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WGEA Rules and Regulations
Purpose
To define the organization and governance of the Western Group on
Educational Affairs (WGEA).
Membership
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Membership is by institution with annual dues to be set by the
WGEA Executive Committee in consultation with the GEA Steering Committee.
Institutions eligible for membership include those medical schools
that are currently members of the Association of American Medical
Colleges or the American Osteopathic Association, and hospitals
with accredited GME programs.
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All faculty and staff members within member institutions will
accrue the benefits of institutional membership. All individual
participants in WGEA are strongly urged to enroll as members in
the national Group on Educational Affairs.
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The decanal appointees of the GEA in the member institutions
or an administrator with responsibility for education in non-GEA
institutions will serve as primary conduits for communication with
individual members within these institutions.
Meetings
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Business meetings of the Western GEA shall be held at least once
annually. Typically meetings will occur at the Spring Regional Meeting
and at the AAMC national meeting in the Fall. The membership institutions
will be notified of such meetings at least 30 days prior to the
date of the meeting.
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Institutional representation will be noted in the minutes in
conjunction with each action taken.
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Actions will be decided by a simple majority of those members
present.
Officers
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WGEA officers shall consist of a Chair, a Chair-elect, an Annual
Spring Program Chair, an Annual Spring Program Chair-designee, a
Member-At-Large, representatives from the four GEA Sections (Undergraduate
Medical Education, Graduate Medical Education, Continuing Medical
Education, Research in Medicine Education), and a Treasurer. Election
of the Chair-elect, Member-At-Large, and four section representatives
shall take place at the fall meeting. The Chair-elect and Member-at
Large shall be elected in staggered years. GEA Section representatives
will be elected in staggered years, with the representatives for
the Undergraduate Medical Education Section and the Continuing Medical
Education Section elected in the same year as the Chair-elect. Representatives
of the Graduate Medical Education Section and the Research in Medical
Education Section will be elected in the same year as the Member-at-Large.
All elected officers shall assume office immediately following their
election and serve two-year terms. The Chair-elect will assume the
position of Chair for a term of two years immediately following
completion of his/her term as Chair-elect. The Annual Program Chair-designee
will be appointed by the Chair, during the spring business meeting,
two years prior to the conference for which he or she is responsible.
He/she will assume the position of Annual Program Chair, one year
prior to the conference for which he or she is responsible. The
Treasurer shall be appointed by the Chair, with the concurrence
of the Executive Committee, and will serve at the pleasure of the
Chair.
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The Chair shall preside over all meetings and represent the WGEA
on the GEA Steering Committee. When unavailable these responsibilities
will pass to the Chair's designee.
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The Chair shall be responsible for maintaining WGEA records,
and taking and distributing minutes of business meetings. The Chair
and the Treasurer shall be jointly responsible for keeping the financial
records. The Chair shall serve as the head of the WGEA Executive
Committee and as a member of the Annual Program Committee.
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If a vacancy in an elected office occurs before the completion
of the incumbent's term, the position may be filled by an appointee
of the Chair in consultation with the other members of the WGEA
Executive Committee until an election can be held at the Fall WGEA
business meeting under the guidance of the WGEA Nominating Committee.
Committees
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The WGEA will include three committees: a WGEA Executive Committee,
a Nominating Committee, and an Annual Program Committee.
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The WGEA Executive Committee shall be composed of the Chair,
the Immediate Past Chair, the Chair elect, the Member-At-Large,
the representatives of the four GEA Sections, the annual Spring
Program Chair, the Spring Program Chair Designee , and the Treasurer.
The Executive Committee shall meet at least annually at either the
spring or fall meetings.
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The Nominating Committee shall be composed of the Immediate Past
Chair and two additional members appointed for a one-year term by
the Chair. The Nominating Committee shall prepare a recommended
slate of candidates for elected positions and present them to the
Executive Committee for approval. The recommended slate will then
be posted on the WGEA Web site at least thirty days prior to the
fall meeting. The vote will be taken at the Fall meeting and by
a signed absentee ballot (to be returned to the Committee prior
to the Fall business meeting). Nominations will also be accepted
from the floor at the time of the fall meeting , and write-in ballots
will be accepted. If necessary, the Nominating Committee shall tally
any election results prior to the end of the Fall business meeting.
The results shall be announced at that meeting.
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The Annual Program Committee: The WGEA Chair and the GEA Section
Representatives will serve members of the Program Committee. Additional
members of the Annual Program Committee will be selected by the
Program Chair for the upcoming meeting.
Finance
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The activities of the WGEA shall be supported by annual institutional
membership dues, program registration fees, and a surcharge on program
registration fees for persons from non-member institutions. The
amount of dues and fees will be set by the WGEA Executive Committee
in consultation with the GEA Steering Committee.
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Funds from other sources may be sought and may be used at the
discretion of the Executive Committee to defray the costs of meetings
or for other purposes. Disbursement of these funds must be detailed
in an Annual Financial Report.
Amendments
These bylaws may be altered, repealed, or amended or new bylaws
adopted by a two-thirds vote of members present at a spring or fall
business meeting or by absentee mail/e-mail ballot, of which 30
days notice of the proposed bylaw changes has been given to all
institutional members. Those voting must represent a majority of
the institutional membership.
Last approved: November 12, 2002
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