STUDENT NATIONAL MEDICAL ASSOCIATION, INC
UNIVERSITY OF NORTH CAROLINA-CHAPEL HILL BY-LAWS
Chapter 1
Membership
A.
A medical student at the University of North Carolina School of Medicine shall be
considered a member of the chapter if they have paid both national and chapter dues and
have met the qualifications set forth in the National Constitution.
Chapter 2
Dues
A.
Annual chapter dues shall be paid by all members of the chapter
B.
Dues shall be $20, however, it is subject to change based on recommendation by the
Chapter Treasurer and approval by the Co-Presidents.
C.
The official date for payment of dues is by the third general body meeting of the semester
D.
Dues paid after the deadline will be subject to a late fee of 20% of the entire amount.
E.
Members that have not paid dues PLUS the late fee by the fourth general body meeting
will not be considered members of the chapter, and will be unable to attend the Regional
Conference, the National Conference, or obtain the same benefits as due-paying members
(i.e. free access to Fall Affair, Zollicoffer Banquet)
Chapter 3
Meetings
A.
The chapter should have one (1) general body meeting per month.
B.
Executive board meetings will be at the discretion of the Co-Presidents however, at least
one shall be held each semester.
C.
Meetings will follow Robert Rules of Order and motions will be passed by simple majority
Chapter 4
Conferences
A.
Focus: An emphasis on the educational aspects of medicine.
B.
Delegates
1.
The number of delegates for both regional and national conferences will be at the
discretion of the Co-Presidents and SNMA Advisor(s)
2.
Delegates must be both chapter and national dues-paying members
3.
The pool of potential delegates will be based on a volunteer basis; however the final
selection of delegates will be at the discretion of the Co-Presidents and SNMA
Advisor(s). Selection may be based on :
a. Attendance at General Body Meetings
b. Participation in chapter events
Chapter 5
Chapter Elections
A.
A nominating chair shall be appointed by the Co-President at the March General Body
Meeting. The nominating chair will be a chapter dues paid member and must not be
running in the election.
B.
Eligibility: Any candidate for chapter office must be a chapter and national dues paid
member.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Co-Presidents (2): Must be an MS2
Vice President (1): Must be an MS2
Treasurer (1): Must be an MS2
Secretary (1): Must be an MS1
HPREP (2): At least 1 chair must be an MS2
HPREP sub-chair (1): Must be an MS1
YSEP (2): At least 1 chair must be an MS2
YSEP sub-chair (1): must be an MS1
MAPS Liaisons (2): At least 1 must be an MS2
Minority Round Table (2): Must be an MS2
Community Service Co-Chairs (2): Must be an MS1
Fundraising Co-Chairs (2): Must be an MS1
Social Co-Chairs (2): Must be an MS1
Recruitment Liaisons (2): At least 1 must be an MS1
Historian (1): Must be an MS1
Webmaster (1): Must be an MS1
Parliamentarian (1): Must be an MS1
Minority Men in Medicine (2); One 1 must be an MS1, one must be an MS2; MS1 is
elected and MS2 appointed by previous MMM chair
C.
The Nominating Chair shall verify candidates’ credentials and election results. The CoPresidents shall certify the final results.
D.
The election of Chapter Officers shall be held before the National Convention during the
month of either March or April. For any positions not filled, the election of Chapter
Officers shall be held at the First General Body Meeting of the fall semester.
1. Nominations will be open for one week, and elections will take place the following
week
a. Nominations may be taken the day of the election
2. Each candidate shall have no more than 1 ½ minutes for a speech, and no more than
2 minutes to answer questions from the General Body
3. Voting will take place for each office after all candidates have spoken
4. All chapter positions will be served for a one-year term: May-April
E.
Each chapter dues-paid member will have one vote for Vice President, Treasurer,
Secretary, MAPS Liaison, Webmaster, and Parliamentarian; two votes for Co-President,
HPREP, YSEP, Minority Round Table, Fundraising, Social, and Recruitment Liaison, and
three votes for Community Service.
1. For elections during the First General Body Meeting, each person in attendance will
have the number of votes needed to fill the particular chapter position.
F.
Elections shall be conducted by secret ballot. Candidates must obtain a simple majority
(51%) to win.
G.
Elected officers will assume office after the last General Body Meeting of the semester
Chapter 6
Chapter Officer Duties
A.
Co-Presidents (2)
1.
2.
3.
4.
5.
6.
7.
8.
9.
B.
Vice President (1)
1.
2.
3.
4.
5.
C.
Preside in the absence of the Co-Presidents
Coordinate Fall Affair which will be held in October or November of the Fall semester
a. Appoint a sub-chair for the Fall Affair planning
Oversee Black History Month Celebration in February
a. Appoint a Chair for the Black History Month Committee
Assist the Co-Presidents in the performance of their duties when needed
Assume the responsibility for filling the position of Co-President in the event of a CoPresident’s removal by resignation, illness, death, or other
Treasurer (1)
1.
2.
3.
4.
5.
6.
D.
Serve as the official representative of the chapter
Preside over all meetings, call special meetings
Maintain correspondence with the Regional Director and National Office
Participate in monthly conference calls with the Regional Director
Submit a written quarterly programs report to the Regional Director and National
Office
Apply for regional and national awards for the chapter
Be responsible for implementing the directive of the organization at the chapter level
Coordinate and provide support for the activities of various chapter officers in
accomplishing their goals and objectives
Submit articles of interest to National and Regional SNMA publications
Pay all authorized expenses of the chapter
Develop a budget for the corresponding year
Help develop and implement plans for ensuring the financial stability of the chapter
Advise officers on financial matters
Maintain accurate financial records for the business year beginning immediately after
his/her election, by the accurate method of accounting.
Submit a writer quarterly financial statement to the Regional Director and National
Office
Secretary (1)
1.
Attend all general body meetings and prepare minutes and distribute to the chapter
before the next meeting
2.
E.
Keep an updated record of all minutes
Community Service Chairs ( 2)
1.
2.
3.
Develop and execute monthly chapter community service projections within the
scope of the national agenda
Coordinate the annual Share Your Christmas initiative in November and December
Coordinate the annual Bone Marrow Drive during February
F.
Health Professions Recruitment Exposure Program (HPREP) Coordinators (2)
1. Coordinate and oversee the 7 week HPREP program which runs from January to
March
2. Contact schools and recruit high school students during the Fall Semester
G.
Youth Science Enrichment Program (YSEP) Coordinators (2)
1. Coordinate and oversee the 7 week YSEP program which runs from January to March
2. Contact schools and recruit elementary school students during the Fall Semester
H.
Minority Round Table (2)
1. Develop monthly programs geared toward issues facing minorities
2. Coordinate physician panels and guest speakers
3. Organize lectures and small group meetings with professionals representing various
specialties and interests.
4. Formulate a Pearls of Wisdom session for MS1 and MS2 groups for each block
5. Organize enrichment activities geared towards preparing members of SNMA for
milestones in academic preparation such as licensing exams and clinical years.
I.
Fundraising Chairs (2)
1.
2.
J.
Social Chairs (2)
1.
2.
3.
K.
Develop fundraising events to raise money for the National Conference as well as for
a charity/scholarship
Coordinate the Annual Speed Dating Event or an equivalent fundraising event at the
discretion of the general body.
Develop monthly social events that will serve the purpose of bringing chapter
members closer together
Coordinate social events with other SNMA chapters and graduate program
organizations in the area
Coordinate the Annual Ski Trip during Martin Luther King Jr. weekend or an
equivalent social event at the discretion of the general body
MAPS Liaison (2)
1.
2.
3.
4.
5.
6.
7.
Serve as the official liaison between the UNC Chapter and its various MAPS chapters
Recruit and maintain associate chapters to the organization.
Oversee the UNC/MAPS Big Buddy Program
Develop socials and programs for both SNMA and MAPS members at least once per
semester
Serve as a member of Regional Conference planning committee.
Plan/Coordinate the Regional Premedical Conference.
Facilitate open communications between the medical school SNMA members and the
undergraduate MAPS affiliate chapters.
8.
9.
L.
Recruitment Liaison (2)
1.
2.
3.
4.
5.
M.
Attend and take pictures at all chapter events
Keep a written and photographic record of all chapter activities
Send pictures to the chapter Webmaster and Regional Director
Develop a quarterly newsletter outlining chapter events (Fall—November, Winter—
February, Spring—May)
Webmaster (1)
1.
2.
O.
Serve as the official liaison between the Office of Special Programs and SNMA
Coordinate meetings between SNMA members and potential applicants to the School
of Medicine
Oversee and coordinate the Annual Open House during the spring semester
Work with the MAPS Liaison to coordinate the Annual Premedical Conference
Coordinate the annual Second Look Dinner
Historian (2)
1.
2.
3.
4.
N.
Organize and implement enrichment activities between SNMA members and duespaying undergraduate MAPS members.
Each semester, attend at least one (1) general body meeting hosted by each affiliate
MAPS chapter.
Oversee and update the chapter website at least twice a month
Maintain the chapter list-serve
Parliamentarian (1)
1.
2.
Assist the Co-Presidents in the interpretation of the SNMA National Constitution and
UNC Bylaws in accordance to Robert Rules of Order
Be responsible for the collection and correction of all amendments to the Chapter Bylaws and their distribution to chapter members
Chapter 7
Standing Committees
A. Zollicoffer Co-Chairs (2)
a. Role: work with the Student Affairs to coordinate the Annual Zollicoffer
Luncheon, Lecture, and Banquet
b. The Co-Chairs will be chosen by the previous Co-Chairs at least 3 weeks before
the Lecture, and the application process shall be at their discretion
B. Black History Month Chair (1)
a. Role: work with the Vice President in coordinating the Annual Black History
Month Celebration
b. The Chair will be chosen by the Vice President in November, and the application
process will be at his/her discretion
C. Minority Men in Medicine Chairs (2)
a. Roles:
b.
c.
d.
i. Conduct weekly meetings and workshops for undergraduate participants
ii. Network with physicians in order to establish connections to assist in
meeting objectives
iii. Organize activities to improve preparation for professional school
applications
iv. Serve as primary role models for all group members
The Chair will be chosen by the previous Minority Men in Medicine Chair, and
the application process will be at his/her discretion
One MMM Chair shall be an MS1 and shall be elected
One MMM Chair shall be an MS2 and shall be elected
D. Health Professions Recruitment Exposure Program (HPREP) Sub-Chair
a. Role: work with the HPREP Co-Chairs in coordinating the 7 week HPREP
program which runs from January to March
E. Youth Science Enrichment Program (YSEP) Sub-Chair
a. Role: work with the YSEP Co-Chair in coordinating the 7 week YSEP program
which runs from January to March
Chapter 8
Ad-Hoc Committees
A. The creation of Ad-Hoc committees shall be at the recommendation of the Co-Presidents
or a Chapter Officer, and it is subject to the approval by the General Body by a simple
majority (51%)
Chapter 9
Replacement of Chapter Officers
A.
In the event of an absent Co-President for a meeting, the officers shall preside in the
following order: Vice President, Treasurer, and Secretary
B.
In the event of permanent vacation of the office of one Co-President, the Vice President
will assume the responsibilities, and at the next General Body Meeting, a new Vice
President shall be elected.
C.
In the event of permanent vacation of the office by both Co-Presidents, the Vice President
will assume one of the roles, and at the next General Body Meeting, a second CoPresident and a new Vice President shall be elected.
D.
Permanently vacated positions, other than that of the Co-President, shall remain open
until the Co-President appoints a temporary replacement or a new election takes place.
E.
Any chapter officer filling a vacated position will assume office immediately and serve out
any time remaining in the term.
Chapter 10
Chapter Responsibilities
A.
To inform members on the local level of all SNMA activities.
B.
To pay regional dues
C.
If possible, have at least one member participate on a National committee.
D.
To have one representative participate in monthly meetings with Regional Director or
Associate Regional Director and other chapter presidents in their division of Region IV.
E.
Chapter Reports:
1.
2.
3.
Submit a chapter report at each regional meeting.
Submit a written chapter report to the Regional Director no later than two weeks
prior to each of the Regional Meetings.
If the chapter is unable to attend a regional meeting the Co-Presidents must contact
the Regional Director to inform him/her that they will not be present at least two
weeks prior to the corresponding regional meeting.
Chapter 11
Governing Rules
Any item of chapter business not covered by these By-Laws shall be referred to Robert’s Rules of
Order for clarification.