Student Academy of the American Academy of Physician Assistants

Policy and Procedure Manual

ADOPTED:	MAY 1986
AMENDED:	SEPTEMBER 1988, JANUARY 1989, SEPTEMBER 1989, MAY 1991, MAY 1992, AND JANUARY 1993
REVISED:	JANUARY 1994, MAY 1994, MAY 1995, MAY 1996, JULY 1996, MAY 1997, SEPTEMBER 1997, JANUARY 1998, MAY 1998, NOVEMBER 1998, MAY 1999, JULY 1999, MAY 2000, MAY 2001, JUNE 2002, MAY 2004, JANUARY 2005, JULY 2005, OCTOBER 2005, JANUARY 2006, MAY 2006, JULY 2006, OCTOBER 2006, JANUARY 2007, APRIL 2007, MAY 2007, MAY 2008

SA-A-100.00 Student Academy/Organization — Definition

SA-A-100.1.0 Definitions

SA-A-100.1.1 Definition of a Student
A student is defined as an individual currently enrolled in a(n) (provisionally) accredited PA program.

SA-A-100.1.2 Definition of a Recent Graduate
A recent graduate is defined as an individual who has graduated from a(n) (provisionally) accredited PA program within the past 12 months of being appointed.

SA-A-200.00 Student Academy/Organization-Governance

SA-A-200.1.0 Duties and Responsibilities of the Board of Directors

SA-A-200.1.1
The President shall:

a) act as the official spokesman of the Student Academy;
b) provide overall administration and management of the Student Academy Board of Directors;
c) preside over all business meetings of the Student Academy;
d) prepare a quarterly report of activities for the student membership;
e) appoint ad-hoc committees and designate a chairperson thereof, subject to the approval of the Board of Directors;
f) become the Immediate Past President on completion of term as President and perform the functions of that office;
g) maintain contact with existing health professional student liaison organizations in conjunction with the SAAAPA Directors of External Affairs;
h) attend the American Medical Association – Medical Student Section summer meeting with the DEA Sr. and DEA Jr.
i) coordinate the President’s Roundtable at AAPA's annual conference;
j) attend any meeting necessary to conduct the business of the Student Academy;
k) appoint a SAAAPA leader to be the liaison to Association of Post Graduate Physician Assistants Programs

l) perform such other duties as delineated by the Student Academy.

SA-A-200.1.2
The Vice President shall:

a) preside at Student Academy business meetings in the absence of the President;
b) present a quarterly report of activities to the Student Academy President as he/she requires;
c) serve as a resource to the Federal Services and other specialty organizations;
d) attend all meetings of the Constituent Relations Committee in accordance with the AAPA Bylaws and submit a report to the Director of Internal Affairs within two weeks following each meeting;
e) coordinate and oversee the Regional Chairs;
f) coordinate activities and maintain quarterly communication with Constituent Chapter Student Representatives (CCSR), student society presidents, and SAAAPA Assembly of Representatives (AOR) representatives;
g) coordinate efforts to encourage individual student membership and membership promotion activities in conjunction with AAPA marketing efforts;
h) attend any meetings necessary to conduct the business of the Student Academy;
i) perform such other duties as delineated by the Student Academy.

SA-A-200.1.3
The Director of External Affairs (Junior) shall:

a) present a quarterly report of activities to the Student Academy President as he/she requires;
b) become the Director of External Affairs (Senior) upon completion of the year as Director of External Affairs (Junior)
c) in conjunction with the External Affairs goals of AAPA, attend the following meetings with other health care organizations including, but not limited to, the American Medical Student Association, and submit a report to the External Affairs Committee members within two weeks following each meeting;
d) attend the American Medical Association – Medical Student Section summer meeting with the DEA Sr. and current SAAAPA president
e) attend meetings of health care organizations that DEA Sr. is unable to attend
f) serve as chair of the International Committee
g) maintain ongoing communication with AAPA’s Liaison Coordinator upon request by the AAPA BOD or AAPA External Affairs Committee chair at AAPA board meetings in which SAAAPA is also in attendance;
h) attend any meetings necessary to conduct the business of the Student Academy;
i) perform such other duties as delineated by the Student Academy.

SA-A-200.1.4
The Director of External Affairs (Senior) shall:

a) present a quarterly report of activities to the Student Academy President as he/she requires;
b) in conjunction with the External Affairs goals of AAPA, attend the following meetings with other health care organizations including, but not limited to, American Medical Association – Medical Student Section and Student Osteopathic Medical Association and submit a report to the External Affairs Committee members within two weeks following each meeting;
c) attend meetings of health care organization that DEA Jr. is unable to attend
d) train the newly elected DEA Jr. during the first health care organization meeting following AAPA’s Leadership Summit
e) act as a resource for the Special Projects Coordinator on projects involving interdisciplinary health care organizations;
f) serve as chair of the External Affairs Committee;
g) maintain ongoing communication with AAPA’s Liaison Coordinator upon request by the AAPA BOD or AAPA External Affairs Committee chair at AAPA board meetings in which SAAAPA is also in attendance;
h) attend any meetings necessary to conduct the business of the Student Academy;
i) perform such other duties as delineated by the Student Academy.

SA-A-200.1.5
The Chief Delegate shall:

a) coordinate the student delegates and alternates to the House of Delegates (HOD) and represent them to the Student Academy Board of Directors;
b) present a quarterly report of activities to the Student Academy President as he/she requires;
c) communicate with and prepare delegates for the House of Delegates by utilizing the HOD mentoring program, By Students, For Students Guide to the House of Delegates HOD Handbook, and the SAAAPA Web site;
d) select the student delegates as delineated in policy and procedure SA-SR-100.4.0;
e) in conjunction with the AAPA House Officers, facilitate the selection of students serving on reference Committees at the House of Delegates;
f) annually update the By Students, For Students Guide to the House of Delegates HOD Handbook;
g) maintain regular communication with the AAPA House Officers;
h) attend any meetings necessary to conduct the business of the Student Academy;
i) perform such other duties as delineated by the Student Academy.

SA-A-200.1.6
The Immediate Past President shall:

a) serve as advisor to the Student Academy Board of Directors;
b) serve on the AAPA Board of Directors with full voting privileges as specified in the AAPA Bylaws;
c) prepare a report to the AAPA Board of Directors for their meetings;
d) present a quarterly report of activities to the Student Academy President as he/she requires;
e) shall be responsible for annual review of the Student Academy governing documents and subsequent submission of documents to the AAPA Judicial Affairs Committee;
f) review every five years from the time of adoption Student Academy position statements/papers for reaffirmation or sun-setting;
g) serve as chair of the SAAAPA Elections Committee;
h) direct the orientation of the newly elected Student Academy Board of Directors at annual conference;
i) shall be responsible for organizing the strategic planning portion of the Student Board of Directors meeting at Leadership Summit;
j) appoint the appointed student leadership positions and other willing students to serve as Sergeants at Arms at the annual Assembly of Representatives (AOR) meeting;
k) serve as the official voting representative to the Student Health Alliance;
l) attend any meetings necessary to conduct the business of the Student Academy;
m) perform such other duties as delineated by the Student Academy.

SA-A-200.1.7
The Special Projects Coordinator shall:

a) increase student awareness of SAAAPA activities by promoting projects as delineated by SAAAPA to include community service, external affairs, and diversity issues;
b) serve as chair of the Philanthropic Committee;
c) as chair of the Philanthropic Committee, implement an annual SAAAPA philanthropic project as governed by SAAAPA Policies and Procedures under the guidance and direction of AAPA leadership and staff which will occur at the AAPA annual conference;
d) serve as a member of the American Medical Student Association’s national advisory board to National Primary Care Week and attend the AMSA national meeting annually when invited to do so;
e) serve as the SAAAPA liaison to the Cover the Uninsured Week activities including, but not limited to Covering Kids and Families;
f) be responsible for PA student recruitment for National Primary Care Week and Cover the Uninsured Week activities;
g) present a quarterly report of activities to the Student Academy President as he/she requires;
h) perform other such duties as delineated by the Student Academy.

SA-A-200.1.8
The Director of Diversity shall:

a) serve as chair of the Student Diversity Committee;
b) coordinate activities and maintain regular communication with Student Diversity Committee Representatives;
c) serve as the representative of all physician assistant students and convey concerns and issues of diversity to the Student Academy Board of Directors;
d) present a quarterly report of activities to the Student Academy President as he/she requires;
e) maintain contact with existing health professional student liaison organizations in conjunction with the SAAAPA Directors of External Affairs;
f) attend all meetings of the AAPA Committee on Diversity in accordance with the AAPA Bylaws and submit a report to the Director of Internal Affairs within two weeks following each meeting;
g) attend any meetings necessary to conduct the business of the Student Academy;
h) coordinate the Diversity Roundtable at AAPA’s annual conference;
i) attend the Student National Medical Association meeting
j) perform such other duties as delineated by the Student Academy.

SA-A-200.1.9
The Director of Internal Affairs shall:

a) present a quarterly report of activities to the Student Academy President as he/she requires;
b) serve as chair of the Internal Affairs Committee;
c) as chair of the Internal Affairs Committee, maintain communication with the National Commission on the Certification of Physician Assistants, Public Affairs Committee, Society for the Preservation of PA History, and any other AAPA committee without Student Academy representation regarding student related issues and projects;
d) maintain communication with appointed student leadership positions;
e) compile an action item list during all meetings of the Student Academy Board of Directors and distribute after the meeting has adjourned;
f) serve as chair of the SAAAPA Finance and Management Committee;
g) as chair of the SAAAPA Finance and Management Committee, provide an annual report of the Student Academy’s finances to the Assembly of Representatives (AOR) or as otherwise directed by the Student Academy President;
h) compile a SAAAPA yearbook detailing the year in review and highlighting important events throughout the term of office;
i) attend any meetings necessary to conduct the business of the Student Academy;
j) perform such other duties as delineated by the Student Academy Board of Directors.

SA-A-200.1.10 Orientation of the New Student Board of Directors
Orientation of new Student Board of Directors will be held at AAPA's annual conference, following the Assembly of Representatives under the direction of the new Immediate Past President.

SA-A-200.2.0 Student Academy Board Advisors

SA-A-200.2.1
The AAPA Graduate Advisor shall:

a) be a mentor and guide for the Student Academy Board of Directors as a non-voting member;
b) present a quarterly report of activities to the Student Academy President as he/she requires;
c) provide continuity between successive student boards;
d) provide continuity and communication between AAPA Board of Directors and the Student Academy;
e) provide political advice and insight about graduate issues;
f) act as the official parliamentarian for the Student Academy;
g) attend any meetings necessary to conduct the business of the Student Academy
h) perform such other duties as delineated by the Student Academy Board.

SA-A-200.2.1.1 Appointment of AAPA Graduate Advisor
Applications are addressed to the national office in care of the staff advisor to the SAAAPA Board of Directors. The Student Academy Board of Directors reviews the applications and presents a ranked list of their recommendations through the SAAAPA Immediate Past President to the appropriate AAPA board committee.

SA-A-200.2.2
The Staff Advisor shall:

a) be appointed by the Executive Vice President of AAPA;
b) attend any meetings necessary to conduct the business of the Student Academy;
c) update and distribute leadership lists;
d) maintain files on correspondence, reports, and minutes;
e) produce handbooks, meeting materials, and any other information necessary to conduct the business of the Student Academy;
f) take, compile, and distribute minutes at all meetings of the Student Academy Board of Directors, general membership, and the Assembly of Representatives;
g) perform such other duties as delineated by the Student Academy Board of Directors.

SA-A-200.2.3
The PAEA Graduate Advisor shall:

a) be a mentor and guide for the Student Academy Board of Directors as a non-voting member;
b) present a quarterly report of activities to the Student Academy President as he/she requires;
c) provide continuity between successive student boards;
d) provide continuity and communication between the Student Academy Board of Directors and the PAEA Board of Directors;
e) provide advice and insight into the PAEA Board of Directors and member programs;.
f) attend any meetings necessary to conduct the business of the Student Academy;
g) perform such other duties as delineated by the Student Academy Board of Directors.

SA-A-200.2.3.1 Appointment of PAEA Graduate Advisor
Applications are addressed to the national office in care of the staff advisor to the PAEA Board of Directors.

SA-A-200.3.0 Appointed Student Leadership Positions

SA-A-200.3.1.0 General

SA-A-200.3.1.1
Appointed Student Leadership Positions can be created by a majority vote of the Student Academy Board of Directors. Continuation of each office must be evaluated annually.

SA-A-200.3.1.2
Established Appointed Student Leadership Positions are:

1) Regional Chairs
2) Physician Assistant Education Association Student Member at Large
3) PA Foundation Marketing/Communications Committee Representative
4) PA Foundation Resource Development Committee Student Representative

SA-A-200.3.2.0 Regional Chair (RC)
The RC shall:

a) increase student awareness of SAAAPA activities by promoting projects as delineated by SAAAPA to include community service, external affairs, and diversity issues on a regional level;
b) maintain at least regular communication, to include e-mails, quarterly newsletters, and other communication venues as directed by the Vice President and the Director of Diversity;
c) promote participation in the Host City Prevention Campaign and Annual 5K Fun Walk/Run for the PA Foundation;
d) promote SAAAPA membership and assist in regional membership efforts;
e) serve as sergeants at arms/tellers and assist with the Regional Chair breakout session and elections during the annual Assembly of Representatives (AOR) at the discretion of the Elections Committee Chair;
f) attend the Student Academy’s winter board meeting, Leadership Summit, and AAPA’s annual conference meeting and any other meetings at the discretion of the Student Academy Board of Directors;
g) server as a member of the Regional Communications Committee;
h) perform such other duties as delineated by the Student Academy Board of Directors.

SA-A-200.3.3.0 PAEA Student Member at Large
The PAEA Student Member at Large shall:

a) attend all meetings of the PAEA Board of Directors and submit a report to the Director of Internal Affairs within two weeks following each meeting;
b) attend the Student Academy’s board meeting during Leadership Summit and AAPA’s annual conference;
c) serve as a full voting member of the PAEA Board of Directors;
d) serve for two years as an appointed positions whose terms of office align with PAEA’s terms;
e) serve as an intermediary between PA students and PA programs;
f) present a quarterly report of activities to the Student Academy President as he/she requires;
g) serve as feature editor of the official journal of PAEA;
h) continue to present a Faculty Advisor Training Workshop at the PAEA Educational Forum;
i) annually update the SAAAPA, AAPA and You presentation and coordinate PA Program visits;
j) attend any meetings necessary to conduct the business of the Student Academy;
k) coordinate and monitor PA program visits throughout the year with the assistance of the SBOD;
l) perform such other duties as delineated by the Student Academy Board of Directors.

SA-A-200.3.5.0 PA Foundation Marketing/Communications Committee Student Representative
The PAF Communications Representative shall:

a) attend all committee meetings requested by the PA Foundation and submit a report to the Director of Internal Affairs within two weeks following each meeting;
b) serve as a liaison between the Foundation and the Student Academy;
c) maintain at least regular communication, to include e-mails, conference calls and other communication venues as directed by the Student Academy and the Foundation;
d) develop materials to distribute to students about the PA Foundation
e) contribute to AAPA News articles, Web site submissions, and press releases
f) perform such other duties as delineated by the Student Academy Board of Directors and the PA Foundation.

SA-A-200.3.6.0 PA Foundation Resource Development Committee Student Representative
The PAF Resource Development Representative shall:

a) attend all committee meetings requested by the PA Foundation and submit a report to the Director of Internal Affairs within two weeks following each meeting;
b) attend the Student Academy’s board meeting during AAPA’s annual conference;
c) serve as a liaison between the Foundation and the Student Academy;
d) maintain at least regular communication, to include e-mails, conference calls and other communication venues as directed by the Student Academy and the Foundation;
e) assists in the development of resource development activities for the PA Foundation, throughout the year;
f) assist in the annual PAF Fun Walk/Run activities under the guidance and direction of the Foundation and staff which will occur at the AAPA annual conference;
g) perform such other duties as delineated by the Student Academy Board of Directors and the PA Foundation.

SA-A-200.4.0 Removal from Office

SA-A-200.4.1 Removal of Student Academy Board of Directors Members
As per Bylaw Article V, section 3 candidates for elected and appointed SAAAPA leadership positions are in good standing at the time of election or appointment. Once elected or appointed, all student board members and students holding non-board SAAAPA leadership positions must remain “a student in good standing” (as defined by the PA program or institution where the student leader is enrolled). The executive committee will be responsible for reviewing information provided by student society advisors and/or PA program directors. If a student board member or a student holding a non-board position is found to be “not in good standing,” the student will be removed from office by executive committee consensus, and will be notified by the SAAAPA Graduate Advisor within two weeks.

If a Student Board of Directors member is held to be functioning either inappropriately or inadequately, a complaint must be brought to a member of the Executive Committee. With an initial complaint, the President will communicate to that student board member the nature of the complaint and fully assist the board member to rectify the situation. In the event the complaint is against the President, the Immediate Past President will communicate the complaint to the President and fully assist him/her to rectify the situation. If a second complaint is brought forward against the same board member, a conference call will be held with the student board member in question and the Executive Committee. Steps to rectify the situation will be agreed upon and a deadline set to accomplish these steps. The Executive Committee will offer any and all assistance necessary to complete the agreed upon steps. In the event of a third complaint against the same board member, a certified letter outlining the situation and suggesting a course of action to rectify the situation (i.e., duties that need to be completed and the expected date of completion) will be sent to that individual. The individual has two weeks in which to reply to the letter or to fulfill the course of action outlined. If the individual fails to comply with the letter or does not respond within the time allotted, said member may be removed from office by a two-thirds vote of the Student Academy Board of Directors.

SA-A-200.4.1.1
If any Student Academy officer fails the PANCE after two attempts, that member is required to resign his/her office within one month of NCCPA notification.

SA-A-200.4.2 Removal of AAPA Graduate Advisor
If such action is necessitated against the AAPA Graduate Advisor, removal will be effected through the AAPA Board of Directors.

SA-A-200.4.3 Removal of PAEA Graduate Advisor
If such action is necessitated against the PAEA Graduate Advisor, removal will be effected through the PAEA Board of Directors.

SA-A-200.4.4 Removal of Appointed Student Academy Leaders
If a student leader is held to be functioning either inappropriately or inadequately, a complaint must be brought to a member of the Executive Committee. If the compliant is against a Regional Chair, the Vice President, with assistance from the President, will communicate to that student the nature of the complaint and fully assist the student to rectify the situation. Other officers not specifically mentioned here will be handled by the Director of Internal Affairs and the President. If a second complaint is brought forward against the same student, a conference call will be held with the student board member in question and the Executive Committee. Steps to rectify the situation will be agreed upon and a deadline set to accomplish these steps. The Executive Committee will offer any and all assistance necessary to complete the agreed upon steps. In the event of a third complaint against the same member, a certified letter outlining the situation and suggesting a course of action to rectify the situation (i.e., duties that need to be completed and the expected date of completion) will be sent to that individual. The individual has two weeks in which to reply to the letter or to fulfill the course of action outlined. If the individual fails to comply with the letter or does not respond within the time allotted, said member may be removed from office by a two-thirds vote of the Student Academy Board of Directors.

SA-A-200.5.0 Committees

SA-A-200.5.1.0 General

SA-A-200.5.1.1
The standing committees of the Student Academy are:

1. Regional Communications Committee
2. Elections Committee
3. Finance and Management Committee
4. Student Diversity Committee
5. Internal Affairs Committee
6. External Affairs Committee
7. Executive Committee
8. Philanthropic Committee
9. International Committee

SA-A-200.5.1.2
Committee members shall be student members of a(n) (provisionally) accredited PA program or recent graduate members in good standing of the AAPA.

SA-A-200.5.2.0 Regional Communications Committee
The Regional Communications Committee shall be responsible for dissemination of information to all student members.

SA-A-200.5.2.1
The Regional Communications Committee shall consist of the Vice President of the Student Academy and the Regional Chairs. The Vice President shall serve as the chair of this committee.

SA-A-200.5.2.2
Appointments to the Regional Communications Committee are made by the Student Board of Directors before adjournment of the Assembly of Representatives. The term is one year. Reappointment is possible if the student still meets the qualifications at the end of the first term.

SA-A-200.5.2.3
Applicants to the Regional Communications Committee will submit the following to the Student Board of Directors prior to the adjournment of the Assembly of Representatives: a statement including name, AAPA membership number, and name of student society/program of which the student is a member; a signed program director permission form; a statement including an understanding of the qualifications and responsibilities of the appointment; a description of the student’s interest in communications; and personal attributes or experiences that might contribute to the Regional Communications Committee.

SA-A-200.5.2.4
All applications for the Regional Communications Committee will be reviewed by the Student Academy Board of Directors and the final selection will be made by the Elections Committee of the Student Academy based on the recommendations of the Assembly of Representatives before the adjournment of the Assembly of Representatives.

SA-A-200.5.3.0 Elections Committee
The Elections Committee of the Student Academy shall be responsible for conducting all national elections of the Student Academy. While complying fully with the official governing documents of the Student Academy, the Elections Committee has the authority to make administrative changes to the rules and regulations pertinent to the election process. See SA-EL for details.

SA-A-200.5.4.0 Finance and Management Committee
The Finance and Management Committee of the Student Academy shall be responsible for the budget updates and proposals, and for the administrative well being of the Student Academy. In addition, the Finance and Management Committee will review the student dues structure periodically at the request of AAPA with input from the House of Delegates.

SA-A-200.5.4.1
The Finance and Management Committee shall consist of the Director of Internal Affairs, Immediate Past President, President, AAPA Graduate Advisor, and AAPA staff advisor. The Director of Internal Affairs shall serve as chair.

SA-A-200.5.5.0 Student Diversity Committee
The Student Diversity Committee of the Student Academy shall be responsible for addressing the needs of all physician assistant students and convey any and all concerns and issues of diversity to the Student Board of Directors. This committee is overseen by the Director of Diversity, in consultation with the AAPA Committee on Diversity.

SA-A-200.5.5.1
The Student Diversity Committee shall consist of the Director of Diversity of the Student Academy and the individual student society Student Diversity Committee Representatives. The Director of Diversity shall serve as chair of the committee.

SA-A-200.5.6.0 Internal Affairs Committee
The SAAAPA Internal Affairs Committee shall be a standing committee of the SAAAPA Board of Directors. The committee shall consist of the Director of Internal Affairs, who shall serve as chair and will communicate quarterly with AAPA committees without student representation; the Chief Delegate, who shall coordinate the House of Delegates (HOD) student delegates; the Vice President, who shall coordinate the Constituent Chapter Student Representatives (CCSRs) of state chapters, the student society presidents, and the student societies through the Assembly of Representatives (AOR) representatives; and the Immediate Past President, who shall serve as the student representative to the AAPA. In addition, a quarterly report will be submitted to the Director of Internal Affairs from the Director of Diversity regarding the status of student members on the AAPA caucuses/special interest groups. The AAPA Graduate Advisor will serve as advisor to the Internal Affairs Committee.

SA-A-200.5.6.1
The Internal Affairs Committee duties shall include but not be limited to:

a) coordinate projects that serve the internal interests of SAAAPA;
b) keep the SAAAPA President updated on a regular basis on activities of the SAAAPA constituencies;
c) disseminate information to and from the SAAAPA Board of Directors;
d) represent the interests of the following groups to the SAAAPA Board of Directors:

1. special interest groups
2. caucuses
3. constituent chapter student representatives
4. Assembly of Representatives (AOR) representatives
5. student society presidents

e) review suggested Bylaws changes from the AAPA Judicial Affairs Committee or the SAAAPA Immediate Past President and present them to the SAAAPA Board of Directors for approval by the January student board meeting;
f) create methods to increase membership and involvement in SAAAPA and the Academy;
g) provide ongoing review of Web site material and recommend how the Web site may best meet the needs of the above groups;
h) provide a written report to the SAAAPA Board of Directors of the Internal Affairs Committee activities that have occurred since the last board meeting.

SA-A-200.5.7.0 External Affairs Committee
The SAAAPA External Affairs Committee shall be a standing committee of the SAAAPA Board of Directors. The committee shall consist of the Director of External Affairs Senior, who shall serve as chair; the Director of External Affairs Junior; the President, who shall review the reports of the AAPA liaisons as they are available for issues of pertinence to SAAAPA; the Special Projects Coordinator, who shall promote SAAAPA and external projects; and the Director of Diversity, who shall communicate with diversity directors of external medical organizations as deemed necessary by the External Affairs Committee. The PAEA Graduate Advisor will serve as advisor to the External Affairs Committee.

SA-A-200.5.7.1
The duties of the External Affairs Committee shall include but not be limited to:

a) coordinate projects that serve the external interests of SAAAPA;
b) keep the SAAAPA President updated on a regular basis on activities of external liaisons and organizations;
c) act as SAAAPA BOD contact for all external liaisons and organizations;
d) review all documents received from external organizations, and ensure that the President is also copied on all correspondence;
e) review requests for representation at non-physician assistant organizations;
f) determine which external medical meetings will be attended and who will serve as the SAAAPA representatives;
g) determine which external organizations will be invited to observe the Assembly of Representatives meeting at the AAPA's annual conference and notify the AAPA Board of Directors who will attend;
h) provide a written report to the SAAAPA Board of Directors of the External Affairs Committee activities that have occurred since the last board meeting.

SA-A-200.5.8.0 Executive Committee
The Executive Committee shall be a standing committee of the SAAAPA Board of Directors. The voting committee members shall consist of the Immediate Past President, the President, and the Vice-President. The AAPA Graduate Advisor, the PAEA Graduate Advisor, and the AAPA Staff Advisor will serve as advisors of this committee. The Executive Committee will be chaired by the President.

SA-A-200.5.8.1
The duties of the Executive Committee shall include but not be limited to:

a) make preliminary review of all budgetary requests before sending them on to the Finance and Management Committee;
b) obtain preliminary information regarding any requests from outside organizations and AAPA boards, committees, and councils prior to forwarding that request to the Student Board of Directors;
c) shall be empowered to act for the board on time-sensitive matters only (i.e., decision making needed within 72 hours or less) and shall report on such time-sensitive actions to the Board of Directors no later than the board’s following meeting. All such Executive Committee actions shall be included in the official board minutes;
d) review all outgoing correspondence to any group external to SAAAPA Board of Directors as delineated in policy SA-A-300.1.2;
e) coordinate the student society assistance program annually.

SA-A-200.5.9.0 Philanthropic Committee
The Philanthropic Committee shall be a standing committee of the SAAAPA Board of Directors. The Philanthropic Committee duties shall include but not limited to coordinating the annual SAAAPA philanthropic project under the guidance and direction of AAPA staff and leadership which will occur at the AAPA annual conference.

SA-A-200.5.9.1
The Philanthropic Committee shall consist of at least the Director of Diversity, the Special Projects Coordinator, and the Immediate Past President. The Special Projects Coordinator will serve as chair of the committee. The AAPA Graduate Advisor will serve as advisor to the committee.

SA-A-200.5.10.0 International Committee
The International Committee shall be a standing committee of the SAAAPA Board of Directors. The International Committee duties shall include but not limited to disseminating information to student societies through PA Programs regarding international clinical rotation opportunities, working with interested organizations to represent PA students’ interest in global healthcare, and establishing external relationships with international students under the guidance and direction of AAPA staff and leadership.

SA-A-200.5.10.1
The Committee shall consist of at least the Directors of External Affairs, the PAEA Student Member at Large, Director of Diversity, and the President. The DEA Jr. will chair committee. The PAEA Graduate Advisor will serve as advisor to the committee.

SA-A-200.6.0 Student Societies

SA-A-200.6.1.0 Student Society Rules

SA-A-200.6.1.1
The Student Board of Directors will allow any recognized student society to open its membership to any person whom that society wishes as long as the only persons holding full voting rights in regard to Academy matters are PA students in good standing with their society and the Student Academy.

SA-A-200.6.1.2
All officers of a student society must be and remain as student members in good standing of the AAPA for the duration of their term in office.

SA-A-200.6.1.3
A current Student Society Handbook will be distributed to all PA programs that are either accredited or eligible for accreditation for use by student societies, and will be distributed upon request.

SA-A-200.6.1.4
The regions of the Student Academy will be divided as follows:

a) Northeast: Connecticut, Delaware, Maine, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont
b) Southeast: Alabama, District of Columbia, Florida, Georgia, Kentucky, Maryland, North Carolina, South Carolina, Tennessee, Virginia, West Virginia
c) North Central: Illinois, Indiana, Iowa, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, Wisconsin
d) South Central: Arkansas, Colorado, Kansas, Louisiana, Mississippi, New Mexico, Oklahoma, Texas
e) West: Alaska, Arizona, California, Guam, Hawaii, Idaho, Montana, Nevada, Oregon, Utah, Washington, Wyoming
f) Federal Services: Air Force, Army, Navy, Coast Guard, Public Health, and Veterans Affairs

SA-A-200.6.2.0 Guidelines for Recognition of Student Societies at PA Programs

SA-A-200.6.2.1
A student society or PA program fulfilling the requirements for recognition as a student society shall be officially notified by the Student Academy of their status.

SA-A-200.6.2.2
A completed student society roster form must be submitted to the Student Academy staff advisor within 30 days of the society’s elections.

SA-A-200.6.2.3
The student society roster form must be accompanied by the society’s proposed bylaws.

SA-A-200.6.2.4
The recognition process must be completed annually by each student society or program.

SA-A-200.6.2.5
There may be no more than one student society per PA program, unless the PA program has a satellite or extension program. In such cases, the satellite or extension program may register its own student society.

SA-A-200.6.2.6
Official recognition as a student society may be suspended or revoked by the Student Board of Directors or by action of the Assembly of Representatives (AOR) in the event of any action deemed to be in conflict with the letter of intent of the bylaws or in the event of its failure to comply with all of the requirements of the bylaws or with any requirements of the AOR or Student Board of Directors.

SA-A-200.6.3.0 Constituent Chapter Student Representative (CCSR)

SA-A-200.6.3.1
In states with at least one recognized student society, the constituent chapter board of directors are encouraged to offer at least one seat to a student member in accordance with AAPA policy.

SA-A-200.6.3.2
Each student society should elect a CCSR within 90 days of the start of classes, preferably when the other student officers are elected.

SA-A-200.6.3.3
The number of students that sit on the constituent chapter board is determined by the policy of that board. In states with more student societies than the number of board seats allotted students, the Student Academy recommends the formation of a Chapter Student Affairs Committee that is comprised of the CCSR from each student society and an annual rotation of which CCSR sits on the board.

SA-A-200.6.3.4
The CCSR shall:

a) attend all constituent chapter board of directors meetings and report back to his/her student society;
b) help maintain student society continuity from year to year by assisting the incoming class with the elections of officers, CCSR, Assembly of Representatives, and House of Delegates student representatives;
c) increase interaction between the student society, constituent chapter, the Student Academy, and the AAPA national office;
d) inform the incoming class about the importance of professional involvement and AAPA membership;
e) educate student society members on local and national PA issues;
f) maintain communication with the SAAAPA Vice President regarding current issues and ideas.

SA-A-200.6.4.0 Student Diversity Committee Representative (SDCR)

SA-A-200.6.4.1
Each student society from an accredited or provisionally accredited PA program shall elect one person to serve as the liaison between the Student Academy and the student society regarding diversity issues affecting their classmates as future colleagues and health care providers. The elected individual need not be a minority, but must have a strong interest in supporting and promoting the education of students on issues of diversity.

SA-A-200.6.4.2
The Student Diversity Committee Representative shall have the Director of Diversity and the Regional Chair as a contact point to the Student Academy.

SA-A-200.6.4.3
It is suggested that this student be elected during the student officer elections, but these appointments may occur later at the discretion of the student society. Student societies are required to submit the names of these persons to the SAAAPA Board of Directors in a timely manner, preferably as soon as the positions are elected but no later than November 1 each year.

SA-A-200.6.4.4
The elected individual must be a current AAPA member in good standing and provide his or her AAPA membership number. The name, address, and PA program affiliation must be submitted to the AAPA in care of the Student Academy no later than November 1.

SA-A-200.6.4.5
The duties of this office shall include but not be limited to:

a) coordinate with the aid of the regional chairs local activities and community outreach projects;
b) provide updates regarding activities at his/her program that serve to promote cultural competency to the Director of Diversity.
c) serve as a member of the Student Academy Diversity Committee

SA-A-200.6.5.0 External Affairs Chairperson (EAC)

SA-A-200.6.5.1
Each student society from an accredited or provisionally accredited PA program should designate one person to serve as a liaison to coordinate activities and public relation efforts between their student society and external groups.

SA-A-200.6.5.2
Each student society should designate an EAC within 90 days of starting class, preferably when the other student officers are elected. This person must be an AAPA student member in good standing and provide his or her AAPA membership number. The name, address, and PA program affiliation must be submitted to the AAPA in care of the Student Academy

SA-A-200.6.5.3
The EAC shall report all activities to both the SAAAPA Director of External Affairs Senior and Junior. The Regional Chair can assist this position with coordinating events in the area with relation to the SAAAPA mission and goals.

SA-A-200.6.5.4
The responsibilities of the EAC should include, but are not limited to:

a) Coordinate activities and public relation efforts between the student society and external groups;
b) These groups include, (but are not limited to):

1. Other medical professionals (MD, DO, PT, OT, Nurses, Speech, etc)
2. City organizations
3. County organizations
4. State organizations
5. National organizations
6. Other community related organizations

c) See the Student Society Handbook for public relations, fundraising, fellowship and programming ideas, and organization tips.

SA-A-200.6.6.0 Student Society Historian

SA-A-200.6.6.1
Each student society from an accredited or provisionally accredited PA program should designate one person to serve as a liaison to coordinate activities between their student society and the Society for the Preservation of Physician Assistant History.

SA-A-200.6.6.2
Each student society should designate a student historian within 90 days of starting class, preferably when the other student officers are elected. This person must be an AAPA student member in good standing and provide his or her AAPA membership number. The name, address, and PA program affiliation must be submitted to the AAPA Society for the Preservation of Physician Assistant History in care of the Student Academy

SA-A-200.6.6.3
The responsibilities of the Historian should include, but are not limited to:
    a) coordinate activities between the student society and the Society for the Preservation of Physician Assistant History.
    b) attend required Society for the Preservation of Physician Assistant History meetings and report back to his/her student society;
    c) help maintain student society continuity from year to year by assisting the incoming class with the elections of officers, Student Historian, Assembly of Representatives, and House of Delegates         student representatives;
    d) increase interaction between the student society, Society for the Preservation of Physician Assistant History, the Student Academy, and the AAPA national office;
    e) inform the incoming class about the importance of professional involvement and AAPA membership;
    f) educate student society members on historical PA issues.

SA-A-300.00 Student Academy/Organization-Operations

SA-A-300.1.0 Student Academy Rules

SA-A-300.1.1
The Student Academy prohibits any person holding him/herself out as speaking for the Student Academy without sanction of the Board of Directors or its agents.

SA-A-300.1.2
All correspondence appearing under the SAAAPA letterhead should reflect the cohesive and current policy of the Student Academy; therefore, SAAAPA stationery should be used only in an official capacity on behalf of the Student Academy. Any correspondence including electronic mail of a controversial nature and/or intended for any group external to SAAAPA Board of Directors shall be reviewed and approved by the Executive Committee prior to being sent to the intended receiver.

SA-A-300.1.3
All Student Academy officer correspondence shall contain the designation “Physician Assistant Student” as well as the author’s title and year of held position. This designation is to be placed either after or under the author’s name.

SA-A-300.1.4
All student business that necessitates action by the AAPA shall be reviewed by the Student Board of Directors and presented as appropriate to the AAPA by the student member of the AAPA Board of Directors.

SA-A-300.1.5
Meetings of the Student Board of Directors are open to all interested persons. Although only student board members vote on motions and have the ultimate decision making authority, guests are encouraged to participate in discussions of issues before the board when appropriate.

SA-A-300.2.0 Student Society Awards

SA-A-300.2.1.0 Outstanding Student Society Award
To recognize student societies for outstanding service to the profession in the areas of membership promotion and public education during the previous academic year.

SA-A-300.2.1.1
The Student Board of Directors will present two cash awards for Outstanding Student Society at the AAPA's annual conference. The third- and forth-place winners will receive certificates of honorable mention.

SA-A-300.2.1.2
Entries may be submitted by an officer (must be an AAPA member) of an AAPA-registered student society from a(n) (provisionally) accredited PA program to the Student Academy Board of Directors in care of the AAPA national office no later than January 15.

SA-A-300.2.1.3
As of June 10, 2008, in order to participate in the Outstanding Student Society Award each PA program will be required to have at least 50% AAPA student membership of the current PA student enrollment in that PA program. This requirement will increase by 5% each year for the next five years.

SA-A-300.2.1.4 Entry Guidelines
An entry may be a physical scrapbook which includes:

a) the name, address, and phone number of the student society ;
b) a statement summarizing the society’s activities;
c) written materials (brochures or newsletters) and/or photographs relevant to the society’s contributions to the promotion of the PA profession to the public, legislators, and other health care providers;
d) a description of society activities demonstrating public service; public education; contributions to the society’s own students and program; participation in the local, regional, state, and national academy; and participation in professional activities.

Or Microsoft PowerPoint presentation with the following guidelines:

a) not to exceed 50 slides;
b) music and video can be included within the presentation as long as entire project fits on one CD;
c) separate Word document including the following information:

1. the name, address, and phone number of the student society;
2. a statement summarizing the society’s activities; a description of society activities demonstrating public service; public education;
3. contributions to the society’s own students and program; participation in the local, regional, state, and national academy; and participation in professional activities.

d) must be submitted on one CD.

SA-A-300.2.1.5
The judging committee, composed of members of the SAAAPA Leadership, will review the applications and determine the award winners. They will evaluate each entry using the criteria above. A majority vote by the student leaders determines the winner, and the winners will be recognized at the Assembly of Representatives meeting. The faculty advisor of the winning outstanding student societies will receive a certificate of appreciation.

SA-A-300.2.1.6
The winning scrapbooks become the property of the Student Academy. The scrapbook should be returned to the student society by the AOR representative who can remove it from the display at the conclusion of the AOR or a written request can be submitted to the Student Academy to make other arrangements. The Student Academy is not responsible for loss or damage.

SA-A-300.2.1.7
Digital scrapbooks will be posted on the SAAAPA Web site and a release must be signed by the Student Society President and/or Program Director authorizing SAAAPA to use materials. CDs will become the property of SAAAPA and will not be returned to student societies.

SA-A-300.2.2.0 SAAAPA President’s Award
To honor a physician assistant who has demonstrated exemplary service to physician assistant students and has furthered the leadership, educational, or professional development of PA students.

SA-A-300.2.2.1
Any physician assistant who has been an AAPA member in good standing for the past three years and does not currently serve as a SAAAPA or AAPA Board of Directors member, AAPA House of Delegates officer, AAPA standing committee or council chair, or judging committee member may participate in the award competition by self-nomination or nomination by someone else.

SA-A-300.2.2.2
The judging committee, composed of members of the SAAAPA Leadership, will review the applications and determine the award winners.

SA-A-300.2.2.3
Following nomination, the national office staff will send application materials which must be submitted by the January 15 deadline. The SAAAPA Board of Directors may nominate a candidate, but will not be allowed to write a letter of recommendation. At least one letter of recommendation must be from a PA student.

SA-A-300.2.2.4
The President’s Award winner is recognized and given a plaque recognizing his/her outstanding dedication to PA students at the Assembly of Representatives meeting at AAPA’s annual conference. Transportation, lodging, and per diem expenses associated with attending the ceremony are not reimbursed.

SA-A-300.2.3.0 Constituent Organization Award
To honor a constituent organization that has demonstrated exemplary service to physician assistant students and has furthered the leadership, educational, or professional development of PA students.

SA-A-300.2.1.3.1
Any constituent organization of the AAPA may participate in the award competition by self-nomination or nomination by someone else.

SA-A-300.2.1.3.2
The judging committee, composed of members of the SAAAPA Leadership, will review the applications and determine the award winners.

SA-A-300.2.1.3.3
Following nomination, the national office staff will send application materials which must be submitted by the January 15 deadline. The SAAAPA Board of Directors may nominate a candidate, but will not be allowed to write a letter of recommendation. At least one letter of recommendation must be from a PA student.

SA-A-300.2.3.4
The Constituent Organization Award winner is recognized and given a plaque recognizing its outstanding dedication to PA students at the Assembly of Representatives meeting at the AAPA’s annual conference. Transportation, lodging, and per diem expenses associated with attending the ceremony are not reimbursed.

SA-A-300.2.4.0 Travel Grant Award for PA Students to Attend the AOR/HOD
The purpose is to offset the cost of travel, lodging, and per diem expenses for PA students serving as the Assembly of Representatives (AOR) and House of Delegates (HOD) representatives. The size and number of grants change on a yearly basis.

SA-A-300.2.4.1
Applications for the travel grant may be requested from the AAPA national office. All application materials must be submitted by the January 15 deadline.

SA-A-300.2.4.2
The judging committee, composed of members of the SAAAPA Leadership, will review the applications and determine the award winners. Priority will be given first to the AOR and HOD representatives and then to AOR alternates.

SA-A-300.2.4.3
Individuals selected to receive a grant will be provided with the money after submitting their receipts for travel, lodging, and per diem expenses to the national office. In the event a grant recipient is unable to attend AAPA's annual conference, the award cannot be passed on to another person from that program, but will instead be given to the next individual on the ranked list of applicants as determined by the SAAAPA Board of Directors.

SA-A-300.2.5.0 Healthy Communities Award
To recognize a student society for their work within their community to make it a healthier place and promote PAs.

SA-A-300.2.5.1
Applications for the Healthy Communities Award may be requested from the AAPA national office. All application materials must be submitted by the April 1 deadline.

SA-A-300.2.5.2
As of June 10, 2008, in order to participate in the Healthy Communities Award each PA program will be required to have at least 50% AAPA student membership of the current PA student enrollment in that PA program. This requirement will increase by 5% each year for the next five years.

SA-A-300.2.5.3
The judging committee, composed of members of the SAAAPA Leadership, will review the applications and determine the award winners.

SA-A-300.2.5.4
The Healthy Communities Award winner is recognized and given a plaque recognizing his/her outstanding dedication to PA students at the Assembly of Representatives meeting at AAPA’s annual conference. Transportation, lodging, and per diem expenses associated with attending the ceremony are not reimbursed.

SA-A-300.3.0 National Medical Challenge Bowl

SA-A-300.3.1
Only AAPA student members currently enrolled in a(n) (provisionally) accredited PAEA member PA program are eligible to participate in the National Medical Challenge Bowl. However, a recent graduate of a(n) (provisionally) accredited PAEA member program may participate if the student’s graduation date is within 30 days of the start of the National Medical Challenge Bowl competition. In addition, any student society team participating in the National Medical Challenge Bowl may have no more than one team member who graduated within 30 days of the competition from a(n) (provisionally) accredited PAEA member program.

SA-A-300.3.2.0 National Medical Challenge Bowl Rules

SA-A-300.3.2.1
Registered student societies are permitted to register one team, provided space is available. Space is limited to 48 teams. Slots are given in a first-come, first-served basis. Registration opens on March 15 of each year. Due to the lack of space, some societies will not be able to participate even if registering by the announced deadline. There is no entrance fee.

SA-A-300.3.2.2
PA programs eligible to participate in the challenge bowl must complete the student society registration process and submit eligible students for the following positions: Assembly of Representatives (AOR) representative, House of Delegates (HOD) student representative, and Student Diversity Committee Representative (SDCR) before team registration will be processed.

SA-A-300.3.2.3

As of June 10, 2008, in order to participate in the National Medical Challenge Bowl each PA program will be required to have at least 50% AAPA student membership of the current PA student enrollment in that PA program. This requirement will increase by 5% each year for the next five years.

SA-A-300.3.2.4
In order to participate in the National Medial Challenge Bowl, a PA program is required to have an AOR representative or AOR alternate in the AOR for three out of four sessions, with the fourth or voting session required as one of the three. In addition, a PA program is required to have an HOD representative present and available to participate in the HOD. Present and available is defined as those delegates that are seated for a reference committee or session in the House. The above defined Delegates will be required to stay for the duration of the House events related to that committee or session.

SA-A-300.3.2.5
Each team consists of three players, of which only one of the team members can be a graduate of an accredited PA program and this one member must have graduated within 30 days of the start of National Medical Challenge Bowl competition.

SA-A-300.3.2.6
The decision of the judges is final.

SA-A-300.3.2.7
Format: Teams play in a round-robin format, with preliminary rounds, semifinal rounds, and one final round.

SA-A-300.3.2.8
The moderator reads the question; the first team to buzz in is acknowledged by the moderator and permitted 10 seconds to answer.

SA-A-300.3.2.9
The moderator does not complete the question if a team buzzes in before the full question is read. If the team that buzzes in answers incorrectly, the moderator re-reads the question and then allows other team(s) an opportunity to respond. Ten seconds are allowed for response.

SA-A-300.3.2.10
There is a time limit for each round. The timing judge announces one minute remaining.

SA-A-300.3.2.11
Only one response per team is accepted after a team has buzzed in.

SA-A-300.3.2.12
The clock is stopped when the moderator appeals to the judges for a ruling.

SA-A-300.3.2.13
The team with the most points at the end of the round advances to the next round. The team with the most points at the end of the final round is declared the winner. In cases of a tie between the two highest scoring teams in the round, a “sudden death” playoff is held, where the score is zero. The next team to correctly answer a question wins the round. Tiebreaker points are exclusive of previously earned points.

SA-A-300.3.2.14
Ten points are awarded for each question answered correctly. Ten points are deducted for each incorrect response. If a team buzzes in and then fails to answer, it is counted as an incorrect response.

SA-A-300.3.2.15
Team members must speak loudly and clearly into the microphone. If the moderator questions the pronunciation of an answer, s/he may request the team to spell the word in question. If the spelling is correct, points are awarded. If the pronunciation and spelling are ruled incorrect, points are deducted.

SA-A-300.3.2.16
All questions in the National Medical Challenge Bowl are the property of SAAAPA and the AAPA. Duplication or recording of questions is strictly prohibited. Any PA student, faculty, or alumni caught recording questions in any fashion will have their school disqualified from the current year’s challenge bowl. The school in question will then be ineligible for participation in the National Medical Challenge Bowl for three subsequent years.

SA-A-300.3.2.17
Final decision on ineligibility requires a majority vote by the Student Academy Board of Directors.

SA-A-400.00 Student Academy/Organization-Organizational Relationships

SA-A-400.1.0 Advisors

SA-A-400.1.1.0 AAPA Board of Directors Graduate Advisor
The individual appointed should possess knowledge of the philosophy, goals, and functions of both the AAPA and Student Academy, as demonstrated by prior participation in the AAPA and appropriate interaction with the Student Academy. With input from the Student Academy President and Immediate Past President, qualifications will be determined by the appropriate AAPA Board of Directors committee and publicized with the call for applications.

SA-A-400.1.1.1 Term of Office
The term of office for the AAPA Graduate Advisor will be two years, with an option to reappoint for an additional term. No individual shall serve more than two consecutive terms.

SA-A-400.1.1.2
During every even-numbered year (2006, 2008, etc.) a call for applications will be made in the appropriate publications with an application deadline of December 1.

SA-A-400.1.1.3
If the current graduate advisor has served only one two-year term and requests reappointment, the appropriate AAPA board committee shall evaluate the graduate advisor’s performance with input from the SAAAPA board through the SAAAPA Immediate Past President at the fall AAPA Board of Directors meeting. If the current graduate advisor is recommended for reappointment, then no call for applications shall be made.

SA-A-400.1.1.4
At its February meeting, the AAPA board appoints the Graduate Advisor to the Student Academy. The Graduate Advisor’s two-year term of service begins June 10 of odd-numbered years.

SA-A-400.1.1.5
The AAPA Graduate Advisor is a non-voting, ex-officio member of the Student Board of Directors.

SA-A-400.1.1.6
AAPA Graduate Advisor travel, lodging, and per diem expenses are paid from the AAPA budget.

SA-A-400.1.1.7
The AAPA advisor shall provide appropriate reports to the AAPA Board of Directors at each of their meetings.

SA-A-400.1.2.0 PAEA Board of Directors Graduate Advisor
The individual appointed should possess knowledge of the philosophy, goals, and functions of both the PAEA and Student Academy, as demonstrated by prior participation in PAEA and appropriate interaction with the Student Academy. With input from the Student Academy PAEA Student Member at Large, qualifications will be determined by the appropriate PAEA Board of Directors committee and publicized with the call for applications.

SA-A-400.1.2.1 Term of Office
The term of office for the PAEA Graduate Advisor will be two years with an option to reappoint for an additional term. No individual shall serve more than two consecutive terms.

SA-A-400.1.2.2
During every odd-numbered year (1997, 1999, etc.) a call for applications will be made in the appropriate publications. The appointment or reappointment will take place at the PAEA mid-year meeting.

SA-A-400.1.2.3
If the current graduate advisor has served only one two-year term and requests reappointment, the appropriate PAEA board committee shall evaluate the graduate advisor’s performance with input from the SAAAPA board through the SAAAPA PAEA Student Member at Large at the February PAEA Board of Directors meeting. If the current graduate advisor is recommended for reappointment, then no call for applications shall be made.

SA-A-400.1.2.4
At its February meeting, the PAEA board appoints the graduate advisor to the Student Academy. The graduate advisor’s two-year term of service begins June 10 of even-numbered years.

SA-A-400.1.2.5
The PAEA Graduate Advisor is a non-voting, ex-officio member of the Student Board of Directors.

SA-A-400.1.2.6
PAEA Graduate Advisor travel, lodging, and per diem expenses are paid from the PAEA budget.

SA-A-400.1.2.7
The PAEA Advisor shall provide appropriate reports to the PAEA Board of Directors at each of their meetings.

SA-A-400.2.0 External Liaisons

SA-A-400.2.1 External Liaison Policy
The standing priority for the SAAAPA external affairs liaison travel shall be a minimum of one visit for each of the following medical student organizations:

1) Student Osteopathic Medical Association
2) American Medical Association-Medical Student Section
3) American Medical Student Association
4) Student National Medical Association
5) Student Health Alliance

Further travel opportunities shall be evaluated by the External Affairs Committee of the Student Academy based on the following criteria, in order of importance:

a) new liaison opportunity with potential for reaching a large medical student body;
b) new liaison opportunity with potential for reaching multiple medical student leaders;
c) additional visits to the above associations where there is an opportunity to address or expose a large number of the student membership to the ideas and information of the physician-PA partnership;
d) additional visits to liaisons with potential to continue relations with student leadership;
e) new liaison opportunity with a non-medical student body thought to be of significance to both the SAAAPA and AAPA External Affairs Committees.

SA-A-400.2.2 Official Observer Status
Any medical student organization recognized by SAAAPA’s External Affairs Committee policy to be an established liaison may apply for official observer status. Groups interested in receiving official observer status must submit a letter of interest to the Director of External Affairs Senior. This letter should include a description of the organization’s mission and purpose, past projects where they have worked with SAAAPA, and reasoning behind applying for official observer status. The External Affairs Committee shall review the application and make a recommendation to the SBOD. The SBOD will make a recommendation to the AOR. The AOR is the only body that can confer official observer status. Official observer status can be revoked by the AOR when deemed necessary. If any organization misses two consecutive meetings of the AOR, their official observer status will be revoked.

This status will allow for one representative to sit in the Assembly of Representatives as a non-voting participant. They may speak on issues put forth in the AOR, but may not vote on or introduce resolutions. All official observers will adhere to the guidelines set forth in the AOR Handbook.

Any student organization that is not recognized by SAAAPA’s External Affairs Committee policy may also apply for official observer status. These applications will be reviewed by the Student Academy External Affairs Committee with input solicited from the AAPA External Affairs Committee. A recommendation will then be made to the Student Board of Directors who will determine by majority vote the applicant’s eligibility for official observer status.

SA-EL Elections

SA-EL-100.00 Definitions

SA-EL-100.1
The elections process will be monitored by the Elections Committee and the SAAAPA staff advisor. The Elections Committee shall be chaired by the Immediate Past President and include an appointed Student Academy board member and one of the Student Regional Representatives. Members of the Elections Committee are not eligible to run for office. Therefore, those named members of the Elections Committee who wish to be candidates must decline membership on the Elections Committee. Any vacancy that results will be filled by members of the Student Academy leadership, which includes the SAAAPA Board of Directors and appointed leaders, named by the Immediate Past President.

SA-EL-200.00 Charges

SA-EL-200.1.0
Verification of the candidate’s status as a student, AAPA membership, and eligibility for the desired office will be carried out by the Elections Committee with the assistance of the national office staff.

SA-EL-300.00 Rules and Regulations for Election of SAAAPA Officers

SA-EL-300.1.0 General

SA-EL-300.1.1
Eligibility and Qualifications of Candidates: Eligibility to hold office is limited to members in good standing of the Student Academy. Each candidate for a position of the Student Academy Board of Directors must be a student of a(n) (provisionally) accredited physician assistant program at the time of election.

SA-EL-300.1.2
Candidates for Chief Delegate must have previous HOD experience as an HOD student delegate.

SA-EL-300.1.3
Candidates running for two year positions must not be graduating within three months of taking office.

SA-EL-300.2.0 Nominations

SA-EL-300.2.1
Nominations for office shall be accepted by mail, the on-line application, or from the floor of the Assembly of Representatives (AOR) prior to the elections.

SA-EL-300.2.2
Nominations by mail and on-line application shall be forwarded to the Student Academy staff advisor and must be postmarked no later than 45 days prior to the AAPA's annual conference.

SA-EL-300.2.3
The staff advisor will send all nominations and declarations of candidacy to the Elections Committee members by 30 days prior to AAPA's annual conference.

SA-EL-300.2.4 Declaration for Office
Candidates for office will be required to submit to the Elections Committee chair a declaration of candidacy, which is limited to one page and shall include the following:

1. name of candidate,
2. the office which that candidate is seeking,
3. the name of the student society/program of which the candidate is a member, and
4. a platform statement, including membership number, attesting to the fact that the candidate is a member in good standing of the AAPA.

In addition, candidates must have their program director or assistant/associate director sign the election’s agreement form before they will be eligible to run for office.

SA-EL-300.2.5
Declarations of candidacy shall be posted no later than at the start of the second official day of the Assembly of Representatives.

SA-EL-300.2.6
It is the policy of the Student Academy that written campaigning outside the candidate platform statements is prohibited until the opening of the AOR. No e-mail or written communication for the purposes of campaigning is allowed prior to the opening of the AOR. Furthermore, incumbent board members may not utilize their positions to campaign prior to the opening of the AOR. Suspected infractions of the Campaign Rules stated above should be reported in writing to the Immediate Past President or the President who shall be responsible for their investigations. The Immediate Past President will report actual infractions to the Assembly prior to balloting. The Assembly should strongly consider any such announcement when voting for candidates.

SA-EL-300.3.0 Elections/Voting

SA-EL-300.3.1 Members Eligible to Vote
Credentialed members of the Assembly of Representatives, credentialed student members of the HOD, and SAAAPA leadership will be allowed to vote during the elections.

SA-EL-300.3.2 Casting a Ballot
Voting for the offices of President, Vice President, Director of External Affairs (Junior), Director of Diversity, Director of Internal Affairs, and Special Projects Coordinator shall be done by the credentialed AOR representatives, with one vote cast for each office by each representative. Voting for the office of Chief Delegate shall be done by the credentialed AOR representatives and credentialed student members of the HOD.

SA-EL-300.3.3 Votes Necessary to Elect
The voting shall be done by secret ballot, with the election by simple majority.

SA-EL-300.3.4
In the event that no candidate receives a simple majority of the votes or if there is a tie vote, an immediate re-vote will occur involving only the candidates who receive the two highest number of votes.

SA-EL-300.3.5 Report of the Elections Committee
The announcement of all the winners will be made as soon as the votes can be tabulated by the Elections Committee. Vote tallies of the elections for Student Academy officers shall be posted only upon the request of the AOR as reflected by a majority vote.

SA-EL-300.3.6 Platform Speech
The candidates for each specific office will be called and seated as a panel before the general membership in the order of: Chief Delegate, Director of External Affairs (Junior), Special Projects Coordinator, Director of Diversity, Director of Internal Affairs, Vice President, and President.

SA-EL-300.3.6.1
The candidates for a particular office will be asked to step out of the room. In a predetermined order set by the Elections Committee, each candidate, in turn, will be brought into the room. Each candidate for the office will be allotted three minutes in which to make an election speech. One minute before the allotted time expires; the election’s timer will indicate that the candidate has only one minute remaining. The candidate will then be asked a question appropriate to his or her potential office. Each candidate for a specific office will be asked the same question. The candidate will then be allotted three minutes to respond to the question. After two minutes have passed, the election’s timer will indicate that the candidate has only one minute remaining. The candidate will then be asked to step back out of the room.

SA-P Profession

SA-P-100.00 Profession-Definition/Role

SA-P-200.00 Profession-PA Education

SA-P-200.1.0 Relationship with PAEA
The Student Academy encourages a continuing relationship of open communication and cooperation between Physician Assistant Education Association and the Student Academy.

SA-SR-100.00 Student Representatives to the Assembly of Representatives and House of Delegates

SA-SR-100.1.0 Duties and Responsibilities

SA-SR-100.2.0 Composition

SA-SR-100.2.1
Each student society from a(n) (provisionally) accredited PA program will elect two persons who will register and attend the annual conference; one will serve in the Student Academy Assembly of Representatives (AOR) and one will serve in the AAPA House of Delegates (HOD), both of which meet at AAPA's annual conference. It is suggested that the AOR representative be elected/appointed from the first/junior year PA class, and it is also suggested that the same individual be elected/appointed to the position of HOD representative in the following year.

SA-SR-100.2.2
Information including delegate instructions, meeting agendas, and resolutions to the Assembly of Representatives and House of Delegates will be sent to the respective elected students prior to the AAPA's annual conference.

SA-SR-100.2.3
In the event that the designated student is unable to attend AAPA's annual conference or a substitute student meeting, the criteria set in SAAAPA policy for the AOR and for the HOD will be welcomed. Notification of changes in student representatives to the House of Delegates must go to the SAAAPA Chief Delegate and the SAAAPA staff advisor. Notification of changes in student representatives to the Assembly of Representatives must go to the SAAAPA staff advisor.

SA-SR-100.2.4
The AOR alternate will not be allowed on the floor to introduce new business, make a motion or vote unless the seated representative to the AOR relinquishes their seat either temporarily or permanently. All Student Academy materials will be sent only to the seated AOR who has the responsibility of distributing copies of said information to the alternate and other students within the program.

SA-SR-100.2.5
The Chief Delegate or designee will report information obtained in the HOD to the AOR at least one time per session of the AOR.

SA-SR-100.3.0 AOR/HOD Elections

SA-SR-100.3.1
It is suggested that AOR/HOD representatives be elected during the student society officer elections, but these appointments may occur later at the discretion of the student society. Student societies are required to submit the names of these persons to the SAAAPA Board of Directors in a timely manner, preferably as soon as the positions are elected, but no later than November 1. The term of office shall be one year from the time of election until the new AOR/HOD representative is elected.

SA-SR-100.3.2
Each elected person must be a current AAPA member and provide his/her AAPA membership number. The name, address, and PA program affiliation must be submitted to the AAPA in care of the Student Academy no later than November 1.

SA-SR-100.4.0 Selection Criteria for Student Delegates to the HOD

SA-SR-100.4.1
As specified in the AAPA Bylaws, the Student Academy shall be entitled to one delegate per 600 student members of the AAPA (Article VIII, section 3). The delegates shall be selected in the following manner:
a) The Chief Delegate holds the first delegate seat.
b) Primary representation for the House of Delegates shall be selected from all registered student societies, without regard to region, by a lottery system.
c) The drawing shall be done by the Chief Delegate no later than November 15. States and schools within each region shall be rotated in order to give all schools an equal chance for representation. (i.e., last year’s schools would not be part of this year’s lottery)
d) Only those student societies that are from (provisionally) accredited PA programs will be allowed to serve in the HOD.
e) Upon being selected, each school shall be contacted regarding the honor of representing the Student Academy as a primary delegate within 30 days.
f) For the schools that are not chosen to serve as a primary delegate, their HOD delegate shall serve as an alternate delegate and sit on the floor of the HOD. The Chief Delegate will develop a schedule for all HOD delegates and alternates may participate in the HOD. This is to maintain the appropriate number of seats held by students in accordance with the AAPA Bylaws (Article VIII, section 3).

SA-SR-100.5.0 Resolutions

SA-SR-100.5.1.0 HOD Resolutions
Student Academy resolutions shall be properly submitted to the House of Delegates in accordance with the Standing Rules of the House.

SA-SR-100.5.1.1 Resolutions to the HOD
A(n) (provisionally) accredited student society, a student delegate, or any member of the student board may initiate a resolution to the House of Delegates by utilizing the following procedure:
a) Resolutions being proposed by any student society or individual are to be reviewed by the Student Academy Board of Directors to ascertain if the proposed HOD resolution is in conflict with standing Student Academy policy. The proposed resolution is then sent in person, by mail, or e-mail to the Chief Delegate who will bring the resolution before the student board for approval. Upon approval, the President and Chief Delegate shall sign and submit the resolution to the Speaker of the House of Delegates for consideration by the House and dissemination to the student delegates of the House. The proposed resolution then becomes standing Student Academy policy.
b) A resolution not having majority approval of the Student Academy Board of Directors is referred for further consideration to the Assembly of Representatives.
c) Authors should submit resolutions to the board well in advance of the HOD in accordance with HOD Procedures.

SA-SR-100.5.2.0 AOR Resolutions
Issues relating to student interests, Student Academy Bylaws, or Student Academy Policy and Procedures Manual should be directed to the Assembly of Representatives.

SA-SR-100.5.2.1
An individual student member in good standing of the AAPA from a(n) (provisionally) accredited PA program, a student society from a(n) (provisionally) accredited PA program, a student society representative from a(n) (provisionally) accredited PA program, the Student Academy Board of Directors, or the region may submit a resolution to the Assembly of Representatives for inclusion in the AOR Handbook.

SA-SR-100.5.2.2
Resolutions to be included in the AOR Handbook must be submitted to the Student Academy staff advisor eight weeks prior to the annual conference.

SA-SR-100.5.2.3
Resolutions not included in the AOR Handbook may be introduced from the floor of the Assembly of Representatives by either AOR representatives from a(n) (provisionally) accredited PA program or by the Student Academy Board of Directors.

SA-SR-100.5.2.4
A resolution approved by a majority vote of the Assembly of Representatives becomes policy of the Student Academy.

SA-SR-100.5.2.5
The primary author of a resolution will be involved in the fulfillment of the resolution at the discretion of the Student Academy Board of Directors.

SA-SR-100.5.2.6
A total of eight minutes will be allotted for discussion per resolution at the Assembly of Representatives. Individuals will be given a two minute time limit for discussion whether they are pro or con for the resolution.

SA-PP-100.00 Position Papers and Position Statements

SA-PP-100.1.0 SAAAPA Position Papers and Position Statements are as follows:

1) Unlicensed Medical Graduates (reaffirmed 2006)
2) Impaired Practitioners/Substance Abuse Education (reaffirmed 2006)
3) Aesculapian Staff Insignia (reaffirmed 2006)
4) Health Insurance (reaffirmed 2005)
5) Leadership Position Paper (reaffirmed 2006)
6) Cultural Competence (reaffirmed 2007)
7) Endpoint Degree (reaffirmed 2005)
8) Smoking Cessation (adopted 2006)

SA-PP-100.1.1
Position papers and position statements are reviewed every five years for reaffirmation or sun-setting.

SA-PP-100.1.2
Limit positions paper to two per AOR year unless deemed otherwise by the Student Academy Board of Directors. All papers that are submitted will be prioritized by the Board of Directors. Those in excess of the selected two will be put on a waiting list by Leadership Summit. All papers that remain on the prioritized list at the end of the AOR year will be resubmitted to the AOR at AAPA’s annual conference for reapproval to remain active for the next year’s position paper list.

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