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November 08 - 09 2014, 12:00 AM - 12:00 AM

ASA Quality Meeting 2014

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ASA Medical Student Component Bylaws

1. Definitions

For the purposes of this document, the following terms will be defined as follows:
  1. ASA Medical Student Component (ASA MSC): Medical student members of the ASA
  2. Delegates: members of the ASA MSC who represent their respective medical school and who attend the ASA annual meeting on behalf of their medical school. An Alternate Delegate may serve as voting replacement (see Section 6). The MSC House of Delegates is made up of one medical student delegate from each U.S, allopathic and osteopathic accredited medical school.
  3. Governing Council: ASA MSC members who have been elected at the annual ASA MSC House of Delegates meeting to govern the ASA MSC.
2. Governing Council

Eight officers will be elected yearly:
  • Chair position assumed yearly by previous chair-elect.
  • Chair-Elect
  • Secretary
  • Member-at-Large
  • Senior Advisor
  • Alternate (two people)
  • Medical Student Delegate to the American Medical Association (AMA)
  • Alternate Medical Student Delegate to the AMA
3. Selection of Governing Council

Candidates for the officer and alternate positions will be chosen by requesting an application with these elements:
  • Current curriculum vitae
  • Statement of interest, maximum 500 words
  • Letter of reference from a faculty member (chair-elect requires two letters of reference)
Applicants must specify the office for which they are running. Officers will be selected based on the following criteria:
  • Dedication to anesthesiology
  • Leadership experience
  • Community service experience
  • Reasons for applying
  • Intent to fulfill responsibilities as an ASA MSC Officer or alternate
In the future, in an effort to emulate the Resident Component as closely as possible, we will hold elections, soliciting a personal statement from each candidate ahead of time, allowing them a brief speech at the Medical Student Component House of Delegates Annual Meeting, and electing them via ballot.

4. Responsibilities of the Governing Council

All officers must be active ASA members. A person may run for office more than once and may hold more than one term as an officer. The officers’ main goal and predominating responsibility will continue to be outreach, to increase medical student involvement. Specific officer responsibilities include, but are not limited to:

Chair:
  • Oversee ASA MSC activities
  • Lead ASA MSC meetings
  • Voting privileges at the Resident House of Delegates at the ASA Annual Meeting
  • Liaison between ASA MSC and ASA Government
  • Delegation of tasks
  • Coordinate documents to be published in the ASA monthly newsletter
Chair-Elect: (FIRST AND SECOND YEAR STUDENT APPLICANTS ONLY)
  • Learn responsibilities of the ASA MSC Chair and become familiar with his/her role
  • Voting privileges at the Resident House of Delegates at the ASA annual meeting
  • Assist current chair in any tasks he or she may deem necessary
  • Assume the role of Chair the following year
Secretary:
  • Transcribe minutes from any ASA MSC meetings and teleconferences
  • Voting privileges at the Resident House of Delegates at the ASA annual meeting
  • Assume responsibility for communications (oversee list serv, compose MSC monthly newsletter, etc.)
  • Communicate MSC web page updates to ASA staff
Member-at-Large:
  • Voting privileges at the Resident House of Delegates at the ASA annual meeting
  • Assist other officers with tasks that do not pertain to any other officer
  • Fulfill the duties of another officer if that person is unable to attend
Senior Advisor: (FOURTH YEAR STUDENT APPLICANTS ONLY)
  • Offer assistance and guidance on issues pertaining to medical school , residency and other issues
  • Voting privileges at the Resident House of Delegates at the ASA annual meeting
  • Attendance at the ASA Annual Meeting is optional
Alternate:
  • Ensure full representation at the ASA Annual Meeting should one of the elected officers be unable to perform his or her duties.
Medical Student Delegate to the American Medical Association (AMA-MSS)
  • Serves by virtue of being elected Alternate Medical Student Delegate
  • In the event that the Medical Student Delegate is unable to serve, the Alternate Medical Student Delegate will serve the remainder of the term. Such residual term shall not count as term.
  • Will represent the ASA in a manner consistent with ASA policies and positions
  • Will work in cooperation with the AMA Section Council on Anesthesiology
  • Resolutions submitted to the AMA-MSS shall have the approval of the ASA Delegate to the AMA
  • Shall present an annual report to the ASA MSC House of Delegates
Alternate Medical Student Delegate to the AMA
  • Will succeed the Medical Student Delegate
  • In the event that the Alternate Medical Student Delegate is unable to serve or fills a vacancy for the Delegate, the chair will appoint another to serve the residual term

Responsibilities of all Governing Council Officers

(except the senior advisor) include attendance at the ASA annual meeting to participate in the ASA Resident Component and Medical Student Component Meetings, the Annual Governing Council Meetings and conference calls as required (typically every other month). The Governing Council meetings are held twice per year in Chicago, Illinois, typically in March and August. Funding for travel and lodging will be the responsibility of each officer, and it is strongly suggested that they develop a relationship with their state society and/or local anesthesiology department to secure funding. Failure to meet one or more of these responsibilities may lead to removal from office at the Governing Council’s discretion. If a Governing Council office becomes vacant, an alternate may be asked to fill the vacancy and its accompanying responsibilities. Any student serving on the Governing Council during their fourth year of medical school graduating during their term will be expected to fulfill the responsibilities of his or her office until June 30 of the following year. All other elected officials will be expected to fulfill their responsibilities until the completion of their term (conclusion of following ASA annual conference for one year positions or conclusion of second year ASA annual conference for two year positions).

5. Selection of Delegates

Delegates will be selected by their home institution. To maintain each institution’s autonomy, the ASA MSC Governing Council will have no role in the method or selection of these individuals. It will be the responsibility of the delegate to obtain a letter of support from their Anesthesiology Department Chair or another qualified department member to inform the ASA MSC Governing Council of their selection.

6. Responsibilities of the Delegates

The role of the delegates will be to serve as medical student liaisons between their respective medical schools and the ASA MSC. In addition, they will be responsible for informing medical students in their school about the opportunities afforded by the ASA MSC, including recruitment. All delegates must be active ASA MSC members. A delegate may serve for more than one term. A delegate’s term is from July 1 to June 30. Specific delegate responsibilities include, but are not limited to:


Medical School Delegate:
  • If an Anesthesiology Interest Group is not already established at their respective medical school, it will be the responsibility of the Delegate to establish and maintain an Anesthesiology Interest Group at their Medical School. Suggestions on structure and activities of Anesthesiology Interest Groups will be provided by the ASA MSC.
  • The Delegate is responsible for the recruitment of medical students, within their respective medical school, into the ASA MSC.
  • The Delegate has voting privileges on issues presented at the ASA MSC House of Delegates Annual Meeting (Delegates will only be able to vote if present at the meeting)
  • The Delegate must report semi-annual updates to the ASA MSC.
Medical School Delegate Alternate:
  • In the event that a delegate cannot attend the ASA annual meeting, he or she can select an alternate from their medical school as their voting replacement.

Responsibilities of all delegates include attendance at the ASA Annual Meeting in order to participate in the ASA Medical Student Component Meeting. Funding for travel and lodging will be the responsibility of each delegate, and it is strongly suggested that they develop a relationship with their state society and/or local anesthesiology department to secure funding. The delegates will be responsible for contacting their state societies and developing/maintaining a membership with them.

7. Tentative Yearly timeline for ASA MSC Activities

Term of Service: An ASA MSC officer of the Governing Council assumes his/her title from November 1 to October 31 of the following year. This allows a transition period in which the old officers mentor the new officers from the period of elections until the official start of their term.

March and August: Current officers will solicit applications for Governing Council. Deadline for application materials will be the Friday of the second week in September.

October: ASA annual meeting. To be attended by ASA MSC officers and medical school delegates. All medical student members are highly encouraged to attend. Officers for the following year will be elected by the ASA MSC House of Delegates at the annual meeting.

October-May of the following year: the chair and the new ASA MSC officers will meet in Chicago, Illinois. All efforts will be made to allow the new officers to be present at the meeting.

8. Bylaws

Bylaws are reviewed at the Governing Council meetings. Bylaws revisions are subject to majority vote by the MSC House of Delegates at the ASA annual meeting or by email proxy.

Revised 9/09/09
Revised 10/13/13