Fundamentals of Chapter Management

Section 1 - The Relationship Between Chapters and National (Appendix 1)

• Introduction (Helping Each Other)
• The Basics: Bylaws and Policy
  • Three Basic Policies
  • Use of the ACEP Mark
• College Structure and Leadership
  • Chapters
  • Sections of Membership
  • Council
  • Council Steering Committee
  • Board of Directors
  • Executive Committee
  • Committees
  • Task Forces
• ACEP Staff Structure
  • Office of the Executive Director
  • Policy Division
    • Academic Affairs Department
    • Chapter and State Relations Department
      • Chapter Services
        • Chapter Executives Forum
        • Chapter Grant Program
        • Chapter Labels
        • Collection for Political Action Committees
      • State Legislative Office
    • Emergency Medical Services and Disaster Preparedness Department
    • Emergency Medicine Practice Department
    • Reimbursement Department
  • Public Affairs Division
    • Public Affairs – DC Office
  • Educational and Professional Products Division
    • Educational Meetings Department
    • Educational and Professional Publications Department
      
      • Annals of Emergency Medicine
    • Membership Division
      • Communications Department
      • Technology Services Department
      • Membership Marketing
      • Member Services Department
      • Grants and Development Department
    • Administrative Services Division
  • ACEP Services to Chapters
    • No Cost Services
    • At Cost Services

  Section 2 - Chapter Structure (Organizing Effectively) (Appendix 2)

  • Introduction
  • Chapter Bylaws
  • Incorporation
  • Leadership
    • President
    • Past President
    • President-Elect or Vice President
    • Secretary
    • Treasurer
    • Board Member
    • Councillor
    • Committees
    • Mission Statement
    • Objectives
    • Workplans
    • Chapter Staff
    • Determining Needs for Office
      • Level of Activity
      • Financial Stability
      • Commitment
    • Creating an Office
      • Who’ll run the office?
      • How do you find dependable staff?
    • Administrative Support

  Section 3 - Chapter Finances (Ensuring Fiscal Responsibility) (Appendix 3)

  • Introduction
  • Chapter Records
    • Permanent Records
    • Other Important Records
  • Setting Financial Guidelines
    • Fiscal Year
    • Fiscal Policies
    • Cash Accountability and Check Handling Procedures
    • Dealing with Banks
    • Bookkeeping
      • Financial Statement
      • Chapter Account Statement
    • Dues Deferral
    • Audit
  • Audits/Reviews/Compilations
  • Insurance
  • Taxes
    • Tax Exempt Status
    • State and Local Reporting Requirements
    • Individual and Organizational Penalties
    • Federal Reporting Requirements
    • Non-staff Service Payments
    • Affiliated Organizations
      • Foundations
      • Political Action Committees
  • Disclosure Requirements-Documents Required to Be Made Available
    • No Disclosure Required
    • Solicitation Disclosures
    • Intermediate Sanctions
    • Lobby Disclosure
  • Issues for Web Sites
  • Equity/Reserve Policies
  • Budgeting

  Section 4 - Membership Involvement (Building an Active Chapter) (Appendix 4)

  • Introduction
  • Opportunities for Involvement
  • Developing a Plan of Action
    • Planning Meeting
    • Planning Process
      • Access current environment
      • Establish mission of the chapter
      • Identify needs and concerns
      • Set priorities
      • Establish goals
      • Brainstorm for ideas
      • Develop objectives
      • Identify strategies
      • Workplans
      • Building member enthusiasm
      • Encourage member involvement
      • Involve emergency medicine residents
      • Make sure assignments are meaningful
      • Set reasonable expectations and deadlines
      • Communicate with volunteers regularly
      • Recognize member efforts
  • Working With Other Organizations/Institutions
    • Emergency Medicine Residency Programs
    • The State Medical Society
      • Medical society involvement
  • Evaluating Your Efforts
  • Review Resources
  • Review Work
  • Review Outcome

  Section 5 - Chapter Communication (Keeping Members Informed) (Appendix 5)

  • Introduction
  • Crisis Communication
    • Electronic Mail
    • Facsimile Machines
    • Phone Tree Telephone Contact
    • Action Alerts
    • Member Alerts
    • Voice Mail
    • Mailgrams
  • Non-Crisis Communication
    • Conference Calls
    • Brochures
    • Newsletters
      • What to include
      • How to get the stories
      • Who does it?
      • How many times a year?
      • Good writing and why it’s helpful
      • How to design the newsletter
      • Page size
      • Typed versus typeset
      • Masthead design
      • How many columns?
      • White space
      • Justification
      • Electronic newsletters
      • Editorial policies

  Section 6 - Membership Development (Recruiting and Retaining Members) (Appendix 6)

  • Introduction
  • Recruiting and Retaining Members
    • Ideas That Work
    • ACEP’s Prospect List
    • ACEP & Chapter Campaigns
      • Planning
      • Cost
      • Ideas at a glance
      • Promotions at educational meetings
      • Promotions to physician groups
      • Welcoming new members
      • Targeting nonrenewals
      • Ongoing ACEP membership efforts
      • Meeting promotions
      • Emergency medicine resident promotions
      • Membership renewal efforts
      • Annual dues billing process
      • Partial payment collection
      • Installment collection
      • Board contact program
      • Membership materials available from ACEP
        • Brochures
        • Monthly membership reports
        • Chapter change reports
        • Chapter list with contact changes
        • Delinquent dues report
      • How ACEP welcomes new members
        • ACEP communications with new members
      • Benefits of ACEP membership

  Section 7 - Chapter Programs and Meetings (Appendix 7)

  • Introduction
  • Program Planning
    • Content Selection
    • Continuing Medical Education (CME)
      • New technology
      • Applying for ACEP Category I Credit
      • Joint Sponsorship of Meetings with ACEP
      • Faculty selection
      • Site selection
      • History/meeting requirements
      • Site inspections
      • Other considerations
    • Hotel Negotiations
      • Rate terms
      • Contracts
      • Identifications
      • Sleeping rooms
      • Facilities for meetings/exhibits
      • Food and beverage functions
      • Necessary contract additions
    • Promoting the Meeting
      • Utilizing outside resources
      • Printing promotional materials
      • Planning
      • Printer selection
      • Production
    • Allies for Success
      • Convention bureaus
      • Convention services manager
      • Function Sheets
      • Different types of room set-ups
      • Audio visual equipment
      • Food and beverage
    • Pre-Convention Briefing
    • Registration
    • Implementation
    • Accounting
    • Post-Meeting Evaluation