EMARC - Guidelines

Emergency Medicine Association of Residency Coordinators


	EMARC Guidelines
	Section I - Organizational Structure
	Membership: The Emergency Medicine Residency Coordinators are an organization structure within the Council of Emergency Medicine Residency Directors (CORD), established to provide educational opportunities and professional development for residency coordinators. Residency Coordinators from programs with current membership in CORD are eligible to participate (the membership). Dues shall be collected annually by CORD. The invoiced amount, which is collected will be assigned to the EMARC account for use as necessary to meet the organization’s financial obligations. The parent organization (CORD) while collecting and holding the financial accounts for EMARC are in no way financially responsible for any debts incurred by EMARC.
	Structure: The Executive Committee shall consist of ten (10) members. Those members will be a Chairman, Vice Chairman, Secretary, Treasurer and five (5) members at large and one (1) ex officio member from CORD. These representatives will be elected by the membership of EMARC. An Emergency Medicine coordinator must be nominated by a member of the organization during the “call for nominations” The nomination committee shall submit a ballot of eligible candidates to the membership thirty (30) days prior to the annual forum. Election shall be by a simple majority and held at the annual forum. Mailed ballots for those who are unable to attend the forum shall be accepted and included in the count if received no later than the second (2nd) Thursday prior to the annual forum. Elected officers shall assume office at the close of the annual forum. Elected officers shall serve for a period of two (2) years. Officers may hold office for more then one (1) term, but no more than two (2) consecutive terms. Vacancies on the Executive Committee will be appointed, upon recommendation of the Executive Committee, to serve out the remainder of the unexpired term. If the vacancy is the office of the Chairman, prior to the expiration of the term, the Vice Chairman shall assume the duties and authority of the Chairman for the remainder of the unexpired term. Due to this change in leadership, the vacant Vice Chairman position will be filled according to the policy stated above.
	Meetings: The Executive Committee shall meet, via conference call, no less than once a month and in person at the annual forum. The Executive Committee shall determine the days and time of the monthly meetings. The membership shall meet annually at EMARC’s Forum to be held during the conference of one of emergency medicine’s national organizations. A business meeting will be held for the membership at which time, at a minimum, the following will be presented: • A financial annual report. • Report of the activities of the Executive Committee and each standing/ad-hoc committee. Report of the nominations and election results.

	Section II - Job Descriptions for the Executive Committee
	Members of the Executive Committee: Purpose: To act as voting members of the Executive Committee with full authority and responsibility to develop policies, procedures and regulations for the operation of EMARC. To monitor the organizations financial health, programs and overall performance. Establish Policies Monitor finances. Create and update long–range plans for EMARC. Select and support the organization’s standing and ad hoc committee members and periodically review their performances. Adopt key operating policies and procedures, approve contracts as appropriate. Individual Executive Committee Member Duties: Attend all Executive Committee meetings, activities, including special events. Become knowledgeable about the organization. Come to Executive Committee meetings well-prepared and well-informed about issues on the agenda. Contribute to the meetings by constructively expressing their point of view. Consider other view points, make constructive suggestions and help the Executive Committee make decisions that benefit the organization. Represent the organization to individuals, the public and other organizations. Assume leadership roles when asked. Keep the Chairman informed about any concerns the membership has. Rationale: The Executive Committee members set broad policies and goals and give the Chairman the support to implement them in the day-to-day management of the organization. Individual members of the Executive Committee have no authority to act independently of the Executive Committee. Executive Committee members are also “trustees’ of the organization who approve the annual budget that ensures it can meet its financial obligations.
	Chairman: Purpose: To supervise Executive Committee members as the principal elected officer of EMARC. Duties and responsibilities: Preside over meetings of the Executive Committee and the annual forum. Serve as ex-officio member of all standing and ad hoc committees. Work with CORD to see that all orders and resolutions of the membership are carried out. Coordinate the work of the members of the Executive Committee and standing/ad hoc committees. Call special meetings as the need arises. Establish communication between all Executive Committee members and CORD Facilitate the Executive Committee’s decision making. Develop a positive working relationship with CORD. Act as official spokes person for the Executive Committee. Work with the Membership/Newsletter Committee to recruit new members. Foster a sense of team spirit on the Executive Committee. Rationale: The Chairman’s main responsibilities are to manage and direct the Executive Committee members and to preside over all Executive Committee meetings.
	Vice Chairman: Purpose: To take over the duties and responsibilities of the Chairman in his/her absence. To be standing Chair of the Nominating Committee. Duties and responsibilities: To attend all Executive Committee meetings. Work closely with the Chairman to become familiar with the duties and responsibilities of the Chairman’s position. Assume the office of Chairman when the Chairman is unavailable. Chair the Nominating Committee. Chair any of the ad hoc committees, which may be formed to carry out the responsibilities of the Executive Committee. Fill the unexpired term of the Chairman who resigns or otherwise moves off the Executive Committee. Rationale: This role is important to ensure the orderly transition of Executive Committee leadership. To be adequately prepared he/she should work closely with the Chairman. The Vice Chairman must be familiar with the Executive Committee’s various projects and the work of the standing/ad hoc committees in the event that he/she must take over the duties of the Chairman.
	Secretary: Purpose: The Secretary shall record all the proceedings of EMARC’s meetings and receive and distribute EMARC’s mail. Duties and Responsibilities: Record all Executive Committee meetings and the business meeting at the annual forum. Ensure that all Executive Committee members are notified of the times and dates of all meetings. Review Executive Committee minutes for accuracy. Distribute meeting minutes for the Executive Committee via email within two (2) weeks following each meeting Maintain a register of the Executive Committee member’s addresses, phone numbers and email addresses The Secretary's business address will be used for EMARC’s business address. The Secretary will be responsible for receiving and distributing EMARC's mail When necessary, obtain information from records and minutes to assist decision making Rationale: The Secretary keeps track of the organization’s documents and records and ensures the accuracy of minutes and maintains the calendar of meetings.
	Treasurer: Purpose: The treasurer shall be responsible for accurate keeping of EMARC’s finances and reporting of these to the membership at the general meeting or as required by law. Duties and Responsibilities: Work with CORD staff to review and submit full and accurate financial data to the membership. Review EMARC’s annual audit/review and answer questions from the membership, CORD and any independent auditing organizations. Ensure that the organization’s financial policies are being followed. Assist the Chairman in preparing EMARC’s annual budget. Produce monthly statements of activity, including revenue and expenses. Create an annual financial report to be distributed to the membership at annual forum. Rationale: The role of the Treasurer is to ensure the financial integrity of the organization. The Treasurer is expected to make periodic reports to the Executive Committee as well as the membership.
	Members at Large: Purpose: There will be five (5) Members-at-Large on the Executive Committee from the membership, to represent the membership. Duties and Responsibilities: Participate in Executive Committee meetings. Represent the membership by providing the Executive committee with feedback from the membership on issues of concern. Rationale: The role of the members at large is to assist in the cohesiveness of the membership by interacting with members, obtaining feedback and bringing matters of concern to the attention of the Executive Committee.
	Section III - EMARC Standing Committees
	There are four (4) standing committees within EMARC: EDUCATION COMMITTEE MEMBERSHIP / NEWSLETTER COMMITTEE NOMINATING COMMITTEE PLANNING COMMITTEE A member of the Executive Committee will Chair each standing committee. EDUCATION COMMITTEE: Purpose: The Education Committee will gather, develop and organize educational materials to aid in the professional development of the membership. Projects include, but are not limited to, a universal job description, coordinator’s handbook, and the annual salary survey. Additionally, the Education Committee is charged with the development and implementation of a certification process for Emergency Medicine Residency Coordinators. MEMBERSHIP / NEWSLETTER COMMITTEE: Purpose: To ensure that all Emergency Medicine programs, accredited by the Accreditation Council for Graduate Medical Education (ACGME), are represented in EMARC. This committee will develop programs and initiatives to promote membership and disseminate information to the membership. NOMINATING COMMITTEE: Purpose: Nominating Committee will oversee the election process for the Executive Committee, excluding the members at large. This includes collecting the nominations for the Chairman, Vice Chairman, Secretary and Treasurer positions. Distributing and collecting the election ballots from the membership, including absentee ballots. Tallying the election ballots. Announcing the results of the election. PLANNING COMMITTEE: Purpose: Members will be responsible for the coordination of the coordinator’s annual forum. This membership will consist of no less than five (5) members. Responsibilities and duties will be equally divided among all members. AD HOC COMMITTEES: Purpose: Ad hoc committees may be designated as needed to carry out the responsibilities of the Executive Committee. These committees may be formed at any time as needed and may be composed of members from the general membership assigned to work on a specific project. The chair of these committees would usually be the Vice Chairman of the Executive Committee.
	Section IV - Miscellaneous Guidelines
	TERM OF OFFICE: Recommendation is that term of each position be for two (2) years. The Vice Chairman will become the Chairman of the Executive Committee after serving two (2) as Vice Chairman. That will ensure a smooth transition of leadership. Other members of the Executive Committee can be nominated and elected as Vice Chairman to eventually take over as Chairman after serving to (2) year term. The term for any standing and ad hoc committees would be for the duration of their project(s). FINANCES: EMARC and its members shall not seek independent funding or support from outside sources without prior consent of the CORD Board. No part of EMARC’s income shall be paid, distributed or otherwise inured to the benefit or use of its members. Distribution will be made for services rendered and to make payments and distribution in furtherance of EMARC’s general purposes. In the event of the discontinuation of EMARC, any remaining funds will be given to CORD. AMENDMENTS: These Guidelines may be amended by a simple majority of voted by the membership. The following procedure will be followed for revising EMARC’s Guidelines: Proposed amendments shall be submitted in writing to the Chairman of the Executive Committee. Only current members of EMARC may submit amendment proposals. The proposed amendment(s) shall be placed on the Executive Committee’s monthly meeting agenda. The Executive Committee must discuss the issue within two monthly meetings. The Executive Committee will vote to determine if the proposal is taken to the membership for voting. If the Executive Committee votes favorably then the Executive Committee has thirty (30) days to provide written notification to the membership of the proposed amendments(s). From the date the membership is notified of the proposed amendment(s) voting shall occur within sixty (60) days. If the Executive Committee votes unfavorably a letter of explanation will be provided to the member who made the request.