PROCEDURES MANUAL
FOR
GSADHA MEMBERSHIP
The following Procedures Manual has been developed to instruct the GSADHA local chapter divisions' officers and membership. As members of the GSADHA, there are special procedures that need to be followed. Each accredited Dental Hygiene School's Local Chapter of GSADHA should read and follow these procedures as the structure of their chapter allows.
TABLE OF CONTENTS
SECTION 1 - BYLAWS
SECTION 2 - Elections and Installation
SECTION 3 - Collecting Dues
SECTION 4 - How to Conduct a Meeting
SECTION 5 - Duties of Officers
The BYLAWS are the specific criteria that must be followed to conduct an organization. Each officer of the local chapters divisions should read and be familiar with the BYLAWS of their organization.
SECTION 2 - Election and Installation
By the end of May, each Dental Hygiene School should elect the officers for their local chapter division and the GSADHA Board Officer for the next year. The name, address, and phone number of the newly elected Board Officer need to be mailed immediately to the GSADHA State Advisor.
NOMINATION STEPS:
Take nominations from floor for each office separately (President, Secretary, Treasurer, and Board Officer -unless fulfilled by one of the previous officers).
Elections can be by ballot, show or hands or voice, and the candidate with the highest number of votes shall be declared the new officer.
Before elections - be sure to read the duties of the offices.
Each school can decide if they want to elect one set of officers that have members from first and second year classes, or they can decide to have two sets of officers with one from each year's class. Whatever the case, the school will have only one GSADHA Board Officer. The chapter has the right to decide, nominate, vote and install the GSADHA Board Officer.
The state dues are mailed directly to the GSADHA State Advisor. The GSADHA State Advisor will bill each local chapter every calendar year. Bills will be mailed during the month of September by the GSADHA State Advisor.
SECTION 4 - How to Conduct a Meeting
MEETINGS:
GSADHA Board of Officers
There will be one meeting of the GSADHA Board of Officers in person that will be scheduled with the Annual Session. Any other special meetings can be conducted in person, by mail, by phone, conference calling, etc. See BYLAWS, Article V - Meetings.
Local Chapter Division Meetings
See BYLAWS, Article VI - Local Chapter Division - Section 3.
Each chapter division may have as many business meetings as necessary to conduct their organization, but there needs to be at least three scheduled SADHA chapter meetings a year.
Many schools may elect to have one meeting per quarter of the school year.
The first scheduled SADHA chapter meeting must take place at least one week before the annual session of GSADHA. This is the only large GSADHA organized meeting and it is very important to inform the members well enough in advance so they can plan to attend.
The local chapter may elect to have a speaker or a special activity at this meeting. The first part of the meeting needs to take care of the business part.
Some examples of meeting types, times and topics may include:
Times: Lunch and Learn-schedule lunch together and hear speaker.
After Hours-students may elect to have after school meetings.
Topics: Time Management, Stress Management, Personal Safety, Interviewing Skills, Study Skills, Professional Look-Make-Up.
Please choose a topic/speaker that will interest your members.
BUSINESS BY MAIL/PHONE:
Because of the diversity of students and officers across the state, it will be very necessary and probable that this organization will conduct business by mail or by phone, etc. The mail/phone business will be reported in the minutes and read at the next meeting. For decisions to be made, there must be sufficient information supplied for proper consideration of the question and all sides of the issue must be explained fully.
SECTION 5 - Duties of Officers
Treasurer:
- Submit a financial statement/treasurer's report at all meetings including all expenditures and income.
- Maintain accurate record of dues paying members.
- In conjunction with the local SADHA Advisor maintain a checkbook record of all funds in whatever manner coincides with the particular college's rules for club treasurer.
Local Chapter Advisor:
- Assist each officer as needed.
- Act as liaison between local SADHA and GSADHA.
- Process membership applications and in conjunction with GSADHA Board Officer, mail dues to ADHA and GSADHA.
- Attend as many meetings of Executive Board as an exofficio member as possible.
- Receive information from GSADHA State Advisor and pass information on to the GSADHA Board Officer.
- Keep abreast of events of the ADHA, GDHA, and GSADHA, and inform students as necessary.
7/93/JAS/maw
