All Board members are called upon from time to time to represent the College at chapter meetings or meetings of other organizations. Chapter Services staff will contact you to discuss your availability.

Chapter visits are scheduled on a regular basis to maintain contact and communication between the College's leadership and its 53 Chapters.

There are essentially two types of visits to chapters:

1. Visits in official capacity as a College leader
2. Visits in unofficial capacity, such as a faculty member for a chapter program

This document explains the difference in procedure for each type of visit. If you have any questions about a visit that you will make, contact Chapter Services for assistance.

1. Official Visits - There are two types of official visits, one paid for by national and the other paid for by the chapter. For both types of visits, Chapter Services staff will develop a briefing packet of information for the leader to use in preparing for his/her presentation to the chapter.
   
   The Chapter Services Manager has overall responsibility for the leader visit program and the Chapter Services Administrative Assistant coordinates chapter visits. If a chapter contacts you directly for a visit in your official capacity, please refer that chapter to Chapter Services. Chapter Services will notify you as to whether the visit is a rotation or non-rotation year visit.

2.  

   1. Rotation year visits are paid for by national and are included in the Chapter Services budget to ensure that each chapter has a visit on a regular basis, once every two years. Chapter Services maintains the master schedule of when a chapter is to receive a rotation visit. Each year, Chapter Services contacts all chapters scheduled for a rotation visit to discuss a potential date and topic for the visit.
      
      
      1. Procedures 
         
         
         1. Once the chapter has completed the Leader Request Form, Chapter Services staff will contact the leader to determine his or her availability for the visit. To expedite this process, it is imperative that the Leader Request Form contain all the requested information.
            
         2. Once a leader agrees to the visit, Chapter Services staff will contact the chapter to confirm leadership representation and to gather other needed information. Chapter Services will then send an initial confirmation letter to the chapter and a copy to the leader.
            
            
         3. Chapter Services staff will add the date(s) and other information to the master schedule of leadership presentations and to the Master Calendar on the ACEP Web site
            
            
         4. Travel Arrangements - Leaders make their own flight and hotel arrangements. However, if a chapter prefers to make the hotel reservation, Chapter Services will notify the leader. Chapter Services will also work with the chapter to arrange ground transportation, if needed. If you are scheduled to visit a chapter, please contact Chapter Services with your flight numbers and arrival and departure times, and to confirm that you made your hotel reservation.
            
            
         5. Briefing packets - Chapter Services will provide a briefing packet to the leader, prior to his/her chapter visit. The packet will contain information about the chapter, final details of the visit, materials to share with the chapter, a reimbursement letter, and a feedback form for the leader to complete and return to Chapter Services.
            
            
            1. Feedback Form - Information from the leader to Chapter Services about the chapter is very important in maintaining a strong national/chapter relationship and in measuring the healthiness of the chapter. The leader must return this form with the reimbursement letter to the Chapter Services Manager in order to be reimbursed for a rotation visit to a chapter.
               
         6. Expenses - Leaders are asked to charge all related travel expenses to a personal credit card. After the visit, leaders submit the completed reimbursement letter to the Chapter Services Manager (unless otherwise instructed).
            
            
            1. ACEP will reimburse the leader directly for round-trip coach airfare and hotel room and taxes based on single occupancy, group or corporate rate. Other travel expenses will be reimbursed at the set rate of $75 per day for Dallas travel and $100 per day for all other travel.
               
               
         7. Honorarium - Leaders do not receive an honorarium from chapters. If funds are offered, the leader may suggest a donation to the Emergency Medicine Foundation (EMF).
            
            
   2. Non-rotation year visits are paid for by the chapter and can be requested at any time. These are scheduled in the same manner as rotation visits..
      
      
      1. Procedures 
         
         
         1. Procedures are identical EXCEPT the chapter pays the expenses in a non-rotation year visit. If there is any difficulty between the chapter and the leader regarding reimbursement for a non-rotation year visit, the Chapter Services Manager will act as a facilitator with the chapter and the leader to resolve it.
            
            
         2. Expenses - The leader and the chapter will mutually agree on financial remuneration of expenses. The chapter will be responsible for direct reimbursement to the leader. There will be no reimbursement from ACEP.
            
            
         3. Honorarium - Leaders do not receive an honorarium from chapters. If funds are offered, the leader may suggest a donation to the Emergency Medicine Foundation (EMF).
            
3. Unofficial Visits - Occasionally, a chapter may request a leader to serve as faculty for an educational program or seminar that the chapter is conducting.
   
   
   1. Procedures
      
      
      1. If you are invited to serve as faculty for a chapter's educational program, please schedule this directly with the chapter.
         
         
         1. Expenses - If a leader agrees to visit a chapter as faculty or in another capacity, the leader and chapter will mutually agree on arrangements regarding expenses, airfare, per diem and honoraria. The chapter will be responsible for direct reimbursement to the leader.
            
            
         2. Other - Chapter Services is not involved in this type of visit. If Leadership maintains a specific leader’s calendar, the leader should contact the Office of the Executive Director with the information.