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GIR Bylaws

I:
 Name
II:
 Purpose
III:
 Membership
IV:
 Officers and Steering Committee
V:
 Nominations and Elections Process
VI:
 Meetings
VII:
 Bylaws

Revised and approved by AAMC Executive Council at the June 19-20 Meeting in Washington, D.C.

I: Name

The name of this organization shall be the Group on Information Resources of the Association of American Medical Colleges (AAMC), hereafter called the GIR.

II: Purpose

Mission Statement:

The purpose of the GIR is to provide a forum for individuals in relevant roles of leadership and responsibility to promote excellence in the application and integration of information resources in academic medicine, including medical education, clinical care, medical and health sciences research, health science libraries, public health, and institutional planning.

  1. The GIR fosters:
     
    1. the development and continued improvement of information resources in AAMC member medical schools, teaching hospitals and health systems, and academic societies;
       
    2. the professional development of leaders of information resources in medical schools and teaching hospitals;
       
    3. the development of policies that recognize the fundamental importance of information resources in medical education, health care delivery, clinical care, and basic and clinical research;
       
    4. in collaboration with other professional groups, such as AMIA, the advancement of research in information resources, medical informatics and related science and technology and the dissemination of the results of that research.
       
  2. A primary function of the GIR is to stimulate the collaboration and development of quality information resources in medical schools and teaching hospitals by:
     
    1. promoting communication among GIR members;
       
    2. promoting communication between AAMC and constituent groups;
       
    3. contributing advice and input from informed GIR members to the AAMC on matters related to information resources;
       
    4. being responsive in identifying GIR member needs;
       
    5. exploring activities related to information resources within other AAMC groups.
       
    6. A primary function of the GIR is helping institutions realize the vision of integrated information systems in academic medical centers.

III: Membership

  1. Membership Categories:
     
    1. The dean of each member medical school may appoint up to three voting members of the GIR. The Chief executive officer of each member teaching hospital or health system may each appoint up to three voting members to the GIR. Members of the Council of Academic Societies (CAS) may each appoint one voting member.
       
    2. Faculty, staff, residents, and students of AAMC member institutions who are not appointed as voting members may join the GIR as non-voting individual members. They may receive mailings, subscribe to information resources of the GIR including conferences and listserves, and attend meetings at the same cost as institutional appointees.
       
  2. Institutional Membership Guidelines:
     
    Institutional leaders are encouraged to appoint, as voting members, persons who have one or more of the following responsibilities.
     
    1. Chief Information Officers, Associate Deans and Assistant Deans responsible for information resources, or individuals with equivalent responsibilities at their respective institutions.
       
    2. Health Science Library leaders.
       
    3. Directors of Medical Informatics programs.
       
    4. Medical Education professionals with information resources responsibilities.
       
    5. Other leaders in the application of information resources in medical schools, teaching hospitals, and practice plans including persons with administrative, clinical, research and/or educational responsibilities.

IV: Officers and Steering Committee

  1. The officers of the GIR shall include: a Chair, a Chair-Elect, an Immediate Past Chair, and an Executive Secretary.
     
    1. The Chair of the GIR may not serve consecutive terms.
       
    2. The Chair-Elect shall be elected annually by a simple majority of the voting members voting in advance of the annual group meeting, to fill the term as the Chair one year hence.
       
    3. The Executive Secretary shall be appointed by the AAMC President and shall be an AAMC staff member. The Executive Secretary shall coordinate the provision of appropriate staff support and assist in the general direction of the GIR.
       
  2. If the seated Chair is temporarily unable to carry out a designated function the immediate Past Chair will serve as replacement.
     
  3. The GIR Steering Committee shall be composed of:
     
    1. The Chair, the Chair-Elect, and the Immediate Past Chair.
       
    2. Six elected members who shall each serve, three year terms, two individuals to be elected each year so as to provide staggered membership.
       
  4. The Steering Committee will, until the next annual meeting, appoint a person to fill in any elected position prematurely vacated.
     
  5. A quorum of the Steering Committee shall consist of 2/3 of the membership.
     
  6. The Chair of the GIR has the authority to create subcommittees to accomplish the mission of the Group.
     
  7. Other Standing or Ad Hoc GIR Committees may be authorized by vote of the Steering Committee or GIR membership.

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V: Nominations and Election Process

  1. A Nominating Committee appointed each year by the Chair in consultation with the Steering Committee, shall be chaired by the Immediate Past Chair.
     
  2. Nominations for the Chair-Elect shall be made by a Nominating Committee appointed by the GIR Chair in consultation with the Steering Committee, and such nominations shall be publicized in advance to the membership. Prior to the election the nominating Committee will solicit the membership for possible candidates, providing the consent of the person so nominated has been received.
     
    1. Any voting member of the GIR may be a candidate for Chair-Elect or Steering Committee.
       
    2. Candidates will be selected and a ballot prepared by the Nominating Committee.
       
    3. The Chair-Elect shall be elected annually prior to the national GIR annual meeting by a simple majority of voting members who vote in response to a mail ballot.
       
  3. Election Process:
     
    After the annual meeting all GIR voting members will be queried for nominations for both Chair-elect and Steering Committee members.
     
    1. A request for nominations will be mailed in November for return by December 15th.
       
    2. The slate of candidates will be established and reported at the winter meeting of the Steering Committee.
       
    3. The ballot will be mailed to the membership in February.
       
    4. The ballot must be returned by a stipulated date that allows for ballots to be counted and candidates to be notified of the results prior to the GIR spring meeting.
       
    5. Any elected member may run for reelection following a five year hiatus.

VI: Meetings

  1. GIR business meetings will be held in conjunction with the annual GIR Conference and at the AAMC annual meeting. Business meetings are open to GIR members interested in attending.
     
    1. The national chair of the GIR shall be the presiding officer.
       
    2. An agenda for the meeting will be prepared and distributed to the membership prior to the meeting.
       
    3. Voting members from at least 50 institutions shall constitute a quorum at the business meeting.
       
  2. Additional meetings of the membership may be called by the GIR Steering Committee or upon the petition of at least one appointee from a minimum of 25 member institutions.
     
  3. Between annual or special meetings of the membership the Steering Committee is authorized to carry out the business of the organization.
     
  4. Actions may only be taken at meetings of the membership or the Steering Committee at which a quorum is present. At such meetings, decisions will be made by majority vote of those qualified to vote.
     
  5. In the conduct of meetings, the order of business shall be under the direction of the Chair who shall make all parliamentary decisions. Such decisions may be reversed by two-thirds majority of the voting members present and voting.
     
  6. For matters not covered in these Rules and Regulations, parliamentary authority shall be Roberts Rules of Order.

VII: Bylaws

A. Bylaws changes may be proposed as deemed necessary by the Steering Committee.

B. Ratification of proposed Bylaws changes will follow the same procedures and timetable as those established for elections.

C. Bylaws changes, ratified by the membership, will become effective after the AAMC Executive Council has given their approval.

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