus banquets than non-campus banquets because of the convenience factor. In 2013-14 the Alumni Hall was used and it was buffet style.

• On campus there is the Student Center, the Hilton ballrooms, and the Alumni Center Hall – All of these choices are going to be either free space or less expensive than an off campus venue. It will allow more people to enjoy a higher quality of food that can be catered from outside vendors or the Hilton itself.( Visit and get all three bids.)

• Takes inventory of post banquet inventory to be stored by AMSA’s new Treasurer.

• OtherIntern:The position was created to both give an opportunity to an AMSA UH member to foster their professional development and to make the organization more smoothly run - should there be a temporary or permanent vacancy. This position was suggested by our Faculty Advisor for the whole benefit of the organization. This position lasts for one semester unless there is means for immediate termination (see Article IV Section D).

This position requires the person to be a national and local member This person must have a flexible schedule. This person must have the ability to shadow and participate in

planning itinerary, procedures, and logistics from all officers. This person must be comfortable or able to play it by ear if necessary. This position requires a good bed side manner and team spirit. This position is a stepping stone to becoming a competitive applicant

for a Second Tier Officer the following year. The person in this position must read, sign, and abide by the General

Officer Obligations ( Article V section A)

Ethics Committee:The purpose to this committee is to ensure all serious officer issues are being absolved in the fairest way possible. Everything must be documented on how matters are being handled and resolved.

ARTICLE VI. STRUCTURE OF LOCAL CHAPTERS:The local chapter serves as the official representative body of constituent members to thenational organization. The structure of the local chapter is determined by the local chapter executive officers.A . Chapter officers. Each chapter of the association appoints the President as the chapter liaison. The creation of other offices and positions is at the discretion of the local chapter.B . Responsibilities of chapter officers are determined by the elected President or acting President of the local chapter. However, the House of Delegates, in order to maintain communication and facilitate activities of the Association, requires certain minimal functions to be accomplished by the local officers. The functions of the chapter officers are as follows:

1. Provide ongoing feedback to national officers on the concerns of chapter members relative to policy, programs and activities of the association

2. Serve as the focal point for communicating local chapter activities to the national office and Regional Director

3. Coordinate programs and activities at the chapter level4. Coordinate the annual membership drive5. Facilitate activity within the chapter and communicate through

periodic chapter meetings to discuss and review issues of concern to medical students

6. Be members of the Association in good standing at the time of or within 30 days of their election and during their term of office.

C . Responsibilities of the Chapter Liaison. The primary functions of the Chapter Liaison are as follows:

1. Serve as primary contact for the national office in the receipt and distribution of pertinent information and materials relating to the organization and issues of concern to medical students

2. Coordinate local chapter activities and work with other local chapter officers to accomplish responsibilities delineated above

3. Attend the Chapter Officers Conference.D . Removal of any Second Tier Officers are to be done by a majority or two-thirds vote of the executive board. To be done in conjunction with the three strike system or the immediate termination regulations ( Article IV Section D)..A replacement will be appointed immediatelyE . Officers retain voting rights. However, the president often votes only in case of a tie.F. The duties of the directors are to attend all director meetings and hold the position inthe best interest of the organization.G . Any Executive Officer can be removed of his/her title in conjunction of the three strike system or immediate termination policy ( Article IV Section D) by process of a combination of fellow executives, ethics committee, and entire member body. Should this arise, a thorough review/audit/investigation from the Ethics Committee of concrete claims/indictment and the accused’s deposition shall be made in a timely manner. It should then go to a vote in a General Meeting of two-thirds or greater. This is for checks and balances against false accusations/allegations.ARTICLE VII. MEETINGSA . General meetings and officer meetings dates are to be decided at the beginning of theyear in May by the President and Vice President.B . The various meetings of the organization, as defined in the bylaws, include:

1. General Membership2. Guest Speaker & Medical Panel 3. HPAC & TMDSAS4. Annual Election Meetings5. Special Meetings6. Officer Meetings

C . Quorum is not specified; no constraints.ARTICLE VIII. FINANCEST he President and Treasurer only shall control all finances. There must be a budgeteach year as proposed by Article IV, Section E. All funds must be spent on organizationalpurposes only which include official philanthropic efforts. The transfer of power of controlling all funds shall be done during the transition meeting.ARTICLE IX. ADVISOR

T he advisor of AMSA University of Houston Premedical Honors Chapter shall be a non-voting member of the executive committee. He/she must have a sincere interest and commitment to the welfare of the chapter. The advisor must be a faculty or staff member of University of Houston Main Campus.ARTICLE X. EXTERNAL AFFILIATIONST he University of Houston Premedical Honors Chapter of AMSA is affiliated with the nationalAMSA. Premedical AMSA University of Houston is governed by AMSA laws and its own.Premedical AMSA University of Houston is free to govern itself under the guidelines setforth. PreMedical AMSA University of Houston will meet with national AMSA once a year at the Annual Convention.ARTICLE XI. AMENDMENTS:T his constitution may be amended by the incoming President for the interim time in preparation for the requirements by the UH process of registering the organization by the May 31st deadline. It is to be active by a two-thirds vote of the Executive Board. Additional articles and amendments may be included at any time only if they are in consonance with the University of Houston and AMSA regulations and policies. These must be filed with the University ofHouston Center of Student Involvement and AMSA national office within one week ofadoption..ARTICLE XII. DISSOLUTION:I n case of dissolution of the above named organization, all unspent University ofHouston funds shall remain the property of AMSA University of Houston PreMedical HonorsChapter. All privately obtained funds shall be donated to a nonprofit organizationdetermined by the President.Bylaws of the American Medical Student AssociationUniversity of Houston Premedical Honors ChapterARTICLE I. FEES AND DUES:AMSA University of Houston chapter shall levy local dues, which shall be set at a certainamount per semester to be collected via a rolling basis. The privileges are outlined in theConstitution and Bylaws.

ARTICLE II. MEETINGS:A . Ample notification shall be given to all local members regarding meetings held by theexecutive and publicity committees.B . General membership meeting shall be held at the set location(s). Annual electionmeeting: The annual election meeting shall be held before the annual awards banquet.C . Any member of the executive board or any five members of the general membershipcan call special meetings to occur. The purpose of any special meeting shall be stated inthe announcements of the general meetings. No members should be excluded from the meeting.D . The executive board shall be required to meet if necessary. The executive board shallconsist of the president, vice president, treasurer, and any other positions the chapter wishes to create. Quorum at the executive board meetings shall consist of the executive board.ARTICLE III. APPOINTED OFFICERS:A. At the request of the executive board, the premedical advisor shall be an affiliatemember of AMSA University of Houston Premedical Honors, and an exofficial memberof the executive board. The advisor shall oversee the executive board and general membership of the organization on matters relevant to the purposes set forth in these bylaws.B. In the event of an officer not being able to fulfill their duties under uniquecircumstances that are deemed by the president, the officer may take a leave ofabsence for an undisclosed amount of time until the unique circumstance is resolved.ARTICLE IV. PARLIAMENTARY PROCEDURE:The rules contained in the most recent edition of Robert's Rules of Order shall guide thisorganization in all cases that they are applicable and in which they are not inconsistentwith the Bylaws and special rules of order the organization may adopt.ARTICLE V. AMENDMENTS OF BYLAWS:Amendments to these bylaws may be adopted at any special or general meeting of the

organization by a majority vote, provided that the amendment proposed has beensubmitted in writing to the president and has either posted it in a conspicuous place online at least 24 prior or as hard copy at offices for one week prior to the meeting.ARTICLE VI. REFUNDS:A member will receive a refund of local membership dues only after the member hasasked for a refund two weeks after payment. Therefore, by asking and receiving a refundof local chapter dues, the member will be subject to laws mentioned in Article III. SectionE. and will not be identified as a member or affiliated in any capacity with AMSA University of Houston Premedical Honors.

ARTICLE VII. ANTIHAZING CLAUSE:This organization will not initiate, participate in, or be witness to any act that inflicts or intends to inflict physical or mental harm or discomfort or which may demean, disgrace, degrade any person, regardless of location, intent, or consent of participant(s). ARTICLE VIII. NONDISCRIMINATION CLAUSE:As a Registered Student Organization at the University of Houston we adhere to the University of Houston’s Non-Discrimination Policy. The University of Houston is an Affirmative Action/Equal Opportunity institution. The university provides equal treatment and opportunity to all persons without regard to race, color, religion, national origin, sex, age, genetic information, disability, or veteran status except where such distinction is required by law. Additionally, the System prohibits discrimination on the basis of sexual orientation, gender identity or gender expression.

Created by Sandra Wang, President 2012-13Revised by Joey Almaguer, President 2013-14Revised by Mehraz Uddin, President 2014-15Revised by Kainat Pasha, President 2015-16Revised by Julianna Zanayed, President 2016-17Revised by Fiora Giorgi-Ramos, President 2017-18 ( 5/24/17 ; 36 pages; 13,315 words)( revised 6/8/17 13,443 words )