Bylaws & Administrative Policy 

A person acting in an elected or appointed capacity may use an official title when:

• You are acting in your official capacity as a representative of the Michigan Academy of Physician Assistants.  This may be on written documents, in verbal introduction, or other forms of address.
• Your title is such that it would customarily be used in social introductions or exchanges on nonofficial occasions. For example, Mr. Jones, or Professor Smith.
• It is for a biographical summary. For example, "Mr. Green has been the chief delegate for the Michigan Academy of Physician Assistants for five years."

You may not use your official title:

• In your private capacity, such as in a letter to the editor, a personal letter to a member of Congress, an article or book, a Directory, or on the letterhead or signature block of a private organization's stationery.
• To endorse, in an official or private capacity: the proprietary products or processes of manufacturers; or the services of commercial firms for advertising, publicity, or sales purposes.

202.13 Public Affairs Committee

The chair of the public affairs committee is appointed by the President with approval of the Board of Directors.

202.13.01 General Responsibilities of the Committee

Coordinate volunteer activities across every MAPA region in Michigan

• Oversee the development and implementation of educational grants
• Identify issues of public health and develop strategies for PAs to educate the general public
• Define and implement MAPA initiatives which support diversity, identify all types of discrimination and empower PAs to protect all patients from discrimination
• Write newsletter articles
• Submit quarterly written reports at least one week prior to each Board of Directors meeting
• Make policy recommendations to the Board of Directors when appropriate

202.13.02 Committee Chair Responsibilities

He or she is expected to:

• Implement the Board of Directors’ charges to the committee
• After reviewing the charges from the Board of Directors for the year, prepare a yearly committee budget to be approved by the Board of Directors
• Report back to the committee the decisions of the board that may affect the committee’s work or activities
• Provide leadership to the committee
• Provide oversight of committee functions
• Solicit new volunteers to serve on the committee

202.13.03 Attendance Responsibilities

He or she is expected to:

• Attend and facilitate all committee meetings
• Attend Board of Directors meetings
• Attend the MAPA leadership sessions

204.01 Management Office Responsibilities

These responsibilities will be delineated in the contract entered into by MAPA and the management company. 

204.01.01 The management office space is to be available to any Board of Directors member or committee chair for official use at any time necessary and subject to the constraints of the management company.

204.02 Documents and Records, Guidelines

204.02.01 Member access to and copies of documents not listed in the bylaws under section 100.12.01, “member rights,” shall be approved by a majority vote of the Board of Directors.  The Board of Driectors reserves the right to charge a reasonable and customary rate for copies of any record, document, policy, guideline or other MAPA document requested.  A handling fee, plus an additional per copy charge may apply.

204.02.02 All minutes from BOD meetings and committee meetings will be kept at the MAPA office.  A Directors and Officers Insurance file will be maintained.  Copies of the file will be available to members on request.

205.01 Rules and Regulations for Election of Officers

205.01.01 There will be a call for candidates at least 90 days prior to elections.  The candidate professional / platform data must be received by the Academy office at least 30 days prior to preparation of the ballots.  Candidates for elected office will be asked to submit to the Nominations Committee a statement that includes their biographical data including eligibility for office, their credentials, and their election platform.   Only the election platform will be distributed with the ballot.  The ballot shall be prepared and distributed to the membership on May 1 each year.  The ballots shall be returned or electronic voting shall end no later than midnight, June 1. The election results shall be announced no later than 10 days after receipt of ballots.

205.01.02 Preparation of Ballots

1. 1. The preparation of ballots will be supervised by the Elections Committee.
2. 2. Space for write-in candidates will be provided.

205.01.03 Verification of Candidates

The Nominations Committee of MAPA shall ensure that eligibility requirements for candidates declaring for all MAPA offices are met.

 205.01.04 Eligibility and Qualifications of Candidates

Guidelines for Candidacy for the Office of President-Elect:
A candidate for the office of President-Elect must be a current fellow MAPA member for the year preceding candidcay and have been a fellow member of MAPA for at least three of the last five years and must be a current fellow member of AAPA in good standing.  The proposed nominee must have accumulated during the past five years, two distinct years of experience as a member of the board of directors, or as a MAPA delegate to the HOD or on any of MAPA's standing committees or accumulated the necessary experience deemed appropriate by the nominations committee.

Guidelines for Candidacy for the office of Secretary and Treasurer:
A candidate for these offices must be a current fellow MAPA member for the year preceding candidacy and have been a fellow member of MAPA for at least two of the last five years or accumulated the necessary experience deemed appropriate by the nominations committee and must be a fellow member of AAPA in good standing. 

205.01.05 Distribution of Ballots

Ballots will be mailed (by regular mail or by e-mail) to eligible voters at the last address on record at MAPA in April.

205.01.06 Candidates have the opportunity to switch the office for which they wish to run if many candidates are running for the same office.  Candidates may withdraw from the election at any time prior to the close of the election.  A member may cast a write-in vote only if the person so named has agreed to run for the office and if the person meets the above qualifications for office.  

205.01.07 Should the Academy not receive, within the allotted time, a letter of intent by an eligible fellow or associate member in good standing to fill a vacant or expiring Board or House of Delegates position, that position may be filled by a majority vote of the Board of Directors at their next meeting following the election.

205.01.08 The Board may fill vacant elected offices of the Board and the House of Delegates by an internal election.

205.01.09 Vote Necessary to Elect

A candidate will be elected by receiving a plurality of the votes cast.

In the case of a tie vote, the Elections Committee Chair will draw the name of the winner from among those tied.

205.02.01 Campaigning

A candidate is allowed to campaign for office using his/her own time, money and resources. A candidate found to be using any MAPA resources not available to the general membership including but not limited to MAPA list serves and the MAPA Facebook Page (or other social newtwork) will be in violation of MAPA Policy and will be either removed from the ballot or in the case that ballots have already been distributed, all votes will be void. 

205.02.02 Sets of member address labels can be purchased from MAPA set at stated in policy 214.00.

206.01 An affiliated organization is a specialty group of physician assistants that requests of and is granted this status by the Board of Directors for purposes that are in accordance with MAPA policy.  The liaison of such specialty groups shall be MAPA fellows in good standing.

A liaison organization is a professional group that wishes to establish a formal, collegial, working relationship with MAPA to achieve common goals.

Professional organizations may attain the status of Liaison or Affiliated Organization by written mutual consent, or letter of request with statement of intent and MAPA Board of Directors’ approval.

207.01 Financial Guidelines

207.01.01 Funds to attend AAPA Leadership meetings will be made available as designated by the President with approval by the Board of Directors. 

208.01 Criteria for all Delegates

208.01.01 All candidates for MAPA Chief Delegate/Delegate to AAPA House of Delegates shall be current members of AAPA.

208.01.02 All candidates for MAPA Chief Delegate/Delegate to the AAPA House of Delegates shall be current fellow MAPA members, and additionally shall have been a MAPA member for the year preceding candidacy.

208.01.03 All candidates for MAPA Chief Delegate to the AAPA House of Delegates shall have served at least one term as a delegate with the Michigan delegation.

208.02 Delegate Terms

208.02.01 The term for delegates from Michigan to the AAPA House of Delegates shall be one year and begin on July 15^th of the year of election.

208.02.02 Chief Delegate/Delegates from MAPA to the AAPA House of Delegates are eligible for unlimited terms of service, but must submit to the election processes yearly.

208.03 Election of Delegates

208.03.01 The number of delegate seats allocated by the AAPA shall determine the number of delegates elected.   The allocation shall include the Chief Delegate such that the number of delegates required is represented by the number of available AAPA House seats minus one.  (See Standing Rules, AAPA Policy Manual)

208.03.02 The election process delineated in section 205.00 ELECTIONS of the MAPA Policy and Procedures Manual and in section 100.05 ARTICLE V: ELECTIONS of MAPA bylaws will be followed.

208.04 Charges of Delegates

208.04.01 Delegates will serve as representatives of the MAPA membership at the AAPA House of Delegates.  As such, the delegation will participate in the process of the AAPA HOD.  The delegation will strive to speak and vote in the interest of the MAPA constituency.

208.04.02 Each delegate shall be available on the floor of the convened AAPA HOD when same is in session, unless excused at the discretion of the Chief Delegate to participate in other such business as may be deemed necessary.

208.04.03 Each member of the delegation will further accept the responsibility for responding to special meetings and votes of the AAPA HOD as they may arise during the delegation's term of service.

208.05 Charges of Chief Delegate

The Chief Delegate will hold a meeting or conference call no later than the end of January prior to the convening of the AAPA HOD to discuss topics for resolution submission to AAPA HOD.  The Chief Delegate will assign resolution development to the delegates which will be submitted to the MAPA BOD for approval prior to submission to the AAPA Speaker of the House.  All formal submissions to the AAPA HOD shall have MAPA BOD approval.

208.05.01 Aside from the charges in this section, the Chief Delegate is also bound by the Charges of Delegates, as noted in 208.04.

208.05.02 The Chief Delegate will facilitate the selection of the MAPA delegation to the AAPA HOD as follows:

A.  Endorse the call for delegates.

B.  Determine candidates’ eligibility for delegate services as described in MAPA policy.

208.05.03 The Chief Delegate is charged with the supervision of the MAPA delegation in the discharge of delegate responsibilities.

208.05.04 The Chief Delegate will make sure that delegates have copies of the AAPA "Duties and Responsibilities of Delegates to the AAPA HOUSE OF DELEGATES", materials and pertinent policy manuals.

208.05.05 The Chief Delegate will provide a delegation list to the MAPA Board for certification and shall submit an official notification of delegates selected to the appropriate staff member at the national office by July 1 of the year the delegates take office.  Notification process may be in writing or by electronic method.

208.05.06 The Chief Delegate will hold not less than one meeting or conference call of the delegation no later than one week prior to the convening of the AAPA HOD for the purpose of deciding committee assignments and reviewing pending resolutions and other such business as may come before the delegation.

208.05.07 Additionally, the Chief Delegate will

A.  Arrange meetings of the delegation in timely fashion as the events of the AAPA HOD may dictate.

B.  Be available to receive, develop and refine AAPA HOD resolutions originating within the Constituent Organization.

C.  Work in conjunction with the student members of the Michigan Academy who may be participating in the Student Academy House of Delegates.

D.  Inform the HOD delegates of the reimbursement policy on a conference call prior to the AAPA HOD meeting.

208.05.08 The Chief Delegate may, after careful deliberation and consultation with the chapter President, remove a delegate from service for negligence in the discharge of delegation responsibilities, rendering them ineligible for reimbursement of delegate expenses.

208.05.09 The Chief Delegate will provide a report to the MAPA Board of Directors of the events of the AAPA House of Delegates.  In addition, an article to provide a summary of the AAPA House of Delegates proceedings to the membership will be submitted for publication.

208.06 Delegation Finances

If funds are available, each delegate must complete and return to the Academy Administrator a MAPA expense report, including receipts for reimbursement of HOD incurred expenses, within 30 days of the event’s end date.  Delegates are encouraged to conserve finances.  Delegates should use other (employer) reimbursement to cover expenses first whenever possible.  Only actual out-of-pocket expenses for approved travel, hotel and registration not covered by other reimbursements may be submitted.

209.01 The fiscal year is July 1 to June 30.

209.02 Fund Allocation

209.02.01 The Board of Directors must initially authorize the opening or closing of all checking, credit card, savings, investment accounts and other financial instruments.  Specific individuals must be approved by the Board of Directors as signatories and credit/debit cardholders with the opening of each account.

209.02.02 Before MAPA funds are committed, (1) a reasonable estimate of cost is known, (2) the appropriate line item budget balance is sufficient to cover the expense, (3) exceptions to the above must have Board approval/or Board Executive Committee approval before funds are committed and (4) the MAPA President determines emergency expenditures.

209.02.03 MAPA investment policy will be established by the Finance Committee and approved by the Board of Directors.  The policy will outline the parameters for decision making in reserve fund investments and optimum return on checking accounts and other immediately liquid assets.  Areas to be included are risk vs. return, fund performance guidelines, management and review, commission fee levels, diversity of the portfolio and short, medium, and long term objectives.

209.02.04 All fund allocations for the AAPA meetings, Chief Delegate, AAPA, MAPA CME, AAPA’s Legislative and Advocacy Summit, and other regular professional meetings and events will be established at the Spring Board of Directors meeting as part of the budget approval process for the following fiscal year.

209.02.05 MAPA Board of Directors and management staff individuals will be limited in individual expenditures by the budget and approval of the Board.

209.02.06 The Board of Directors or Executive Committee approval is required for significant additions or deletion in each year’s adopted fiscal year Financial Budget.  “Significant” will be defined as $500 or 20% of an individual line item budget account, whichever is larger.

209.02.07 The Board will designate the authority to remove funds from the investment fund for deposit to MAPA's checking account to the President, Treasurer, and/or management company.  All fund transfers must be approved by the Board of Directors prior to removal of the funds.

209.02.08 Consideration may be given by the Board to allocate funds to assist MAPA members in campaigns for AAPA elected offices.

209.02.09 The Board may approve funding for MAPA members to attend seminars and conferences of interest to the academy.

209.02.10 All printed projects, product or services over $1,000 not in the current year’s budget will have competitive bids put before the Board for approval.

209.02.11 Advertising rates and/or sponsorship contracts in MAPA publications or on MAPA’s website for sales contracts will be established during the budgeting process each fiscal year or as conditions require.

209.02.12 A MAPA credit card will be issued to the MAPA President and be held until this person completes the term of Immediate Past President of MAPA; after which, this person will be removed from the Academy account.  The MAPA Academy Administrator and Executive Director will also be issued a MAPA credit card and hold these cards until they are no longer associated with MAPA.  The MAPA Executive Director will have overall control and management of the MAPA credit card account.

209.03 Accounting Practices

209.03.01 The Association Executive Director, an officer of the management organization approved by the MAPA Board, and the Treasurer have the authority to approve invoiced check requests and assign ledger line item account numbers to each check not requested by themselves.  All check requests will be reviewed on an ongoing basis by the Treasurer.  The bookkeeper will prepare all checks, cause them to be approved and signed by two signatories and disburse the payment with proper posting to line item accounts. 

209.03.02 MAPA checks all will have accompanying expense invoice forms and expense proof of purchase receipts.  Expense invoice forms will include the following: date, party to be paid, address, billing amount and brief explanation for the billing and check number.  Also included are the date approved, signature of approving individual and ledger line item assigned. 

209.03.03 Signature privileges are granted to the Treasurer, Executive Director and Academy Administrator for outgoing checks.  Expenses are approved by the Treasurer and/or Executive Director.  An authorized signer from the current management company will be a second signer on any checks written by the Treasurer and/or Executive Director.  The President, Executive Director and Academy Administrator are granted use of the MAPA credit card for approved MAPA business.

209.03.04 All MAPA financials will be compliant with the current association management company’s financial processes and procedures, unless otherwise determined by the MAPA Board of Directors.

209.03.05 Timeline for Finance Committee and Budget Process

Each Board Meeting and/or conference call: Review, discuss, vote to approve monthly financial statements.  Financial statements include monthly profit/loss statement and monthly balance sheet statement.  Profit/loss statements shall include comparisons to approved budget and previous year’s monthly actuals.  Financial statements may also include investment portfolio.  Monthly financial statements are due within ten business days after the end of the month.  Quarterly financial statements are due within ten business days after the end of the quarter.  All financial statements must be made available to the board members upon the due date.

January

•  Second quarter financial statements due and submitted to MAPA.
•  January board meeting:
  • Identify, review and discuss current contractual agreements that are due at end of fiscal year.

February

• Finance committee work group meets to review contract agreements and make recommendations to the Board regarding financial feasibility.
• February conference call:
  • Review and discuss Finance Committee recommendations on contract agreements.
  • Notify committee chairman that their budgets are due second Monday of March

March

• March conference call
• Committee budgets are due: Second Monday of March

April

• Third quarter financial statements due and submitted to MAPA: First Monday in April
• Finance committee meeting: at least one week before April board meeting.
• Prepare a first draft budget and submit to the board.
• April board meeting

May

• Finance committee meeting: at least one week before the May conference call.
• Review and discuss Board recommendations; update budget.
• Second draft of budget due
• May conference call
• Finance committee work group meeting to finalize the budget: no later than the last Tuesday of May and submit to the board at least one week prior to the June board meeting.

June

• Fourth quarter financial statements due and submitted to MAPA: first Monday in June
• June board meeting.

July

• Open schedule

August

• Open schedule

 September

• Open schedule

October

• Open schedule

November

• Open schedule

December

• Open schedule

 209.04 Mileage Reimbursement

 209.04.01 Mileage reimbursement for staff and other non-board persons will be in accordance with current IRS guidelines. 

 209.04.02 Mileage reimbursement for approved MAPA business must be submitted within 30 days of the expense on a reimbursement form to qualify for reimbursement.  This is subject to review by the President, Treasurer, or Academy Administrator.

 209.04.03 To qualify for reimbursement for travel to Board meetings, the round trip must be in excess of 100 miles and reimbursement will be for the mileage in excess of 100 miles.

 209.06 CME Finances

 209.06.01 MAPA Conference Registration Fees

209.06.01. a Complimentary meeting registration will be given for the MAPA CME chairperson and the MAPA President.  Complimentary registration may be provided to other board members or MAPA members in good standing, upon approval of the board by the recommendation of the MAPA CME chairperson. 

209.06.01. b The amount charged for MAPA conference registration fees shall be reasonably determined by the CME chairperson in accordance with the budget process.  Any changes in MAPA conference registration fees needs voting approval from the MAPA BOD.

209.06.01. c Reimbursement for MAPA CME registration fees may be given, in accordance with the established terms and conditions defined by the Board of Directors, prior to the start of the CME event.

209.06.01.d Reciprocity will be given to PAs who are from out of state and are members of their home state academy.  Proof of active membership must be provided with the registration.

209.06.01.e Michigan PA students shall be afforded discounted registration fees.

 209.06.01.f The exhibit fee schedule may be reduced for social issues groups, state agencies and other non-profit entities at the discretion of the MAPA CME Committee chairperson.

 209.06.01.g All supporters of MAPA CME events will provide payment prior to the beginning of said event.  Failure to make payment in full may result in the inability to display, and whatever funds have been submitted would become non-refundable.

209.06.02 MAPA Conference Room Charges, Complimentary

209.06.02.a The MAPA President, MAPA CME Committee Chairperson, Executive Director and Academy Administrative Staff shall have reasonable lodging, meal, and automobile travel expenses reimbursed by MAPA.  Complimentary and reasonable lodging, meal, and automobile travel expenses may be provided to other board members upon recommendation of the CME chairperson and approval by the Board of Directors.

 209.06.02.b Michigan PA students will be afforded the lowest group per capita lodging rate available at the conference site consistent with maximum occupancy of students per lodging room.  PA student spouses are not included in this housing arrangement.

 209.06.03 The MAPA display table at CME events may be made available to individual committees for display of the committees’ programs and activities

210.01 New MAPA members will receive a membership packet and membership cards.

210.02 All new members will be acknowledged by mail within 30 days.

211.01 Membership dues may not be paid in installments. Accepted major credit cards or check may be used to pay dues.

211.02 Members, Fellow

The dues period shall be for one calendar year commencing in the month the payment was received by the MAPA office.  The amount of the annual dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted.  Any annual dues change will be effective at the next anniversary billing.

211.03 Members, Students

211.03.01 Student membership dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted and will be in effect for the duration of enrollment in the professional phase of an accredited PA program. 

211.03.02 Any student of a board approved program is eligible to become a MAPA student member regardless of the state from which he/she may come.

211.04 Members, Associate, Inactive PA (Includes retirees, out-of-state)

211.04.01 This membership category is awarded to a physician assistant who is a graduate of an accredited educational program and/or who is certified by an agency recognized by the Board of Directors but who resides out of state, is retired or otherwise inactive from clinical practice. The dues period shall be for one calendar year commencing in the month the payment was received by the MAPA office.  The amount of the annual dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted.  Any annual dues change will be effective at the next anniversary billing.

211.05 Members, Affiliate

211.05.01 MAPA Affiliate membership shall consist of individuals who do not qualify for any other membership category.  Affiliate members shall be divided into two sub-categories:

a. Pre-PA Student.  The Pre-PA Student category shall consist of individuals who are interested in the physician assistant profession and are completing prerequisites and/or applying to a PA Program.  The amount of the dues shall be determined by the Board of Directors and recorded in the minutes at which a dues change was adopted.  The Pre-PA Student membership status will be in effect for a duration of two (2) years time while the Pre-PA Student is preparing for acceptance into a PA Program and shall expire upon the student being accepted into a PA Program  or at the two year time period.  This membership status can be renewed if needed.  

b. Interested Parties and All Remaining Individuals Who Do Not Qualify for Other Membership Categories.  The dues period shall be for one calendar year commencing in the month the payment was received by the MAPA office.  The amount of the annual dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted.  Any annual dues change will be effective at the next anniversary billing.   

211.05.02 The MAPA newsletter would be provided to affiliate members upon request. Affiliate members will not have access to the members’ only area of the web site.

211.06 Members, Honorary

211.06.01 William Birch, MD, Honorary Member.  (12/74) (deceased)

211.06.02 Joette Marger, Honorary Member.  (6/75)

211.06.03 Mike Madden, Honorary Member.  (6/75)(deceased)

211.06.04 Representative William Ryan, Honorary Member.  (9/76)(deceased)

211.06.05 Harriet Gales, Honorary Member.  (1983)

211.06.06 Dr. Edward Tracy, University of Detroit Mercy, Honorary Member. (1/93)(deceased)

211.06.07 Steven Crane, PhD, Honorary Member (1/94)

211.06.08 Ron Nelson, PA-C (deceased)

211.06.09 Kenneth Moritsugu, M.D., U.S. Deputy Surgeon General

211.06.10 Marsha Salley, PA-C (6/05)

211.06.11 Gregg Haskell PA-C

211.06.12 Joel Appel, D.O.

211.06.13 Joseph Oldford, M.D.

211.06.14 William Fenn, PA-C

211.06.15 Radford Hayden, PA-C (deceased)

212.01 A hard copy of the membership list may be given free of charge to qualified (501c3, 501c6 etc.) organizations approved by the MAPA BOD.

212.02 The hard copy membership list is available to for profit companies for a fee, as set by the MAPA BOD. The purchasing company must first provide to the Academy Administrator, a statement indicating the use of the list before the membership list is sent. Current MAPA Fellow members may obtain a list of member names without charge.  

212.03 All membership list requests must be submitted to the Academy Administrator indicating the use of the list; once approved by the Administrator, the list will be sent to the purchaser.

212.04 The membership list will include name and city of requested members.  No email addresses will be released.

213.01 Mailing labels are for a one time use and can be provided as a single set of labels mailed to the company or e-mailed directly to a bonded mail house.  If name and address labels are to be used for profit by an organization or member, the labels will be provided for a one time use for a fee of: $200 if delivered electronically to a bonded mail house, $250 if peel and stick labels are mailed directly to the purchaser.  An alternate fee of: $100 if delivered electronically to a bonded mail house, $150 if peel and stick labels are mailed directly to the purchaser, will be charged for non-profit use. MAPA will provide labels to any AAPA chapter at cost.  

213.02 All mailing label requests must be submitted to the Academy Administrator indicating the use of the labels, once approved by the Administrator, the labels will be sent to the purchaser or bonded mail house.  No email addresses will be released.

214.01 Use of MAPA letterhead is strictly limited to official, sanctioned MAPA correspondence. Use of MAPA letterhead supporting a personal and/or professional opinion is strictly prohibited.

214.02 All official correspondence should be prepared on academy letterhead.   All correspondence sent out on MAPA letterhead must be copied to the MAPA office to be made part of the official file.

214.03 The MAPA logo is the exclusive property of MAPA. All entities must obtain permission from MAPA prior to use of the logo. All users must adhere to the following:

1. In any approved use, the logo may not be altered in any way, including colors, backgrounds, fonts, proportions, or existing elements of the design.
2. The logo should not be used with additional text or graphics to create a “new” logo.
3. Use of the logo shall be subject at all times to revocation and withdrawal by MAPA when, in its sole judgment, its continued use would not serve the best interests of MAPA or the public.

The Michigan Academy of Physician Assistants requires that all surveys it sends to its members must be approved by the MAPA Executive Committee as outlined in this policy. The purpose of this review is threefold:

• Survey instruments are reviewed for methodological correctness.
• Proposed research is judged for applicability to members and to the profession.
• Other possible data sources that address the research question may be available, making a survey redundant.

The overall purpose is to minimize frivolous and repetitive surveys of the MAPA membership and to encourage valid and robust research that is of benefit to PAs by maximizing survey compliance rates. MAPA encourages members to cooperate with research projects that have received its approval and to ignore those that haven't.

For Researchers:

• Potential survey instruments and cover letters should be sent to the MAPA office for initial review and all of the following will be required of each survey proposal:
  A description of the project, including a discussion of the problem being addressed by the survey
• A listing of the individual(s) and organization(s) involved in the survey process.
• The project's research hypothesis.
• The survey methodology (sample selection, instrument distribution, proposal to increase response rate, proposed analysis methodology).
• The project time line.
• What will be done with the data (published, available to the public).
• A literature review of the survey topic.
• If the survey is being submitted by a student (PA student, PA in an advanced degree program, or other graduate student), a letter from the student's advisor should be included indicating the advisor has reviewed the submitted project materials and that the project complies with any institutional requirements such as approval by ethics committees or institutional research boards.

The initial survey review by the MAPA Research Review Committee shall ensure that all the above materials were submitted and guidelines followed before making a recommendation to the Executive Committee.  After consideration of the recommendation and further review by the Executive Committee, either approval will be given or suggestions made for improvements to the instrument. Once approval is given, research may proceed. A hard copy of the final, distributed survey and cover letter should be sent to the Executive Director to be forwarded to the Executive Committee.

BACKGROUND

The purpose of this Research Policy is to guide the development, conduct, and publication of research associated with MAPA data resources.

POLICY           

Definition of Research

For the purpose of this policy, research is defined as a systematic investigation for the accumulation of scientific knowledge.  This policy is in effect whenever MAPA data resources are used for such an investigation.

Eligibility

Only current MAPA members are eligible to conduct independent research using MAPA data resources.  All research defined by this policy must receive prior approval by resolution of the MAPA board. 

MAPA shall consider research with the following purposes:

• Enhancement of MAPA’s evaluation systems
• Advancement of the physician assistant profession
• Guidance and promotion of  physician assistant professional development
• Furthering the body of knowledge related to professional association activities
• Other research areas as approved by the board

MAPA reserves the right to set priorities among areas of research interest.

217.01 Policy

Policy decisions developed by MAPA are critical to the smooth operation of the Academy and the responsiveness of MAPA to the membership and others. In order to adequately address the variety of issues that impact the diverse membership of MAPA, the MAPA Board of Directors must have a well-defined process for formalizing policy decisions. When possible, this process must include an opportunity for adequate review of the issue(s) and appropriate input from members of MAPA’s membership.

All policy decisions should be based on a set of overriding principles and guidelines that take into consideration the impact of the issue(s) on the physician assistant profession as a whole. Individual members of MAPA may disagree with the policy developed by MAPA Board of Directors. In such instances, these individuals may inform their Region Representatives of their concern or ask to be placed on the agenda of one of the open MAPA Board of Directors meetings listed on the MAPA website.

217.02 Procedure

The proposed overriding principles and guidelines are as follows:

a.  The proposed policy is in the best interest of improving the patient care physician assistants provide.

b.  The proposed policy is supportive of the advancement of the role of the physician assistant

c.  The proposed policy is consistent and supportive of the MAPA Mission Statement.

d.  The proposed policy is consistent and supportive of the MAPA bylaws

218.01 Rationale

In order to ensure the continuous coverage of the Executive Director‘s duties critical to the ongoing operations of MAPA and its services to members and stakeholders, the Board of Directors is adopting policies and procedures for the temporary appointment of an Acting Executive Director in the event of an unplanned or extended absence of the Executive Director.

While the Board acknowledges that such an absence is unlikely and undesirable, due diligence in exercising its governance functions requires that the Board have an emergency succession plan in place. It is expected that this plan will ensure continuity in external relationships and organizational operations.

A. Temporary, Unplanned Absence (Short-Term): A temporary absence is defined as an absence of less than three months and one in which the Executive Director will return to his/her position once the events precipitating the absence are resolved.  An unplanned absence is one that arises unexpectedly, in contrast to a planned leave, such as a vacation or sabbatical.

1. In the event of an unplanned short-term absence, the Board of Directors empowers the Executive Committee of the MAPA Board of Directors to implement the terms of this emergency plan.
2. In the event of an unplanned absence of the Executive Director the President or highest ranking Board member is instructed to immediately notify the Executive Committee members of the absence.  As soon as feasible, the President will convene a meeting of the Executive Committee to affirm the procedures in this plan and to make modifications, if needed,  as the Committee deems appropriate.                                                   
3. The Executive Committee may also consider the option of splitting executive duties among designated appointees.
4. Authority of Acting Executive Director: The Acting Executive Director shall have the authority for decision-making and independent action as did the departing Executive Director with the following stipulations:

a. Stipulation (if any)

b. Stipulation (if any)

1. Compensation of Acting Executive Director: To compensate for the additional responsibilities required of the Acting Executive Director, he/she shall be offered additional compensation for the term of the short-term unplanned absence. Compensation will be in the form of a per diem rate of $_____ for time spent by the Acting Executive Director directly on MAPA business.
2. Board Oversight of Acting Executive Director: The Acting Executive Director shall report to the

President (or Board designee) regarding operational issues during the short-term absence of the Executive Director. It is anticipated that reporting will occur frequently (recommended to be weekly) to ensure that the Board is fully informed about matters important to the organization’s stability.

1. Completion of Short-Term Emergency Succession Plan:  The decision about when the absent Executive Director will return to lead will be determined by the Executive Committee who will mutually decide upon a return to work dates. A reduced schedule for a set period of time may be allowed with approval of the Board.

B. Long-Term Unplanned Absence: A long-term unplanned absence is defined as an absence of more than three months and one in which the Executive Director will return to his/her position once the events precipitating the absence are resolved. A long-term unplanned absence is one that arises unexpectedly. The procedures and conditions to be followed should be the same as for the short-term absence with one addition:

1. The Board of Directors will give immediate consideration, in consultation with the Acting Executive Director, to arrange for additional assistance to provide support for the management position left vacant by the Acting Executive Director. This is in recognition of the fact that for a term of more than three months, it may not be reasonable to expect the Acting Executive Director to carry the duties of both positions.

C. Unplanned Permanent Change in Executive Director: A permanent change occurs when the Board of Directors determines that the Executive Director will not be returning to the position. In this situation, the procedures and conditions will remain the same as for the long-term temporary absence with one addition:

1. The Board of Directors will appoint a Transition and Search Chair and subsequent Committee within 30 days to plan and carry out a transition to a new permanent Executive Director. The Board will also consider the need for outside consulting assistance depending on the circumstances of the transition and the board’s capacity to plan and manage the transition and search. The Transition and Search Committee will also determine the need for an Interim Executive Director, and plan for the recruitment and selection of an Interim Executive Director and/or permanent Executive Director.

D. Communications Plan: Immediately upon transferring the responsibilities to the Acting Executive Director, the President or designee will notify members of the Board of Directors and management organization of the transition. The Board and Acting Executive Director shall also communicate the temporary change in leadership structure to the key stakeholders of the organization in accordance with the communication plan below.

1. Board President     

   a. Notify Executive Committee

   b. Notify Management Organization Leadership

   c. Schedule Board Meeting/ Conference Call 

2.  President Elect       

   a. Notify Region Representatives

   b. Notify Committee Chairs                                           

3.  Executive Committee 

   a. Identify Spokesperson

   b. Review Executive Director’s schedule

   c. Assign/ Designate Board members to specific meetings/tasks

   d. Identify leader of search committee for Interim Executive Director

4.  Board of Directors 

   a. Approve Acting Executive Director

   b. Communicate status change to members and key contacts

219.01 POLICY
The purpose of this conflict-of-interest policy is to prevent the institutional or personal interests of MAPA board members, officers, and staff from interfering with the performance of their duties to MAPA, and to ensure that there is no personal, professional, or political gain at the expense of MAPA. This policy is not designed to eliminate relationships and activities that may create a duality of interest, but to require the disclosure of any conflicts of interest and the recusal of any interested party in a decision relating thereto.

A conflict of interest may exist when the interests or potential interests of any director, officer, or staff member, or that person’s close relative, or any individual, group, or organization to which the person associated with MAPA has allegiance, may be seen as competing with the interests of MAPA, or may impair such person’s independence or loyalty to MAPA. A conflict of interest is defined as an interest that might affect, or might reasonably appear to affect, the judgment or conduct of any director, officer, or staff member in a manner that is adverse to the interests of MAPA.

Examples
A conflict of interest may exist if a director, officer, staff member, or close relative:

• Has a business or financial interest in any third party dealing with MAPA. This does not include ownership interest of less than 5 percent of outstanding securities of public corporations.
• Holds office, serves on a board, participates in management, or is employed by any third party dealing with MAPA, other than direct funders to MAPA.
• Derives remuneration or other financial gain from a transaction involving MAPA (other than salary reported on a W-2 or W-9 or salary and benefits expressly authorized by the board).
• No personal gift of money should ever be accepted from any third party on the basis of their position with MAPA.

219.02 Use of Information
Directors, officers, and staff shall not use information received from participation in MAPA affairs, whether expressly denominated as confidential or not, for personal gain or to the detriment of MAPA.

219.03 Disclosure and Recusal
Whenever any director has a conflict of interest or a perceived conflict of interest with MAPA, he or she shall notify the board chair of such conflict in writing.

Whenever any staff member (paid or volunteer) has a conflict of interest or a perceived conflict of interest with MAPA, he or she shall notify the chief executive of such conflict in writing.

When any conflict of interest is relevant to a matter that comes under consideration or requires action by the board, or a board committee, the interested person shall call it to the attention of the board chair and shall not be present during board or committee discussion or decision on the matter. However, that person shall provide the board or applicable committee with any and all relevant information on the particular matter.

The minutes of the meeting of the board or its committee shall reflect that the conflict of interest was disclosed, that the interested person was not present during discussion or decision on the matter, and did not vote.

219.04 Dissemination
A copy of this conflict-of-interest policy shall be furnished to each director, officer, planning committee member and staff member who is presently serving this organization or who may become associated with it.

219.05 Certification
The policy and its application shall be reviewed annually for the information and guidance of directors, officers, and staff members, each of whom has a continuing responsibility to scrutinize their transactions and outside business interests and relationships for potential conflicts of interest, and make such disclosures as described in this policy.

As administered by the chief executive, each director will be asked to complete a certification of agreement with the policy and disclosure of any known conflicts of interest upon his or her election or re-election to the board and annually thereafter. As administered by the employee in charge of human resources, each senior staff member will be asked to complete such a certification upon his or her employment and on an annual basis thereafter. All certifications shall be reviewed by the board as appropriate.

Due to recent events including the deaths of George Floyd, Breonna Taylor, and Ahmaud Arbery, the Michigan Academy of Physician Assistants (MAPA) acknowledges the existence and impact that institutional racism has on the black community. MAPA speaks out against it in all contexts. 

Institutional racism is not only a justice issue but also a public health crisis. As PAs, many of us work in communities where we deal with these health disparities head on in the care of our patients, family, and self. MAPA strives to stand against these injustices and to support our Black colleagues and patients along with all people of color. 

So what is MAPA doing about it? We are currently working on putting together a toolkit of resources for our members to utilize while looking to become more versed in the issue of racial justice, equity, and inclusion. We will continue to promote policies and legislation that will improve PA practice laws and reimbursement so that PAs can be better utilized in black communities, and we will soon be forming a Diversity and Inclusion Taskforce to evaluate what MAPA to do to serve both the black members of the PA community and the black patients we care for.

If you have any feedback or ideas on how MAPA can better serve the Black members of our organization or the Michigan community please reach out to any of the executive committee members as listed below or mapa@michiganpa.org. 

At the March 2023 meeting of the Michigan Academy of Physician Assistants Board of Directors, the Board supported a comprehensive approach to empower PAs and our patients to prevent gun violence. Gun violence is a high-priority public health issue.  We support evidence-based solutions to reduce the risks of anyone experiencing gun violence. The following are specific areas that deserve focus from and support for Michigan PAs.

In 2022, Over 45,000 people died from gun violence in the United States. This is more than vehicle deaths and similar to the impact of Breast and Pancreatic cancers. Guns are the leading cause of death for children (18 or younger) in the United States. The U.S. experiences a similar size population facing mental illness (~17%) as other developed countries but significantly more gun violence than any other developed country. Gun violence costs $280 billion a year in the U.S.

Gun violence is preventable. MAPA supports a public health approach to preventing gun violence. This approach includes conducting surveillance to understand causes and success rates of interventions. Identifying risk factors associated with gun violence. Developing, implementing and evaluating interventions to reduce risk factors and build resilience.

Successful prevention strategies should be institutionalized within the PA practice of medicine.

Therefore, MAPA supports Michigan PAs committed to preventing gun violence through surveillance, research, education and advocacy. We support Michigan PAs discussing gun violence risks with their patients and providing education to their patients regarding gun violence prevention strategies. MAPA’s Legislative Committee recommends support for evidence-based gun policy changes including but not limited to increasing access to safety devices, stronger enforcement of existing gun laws, and more effective “red flag” laws like Extreme Risk Protection Orders.

221.01 Background

221.01.01 Understand The Burden of Gun Violence

• Over 45,000 people die from gun violence every year in the United States. More than vehicle deaths and similar to the impact of Breast Cancer and Pancreatic Cancer
• The U.S. experiences a similar size population with mental illness (17%) as other developed countries but significantly more gun deaths.
• Guns are the leading cause of death for children in the U.S..
• Gun Violence Costs $280 billion a year in the U.S.. 

221.01.02 Gun Violence is Preventable (approved March 17, 2023)

• For example, half of suicides in the United States involve firearms and the firearm suicide rate has increased by 24% in the last two decades. Access to guns can reduce the risk of child and adolescents dying by suicide. 
  •  When a home contains unlocked guns the odds of a child or adolescent dying by firearm suicide is more than twice as high as in households where all guns are locked.12
  • The risk of suicide by gun is more than twice as high in households with loaded guns, as compared to households with unloaded guns.11
  • Storing ammunition together with firearms as opposed to separately also increases the risk of suicide two-fold.11
• MAPA supports a public health approach to the prevention of gun violence which include
  • Conducting surveillance to track gun-related deaths and injuries, gain insight into the causes of gun violence and assess the impact of interventions;
  • Identifying risk factors associated with gun violence (e.g., poverty and depression) and resilience or protective factors that guard against gun violence (e.g., youth access to trusted adults);
  • Developing, implementing and evaluating interventions to reduce risk factors and build resilience; and
  • Institutionalizing successful prevention strategies.

221.01.03 What Can We Do?

• Continued Surveillance, Research and Education
  • Surveillance
  • Research
  • Education
• Support Our Patients
  • Discuss Gun Violence Risks with Patients
  • Provide Education to Patients re Gun Violence Prevention
• Support Evidence-based Gun Policies
  • Examples:
    • Increase Access to Safety Devices
    • Extreme Risk Protection Orders
    • Enforce Existing Gun Laws

3/23/23