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Printed from: http://www.napcrg.org/AboutUs/BecomeaBoardCommitteeMember/TermsofReferencePolicy

Committee/Subcommittee/Workgroup Terms of Reference


Section A: Committee Membership

  • To be eligible for committee membership, candidates must be current, paid members of NAPCRG.
  • Within three months of this policy being enacted, the chairs of NAPCRG’s standing committees, in conjunction with the current committee members, will determine the optimal size and type of members they require for their committee depending on their specific needs. They will also determine a fair and transparent election or selection for their respective committee members (i.e. the chair will simply approve each new member or the committee will hold a formal election to decide on new members).
  • Members of NAPCRG’s standing committees will serve for a two year term and will be limited to two terms each.
  • Committee members’ terms will begin and end on the last day of the NAPCRG Annual Meeting (usually held in October or November).
  • NAPCRG staff will establish a year-round web page where information/applications for joining a committee will always be available for any member interested in joining a committee.
  • The page will be monitored by staff and when applications are received they will be forwarded to the respective committee chair (once the applicant has been screened to ensure they are an active member in good standing).
  • All committee chairs will be required to follow-up with any member that expresses or applies for membership on their committee.
  • Each year, (usually during the spring) when the call for nominations to the NAPCRG Board of Directors goes out, there will be a call for open positions on NAPCRG’s committees.
  • The Nominations Committee will be responsible for gathering (from committee chairs) vacancies that are available on each committee prior to the call for nominations.
  • These committee membership opportunities will be publicized during the regular call for nominations to the Board of Directors.
  • NAPCRG staff will develop an online application form for eligible committee members to complete and electronically submit when they want to serve on any NAPCRG committee.
  • NAPCRG staff will screen each applicant to ensure they are a member in good standing of NAPCRG before the application is forwarded to the committee chairs.
  • Once the nominations process closes, the Nominations Committee chair will forward applicants to the respective committee chairs and they (along with their committee) will be responsible for reviewing the candidates and determining who shall be elected.
  • Committee chairs will be required to communicate with all applicants whether they are selected or not for committee membership.
  • Committees/committee chairs can add members to their committees at any time during the year if vacancies occur and eligible members apply for service.
  • Each committee and committee chair will adhere strictly to the NAPCRG Diversity Statement as follows when recruiting and selecting members of committees: The statement is as follows:

“The North American Primary Care Research Group seeks to promote the participation of a diverse membership in its leadership, meetings and programs, research, employment, and all of its other endeavors. We strive to include all regardless of sex, gender, sexual orientation, age, race, religion, disability, ancestry or national origin.”

  • The NAPCRG Nominations or Executive Committees can suggest members for service to a standing committee for consideration.
  • Each committee chair (or committee staff) will be responsible for keeping records on each member’s term and length of service on the committee. They will be responsible for ensuring that committee members will be notified when their terms expire and will initiate the process to fill vacancies when necessary.
  • No more than a third of the members of each committee will rotate off each year.
  • The Nominations Committee could request an annual parameter report and or roster and terms of service from committee chairs to ensure the committees are following the Diversity Statement and terms appropriately.
  • The Nominations Committee and chair will monitor each committee chair to ensure they have each established a fair elections process for their committee, are following the NAPCRG Committee Membership policies, adhering to the diversity statement and communicating with anyone that has expressed an interest or applied for membership on their committee.
  • This policy will take effect immediately but existing members of all committees will be grandfathered so they will be eligible for serving for two, two year terms. Committee chairs will be responsible for staggering the terms of their members.
  • Committee chairs will communicate membership opportunities to NAPCRG staff so they will be regularly promoted and or communicated to the full NAPCRG membership through the NAPCRG newsletter, social media, e-mail and during the annual NAPCRG University held during each Annual Meeting.
  • NAPCRG members that express an interest in joining a committee during the NAPCRG University event or at any other times throughout the year will be forwarded to the appropriate committee chair for consideration.
  • NAPCRG staff will communicate directly with the interested members to let them know their name and interest was sent to the respective committee chair.


Section B: Subcommittee and Workgroup Chairs

  • To be eligible for a subcommittee or workgroup position, candidates must be current, paid members of NAPCRG.
  • Within three months of this policy being enacted, the chairs of NAPCRG’s standing committees, in conjunction with the current committee members, will determine a fair and transparent election or selection process for their respective subcommittee or workgroup chairs (i.e. the chair will simply approve each new workgroup or subcommittee chair or the committee will hold a formal election to decide).
  • Subcommittee or workgroup chairs will serve for a two year term and will be limited to two terms each.
  • NAPCRG staff will establish a year-round web page where information/applications for subcommittee or workgroup chairs will always be available for any member interested in applying.
  • The page will be monitored by staff and when applications are received they will be forwarded to the respective committee chair (once the applicant has been screened to ensure they are an active member in good standing).
  • Members that express interest or apply for a subcommittee or workgroup chair position will be followed up by the Committee Chairs.
  • Each year, (usually during the spring) when the call for nominations to the NAPCRG Board of Directors goes out, there will be a call for open positions for subcommittee or workgroup chairs.
  • The Nominations Committee will be responsible for gathering (from committee chairs) vacancies that are available for subcommittee or workgroup chairs prior to the call for nominations.
  • These subcommittee or workgroup chair opportunities will be publicized during the regular call for nominations to the Board of Directors.
  • NAPCRG staff will develop an online application form for eligible subcommittee or workgroup chair candidates to complete and electronically submit when they want to serve as a subcommittee or workgroup chairs.
  • NAPCRG staff will screen each applicant to ensure they are a member in good standing of NAPCRG before the application is forwarded to the committee chairs.
  • Once the nominations process closes, the Nominations Committee chair will forward applicants to the respective committee chairs and they (along with their committee) will be responsible for reviewing the candidates and determining who shall be elected.
  • Committee chairs will be required to communicate with all applicants whether they are selected or not for subcommittee or workgroup chair positions.
  • Committees/committee chairs can add subcommittee or workgroup chairs at any time during the year if vacancies occur and eligible members apply for service or if a new workgroup or subcommittee is created.
  • Each committee and committee chair will adhere strictly to the NAPCRG Diversity Statement as follows when recruiting and selecting subcommittee or workgroup chairs: The statement is as follows:

“The North American Primary Care Research Group seeks to promote  the participation of a diverse membership in its leadership, meetings and programs, research, employment, and all of its other endeavors. We strive to include all regardless of sex, gender, sexual orientation, age, race, religion, disability, ancestry or national origin.”

  • Each committee chair (or committee staff) will be responsible for keeping records on each subcommittee or workgroup chairs’ term and length of service on the committee. They will be responsible for ensuring subcommittee or workgroup chairs will be notified when their terms expire and will initiate the process to fill vacancies when necessary.
  •  This policy will take effect immediately but existing subcommittee or workgroup chairs in all committees will be grandfathered so they will be eligible for serving for two, two year terms.
  • Committee chairs will communicate subcommittee or workgroup chair opportunities to NAPCRG staff so they will be regularly promoted and or communicated to the full NAPCRG membership through the NAPCRG newsletter, social media, email and during the annual NAPCRG University held during each Annual Meeting.
  • NAPCRG members that express an interest in a workgroup or subcommittee chair during the NAPCRG University event or at any other times of the year will be forwarded to the appropriate committee chair for consideration.
  • NAPCRG staff will communicate directly with the interested members to let them know their name and interest was sent to the respective committee chair.
  • The Nominations Committee and chair will monitor each committee chair to ensure they have each established a fair elections process for their workgroup or subcommittee chairs, are following the NAPCRG Workgroup and Subcommittee Chair policies, adhering to the diversity statement and communicating with anyone that has expressed an interest or applied for a workgroup or subcommittee chair on their committee.

 

Adopted April 13, 2014 by NAPCRG Board of Directors