Bylaws of Asian Health Professions Organization: Members

Section I: Kaplan and Princeton Discounts

All paid members and current officers are eligible for a $100 cash discount on all Kaplan or Princeton courses. One Kaplan and one Princeton Review Half Scholarship will be awarded per semester. The Vice President will provide information about application deadlines. Applications submitted after the deadline will not be accepted. All paid members and current officers are eligible to receive the scholarship.

Half Scholarship recipients will be decided upon by the President and Vice President, giving equal consideration to both officers and members. Scholarship selection will be dependant upon financial need, proximity of test, academic achievement, and activity in the organization. Half Scholarship recipients will be announced at the end of semester banquets.

If no qualified candidates are chosen during the fall semester, the scholarships may be deferred to the spring semester. A total of two Kaplan and two Princeton Half Scholarships will be awarded per school year.

Section II: Most Active Member Scholarship

Based upon the point totals from participation during each semester by the secretary, a most active member will be selected. The member will receive a $100 cash scholarship at the end of the semester banquet to use as they wish. Current officers and newly elected officers during the spring semester are not eligible. If a tie occurs, multiple members may receive the award.

Points will be given on an hourly basis for volunteering and fundraising events. All other events will follow a one point per event distribution.Additional points may be awarded for turning in pictures and attending special events as deemed appropriate by the current administration.

Section III: Mentorship Program

An informal mentor program will be available for all active members. Upon completion of the program application, mentors and mentees will be paired. It is up to the mentor/mentee pair to schedule meetings times. Useful information about classes, application processes and University resources can be discussed between each pair. This program will have no bearing on the point system or any other organization related activity.

Section IV: Banquet

A free banquet will be provided for all active members at the end of each semester. Paid members who have not fulfilled all the requirements may still attend but must pay for their meal separately. All officers in good standing may also attend the banquet free of charge.

Section V: Mandatory Meetings

Mandatory meetings may be scheduled on days other then the regular meeting dates. These meetings will be an added requirement for active membership, in addition to the pre-set requirements. See ‘Section VI: Excused Absences’ for exceptions to attendance.

Section VI: Excused Absences

Absences from meetings may be excused only for the following reasons: class conflict, exam conflict, or medical emergency. Written documentation (ex: course syllabus with exam dates) must be provided for the secretary within one week of the scheduled meeting. Other excused absences may be granted at the administration’s discretion.

Section VII: Alternative Requirements

If repeated conflicts occur with regularly scheduled meetings (such as, but not limited to, class conflicts, extracurricular activities) alternative requirements may be fulfilled to maintain active status. Written documentation of the conflict must be provided for the secretary at the beginning of the semester. These requirements must equal the number of points obtained from regular membership requirements.

Alternative membership requirements:
4 AHPO volunteer events
2 social events
1 study session

By-laws of Asian Health Professions Organization: Officers

Section I: Individual Officer Duties

The following duties are basic requirements for each officer position (President, Vice President, Secretary, Treasurer, Volunteer Coordinator, Programming Director, Social/Sports Director, Historian, Webmaster, and Executive Advisor). These stated duties may be used as a basis for officer removal, as stated in Article IV, Section V of the Constitution.

President

  1. Primary duty is acting as a liaison for all organizations and supervising all officer positions.
  2. Serves as contact for members, other organizations, and University staff. The President may redirect inquiries to the proper officer.
  3. MEETINGS: Select meeting dates for general and officer meetings; reserve meeting rooms for the semester; directs general and officer meetings; begins and adjourns all meetings.
  4. AHPO representative for Health Professions Council; relays announcements from the Health Professions Office.
  5. AHPO representative for the College of Natural Sciences; attends Lunch with the Dean and relays pertinent information.
  6. AHPO representative for Kaplan and Princeton. Primary contact for contract, membership discounts, and Half Scholarship.
  7. Re-registers AHPO as a student organization each semester.
  8. Hosts and prepares OM meetings, notes and evaluations.
  9. Hosts and leads the OPP meetings
Vice President
  1. Primary duty is advertising and recruitment. In charge of designing brochures, fliers, and handouts for advertising purposes; in charge of organizing officers to hang up fliers for general meetings.
  2. In charge of creating PowerPoint slides for every general meeting and organizing officers to submit correct information regarding the slides.
  3. Submit notices for all meetings and open events to The Daily Texan to aroundcampus@dailytexanonline.com
  4. Organize and update the test bank; responsible for setting up study sessions and coordinating officers for each session.
  5. Responsible for organizing and purchasing AHPO t-shirts for the school year.
  6. Renew AHPO lockers every semester (Welch, PCL)
  7. Form a committee during the fall semester to gather information and materials for the Swing-out awards. A draft is submitted for review at the last officer meeting during the fall semester before final submission in the spring semester.
Secretary
  1. Keep track of points for members; communicate with other officers to update all points regularly (volunteer, social, fundraising, study session).
  2. Send email reminders prior to meetings or events.
  3. Create a newsletter for each meeting; send newsletter via email after each meeting.
  4. Check the AHPO mailbox (SSB, 4th floor, Box 332) every two weeks.
Treasurer
  1. Collect dues and coordinate with secretary to keep track of paid members.
  2. Balance financial account; write checks for reimbursements and expenses.
  3. Responsible for attending treasurer's workshop and funding workshops if needed.
  4. Order and pay for all things related to AHPO.
  5. Set up at least three fundraisers per semester.
  6. Coordinate with ushering coordinator for various ushering opportunities.
Volunteer Coordinator
  1. Coordinate and plan at least two events per month, organize the sign-ups for the members and serve as liaison between the event coordinators and your members.
  2. Manage the event details (including but not limited to assignment duties, dress code, shift times) and send out reminders to the members who’ve signed up in order to insure proper turn-out with the promised amount of members to the event.
  3. Compile a database of officers and members willing to act as carpools and drive other members to events. This should be accessible to other officers for the use of events other than those relating to volunteering.
  4. Organize carpool rides for volunteer events off campus; keep track of members who attend. Promptly send these records to the Secretary for timely updates on the amount of points each member has attained.
  5. Serve as the main representative for the organization to the volunteering/nonprofit affiliations (Helping Hand Home, Capital Area Food Bank, etc.). Keep in contact with these organizations for possible volunteer events.
Programming Director
  1. Primary objective is to prepare a variety of different guest speakers for each general meeting. Health Professionals from many different fields should be included.
  2. Provides information about parking, meeting dates, and meeting location to speakers. The Programming Director is the main contact for the speaker.
  3. Introduces the speaker for each meeting. The introduction should contain some background information about the speaker and what they do.
  4. Prepares thank you note and small present for each speaker.
  5. Finds mentors for the shadowing program. Follows up with former mentors for continued participation. Health professionals from many different fields should be included.
  6. Prepares shadowing applications for other officers to evaluate. Matches shadowers with mentors and facilitates shadowing arrangements. The Program Director should serve as the initial point of contact between the mentors and the shadowers.
  7. Collects terms of agreement forms, deposits, and time sheets from shadowers. At the end of the semester, returns deposits to shadowers who followed the terms of agreement form and turned in their time sheets.
Social/Sports Director
  1. Plan banquets.
  2. Organize rides for socials.
  3. Make reservations for socials.
  4. Prepare ice breakers or interactive games for meetings.
  5. Track member attendance at socials.
  6. Coordinate a physical activity event each semester including but not limited to broomball and field day.
  7. Primarily in charge of planning and organizing social events including member-wide, OPP, and officers socials.
Historian
  1. Responsible for taking pictures at all AHPO events. If not able to attend, appoint another officer to take pictures. Keep track of all cameras.
  2. Update the Welch bulletin board with new volunteer and social events, and general meetings (key is located in the Lower Division Office).
  3. Create an AHPO scrapbook. Stay within the dollar amount allotted, which includes film and other supplies.
Webmaster
  1. Responsible for updating and maintaining the AHPO website. New activities, point totals, and meeting information should be posted regularly. Pertinent information about the organization and campus events should be available on the website.
  2. Keep website user-friendly and functional at all times. Ensure that the website is paid for through the Student Organization Bank.
  3. Maintain a design that effectively communicates the purpose and theme of AHPO.
  4. Aid the vice president in maintaining the message board that holds the test bank.
Executive Advisor—(appointed position)
  1. Oversees all officer positions as an advisor, not as the primary decision maker. The Executive Advisor should have knowledge of the organization, officer positions, and the University in order to properly advise the group.
  2. Engineers core implements and improvements for AHPO.
  3. Can be called upon by other officers to assist in activities.

Section II: Overall Officer Duties

All officers are required to work together as a team, helping each other whenever necessary. Extra duties beyond these basic obligations may be required. All officers are expected to help with the following: advertising for general meetings, tabling in Welch at the beginning of each semester, promoting AHPO at University events, greet members at meetings, participating in AHPO events.