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Rules and Regulations and GBA Charter

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Rules and Regulations

Read the Group on Business Affairs rules and regulations (PDF).

Charter

Below is the Group on Business Affairs Charter, approved by the AAMC CEO [or designee] on December 31, 2021.

I. Name and Authority

A. Name. The name of the group shall be the Group on Business Affairs of the Association of American Medical Colleges (AAMC), herein after referred to as GBA.

B. Authority. This Charter governs the GBA pursuant to the current version of the Groups Rules and Regulations approved by the AAMC Board of Directors, incorporated by reference. This charter and any process documents must be in alignment with the Groups Rules and Regulations.

II. Purpose

A. The purpose of the GBA shall be to advance administrative and fiscal management in academic medical institutions to support medical education, research, and health care.

B. The GBA shall effectuate its purpose by:

  • Improving efforts to educate constituency groups internal and external to the AAMC on the financing of medical schools in a manner that identifies the effective use of all resources, including financial, physical and human.
  • Offering educational opportunities to reach out to constituents via meetings, webinars, group liaisons, communication materials, etc.
  • Increasing the content of business affairs and medical school operations to other AAMC Affinity Groups.
  • Increasing awareness of the tools available through the AAMC for institutional and benchmarking purposes.
  • Developing the leadership potential of our members.

III. Membership

A. Participants. The participants shall consist of persons at AAMC member medical schools with responsibilities in finance, administration, operations, human resources, planning, and management.

i. Appointing Authority. The dean shall appoint a senior member of their staff to serve as the primary contact for the AAMC and to the GBA on matters related to medical school business, fiscal and administrative management. This person will be referred to as the Principal Business Officer (PBO). The dean or PBO may appoint an unlimited number of additional persons to the GBA. These additional persons will be referred to as Other Administrators of the group. These members will have the privileges of the floor in all discussions.

ii. Deans of schools holding affiliate membership in the AAMC (such as the Canadian medical schools) may appoint members to the GBA. These members shall have the privileges of the floor in all discussions and shall be entitled to one vote per school.

B. There are four positions in the GBA: PBO, Other Administrator, Canadian Principal Business Officer, and Human Resources Interest Group member

C. Voting participants. Voting participants shall be the Principal Business Officer, which, by proxy, is one vote per school.

D. Non-voting participants. Non-voting participants, which are those not employed at AAMC member medical schools, shall be elected to the GBA by the membership or by its Steering Committee. Non-voting participants shall have the following privileges: access to the GBA newsletter, GBA listserv, and invitation to participate in the Spring Professional Development Conference.

E. Other: The Human Resources Interest Group is self-designated and all participants must be affiliated with an AAMC member institution.

IV. Officers and Terms

A. Officers. The Officers of the GBA include the Chair-Elect, Chair, and Immediate Past Chair.

B. Eligibility of Officers. Eligible candidates for officer positions are those who are currently members of the GBA.

C. Term of Officers. The Chair-elect shall be elected annually and shall commence one year thereafter. The term of the officers shall be for one year. Officers shall begin and conclude their terms contemporaneous with the spring GBA professional development conference, or soon thereafter in the event that the conference is cancelled.

D. The GBA chairperson may not serve consecutive terms unless in the event that the elected chair-elect is unable to serve.

E. Nominations for the Chair-elect shall be named by a Nominating Committee (see below).

V. Committees

A. Steering Committee. The GBA Steering Committee shall be composed of:

  • National Officers of the GBA
  • Chairpersons of GBA Committees, including Human Resources and Department Administrator Interest Groups
  • Two PBOs-at-Large – Staggered terms
  • Member-at-large

All non-National Officer Steering Committee members serve (1) two year term in the specific role. Non-National Officers can serve consecutive terms on the Steering Committee in different positions. Committee Chairpersons and At-Large members shall be appointed by the GBA Nominating Committee. A Steering Committee member who is no longer employed by the appointing medical school may complete an elected term on the Steering Committee only if he or she continues employment with an AAMC member medical school. If a Steering Committee member is unable to complete their term, the Nominating Committee will consider replacements. The replacement may be asked to complete the current term and serve a full term or they may be asked to complete the current term.

B. Nominating Committee. The Nominating Committee shall be comprised of the current GBA Chair, Chair-elect and Immediate Past Chair. The role of the Nominating Committee is to recommend the slate of GBA officers to be voted on by GBA membership and to appoint all other Steering Committee members.

C. Other Committees. The chair of the other standing GBA Committees and Interest Groups will be represented on the GBA Steering Committee. Participants of any other standing and ad-hoc committee shall be current participants of the GBA. The description of the purpose and functions of each of the current GBA committee shall be appended to the Charter. See Appendix A below. The GBA also convenes two Interest Groups: Human Resources and Department Administrator. The chairs of the two Interest Groups are also represented on the GBA Steering Committee. See Appendix B below.

VI. Date Approved

The AAMC CEO [or designee] last approved this charter on 12/31/2021.

Appendix A

GBA Standing Committees

  • Nominating: To submit a slate of recommended officers for elections. Nominate Committee Chairpersons and at-large members. Nominate members of committees upon request of Chairperson.
  • Professional Development: To conceive, develop, and implement programs for the improvement of the skills of those engaged in the fiscal and administrative management of medical schools.
  • Data and Benchmarking: To advise the AAMC on appropriate and useful data collection and reporting. To coordinate the gathering of and dissemination of information that is of use to GBA members and member institutions.
  • Emerging Issues: To identify and inform the AAMC and the GBA membership about issues and events that will have a substantial impact on the operations of medical schools. And, to identify strategies for addressing potential problems and opportunities.
  • Data Driven Academic Medical Centers: Collaboration with GIR and GIP around data, tools and dashboards that schools utilize to make decisions and share information.

Appendix B

GBA Interest Groups

  • Human Resources Interest Group (GBAHR): To convene human resources professionals at the medical school and/or other organizational entity (parent campus, health system, etc.) with responsibilities in medical school human resources. GBAHR members can self-designate into the Interest Group. GBA Interest Group members are one of the four GBA member categories.
  • Department Administrator Interest Group (GBADA): To convene department administrators at the medical school. GBADA participants must first join the GBA as an ‘Other Administrator’.

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