EMARC Guidelines

EMARC Guidelines

Membership:

Criteria for eligibility for membership will be appointment as a program coordinator, program manager, administrative assistant, or any other administrative capacity in any graduate medical education program in any residency program in Emergency Medicine, or any subspecialty fellowships. Residency Coordinators from programs with current membership in CORD are eligible to become a member. All EMARC members are eligible to vote on EMARC issues.

Any member who terminates their position and no longer meets the criteria for membership in the Association shall be required to inform the Association of the change in status, at which time membership will be automatically terminated.

Structure:

Officers

The officers of EMARC will be Chair, Vice-Chair, Secretary, and (6) Members At Large. This group of officers represents the EMARC Executive Committee.

The Council of Emergency Medicine Residency Directors (CORD) is responsible for the guidance, governance and financials of EMARC.

Vacancies on the Executive Committee will be (nominated by general membership), to serve out the remainder of the current term unless term is less than 3 months before CORD Academic  Assembly . If the vacancy is the office of the Chair, prior to the expiration of the term, the Vice Chair shall assume the duties and authority of the Chair for the remainder of the current term. Due to this change in leadership, the vacant Vice-Chair position will be filled by the current Secretary according to the policy stated above.  The Secretary position will then be filled by a Member at Large which if 3 months or less by vote of the Executive Committee if 4 months or more voted by general membership of EMARC.

Timeline of positions if vacancy only

Vice-Chair- if less than 6 months left on their term of vice chair they will fill that term and will complete a full year term as Chair after that.  If more than 6 months as vice Chair it will be considered their full elected term and the general membership will nominate and vote on a replacement.

Secretary- if less than 6 months left on the term as secretary they will fill that term and will complete full term as Vice Chair after that. If more than 6 month it will be considered their full elected term as secretary and the general membership will nominate and vote on a replacement.

TERM OF OFFICE:

Recommendation is that term of each position be for one (1) year. A term year is defined as the period of time from the conclusion of one annual meeting until the conclusion of the next annual meeting. The Vice Chair will succeed automatically to Chair at the conclusion of the annual meeting each year. Eligibility for the Secretary position shall be an EMARC member who has served at least 1 year on the Executive Committee as a Member At Large in previous years.  Member at Large term of office is one year and they cannot serve more than two consecutive years as a Member at Large.

Meetings:

The Executive Committee shall meet, via conference call, no less than nine in a twelve month period and in person at the annual forum. The Executive Committee shall determine the dates and times of the monthly meetings.

The membership shall meet annually during the CORD Academic Assembly. A business meeting will be held for the membership at which time, at a minimum, the following will be presented:

  • Report of the activities of the Executive Committee and each standing/ad-hoc committee.
  • Report of the nominations and election results.
  • Executive Committee meetings will provide a synopsis of minutes that will be distributed and/or by email or in the quarterly EMARC Newsletter

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 under the By-Laws of CORD. To monitor the organization's, programs, professional development and overall performance.

  • Establish Policies
  • 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.

Individual Executive Committee Member Duties:

  • Attend 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 viewpoints, 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 Chair informed about any concerns of the membership.

Rationale: The Executive Committee members set broad policies and goals and give the Chair 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.  If a Chair is unable to continue their role or is not meeting the deadlines set forth by CORD, the Executive Committee will convene to see if another Chair should be appointed to assume those duties.  The Executive Committee has the authority to remove a chair of any committee after a vote by the majority membership of the executive committee.

AD HOC COMMITTEES:

Purpose: Ad hoc committees may be established to undertake responsibilities designated by the Executive Committee. These committees shall be composed of EMARC members assigned to work on a specific project. The chair of these committees will be the Vice Chair of the Executive Committee.

Chair:

Purpose: To lead Executive Committee members as the principal elected officer of EMARC. 

Duties and responsibilities:

  • Preside over meetings of the Executive Committee and the annual forum.
  • 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.
  • Act as liaison to CORD Board of Directors and report back to Executive Committee
  • Facilitate the Executive Committee’s decision making.
  • Develop a positive working relationship with CORD.
  • Act as official spokesperson for the Executive Committee and report back to the Executive Committee
  • Work with the Membership/Newsletter Committee to recruit new members.
  • Foster a sense of team spirit on the Executive Committee and general membership.
  • Complete and submit all sub-committee Chairs’ requests for project funds by utilizing CORDS’ online Project Request Form.

Rationale: The Chair’s main responsibilities are to work with the Executive Committee members and to lead Executive Committee meetings. 

Vice Chair:

Purpose: To assume the duties and responsibilities of the Chair in his/her absence. Work closely with the Chair to become familiar with the duties and responsibilities of the Chair’s position. Assume the office of Chair when the Chair is unavailable.

Duties and responsibilities:

  • Attend Executive Committee meetings.
  • Work closely with the Chair to become familiar with the duties and responsibilities of the Chair’s position.
  • Assume the office of Chair when the Chair is unavailable.
  • 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 a Chair who resigns or otherwise leaves the Executive Committee per the guidelines in Structure section

Rationale: This role is important to ensure the orderly transition of Executive Committee leadership. To be adequately prepared he/she will work closely with the Chair. The Vice Chair 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 Chair.

Secretary:

Purpose: The Secretary shall record all the proceedings of EMARC’s meetings and receive and distribute a synopsis of minutes to all EMARC and report on any submitted expenditures made for CORD approved projects and/or purchases.  

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 members' addresses, phone numbers and email addresses.
  • The Secretary will report on any submitted expenditures made for CORD approved projects and/or purchases
  • 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. 

Members at Large:

Purpose: There will be six (6) Members-at-Large on the Executive Committee elected from the general membership and will serve for one year term.

Duties and Responsibilities:

  • Participate in Executive Committee meetings.
  • Provide the Executive committee with feedback from the membership on issues of concern.
  • Chair one of the EMARC Standing committees
    • process of how to determine committee
    • have them approve co-chairs of committee
    • Committee Chair will be responsible for submitting all financial requests for project funding to the EMARC Chair or in their absence, the Vice-Chair.

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. 

Immediate Past Chair

Purpose:  To provide mentorship and organization historian for Executive Committee

Duties and Responsibilities:

  • Participate in Executive Committee meetings.
  • Is not a voting member of Executive Committee but of General Membership.
  • As a general member can participate in all EMARC Standing Committees

Rationale: The role of the Immediate Past Chair is to assist in advising the Executive Committee on past policy and provide historic input regarding the organization.

EMARC Standing Committees

There are six (6) standing committees within EMARC:

  • PROFESSIONAL DEVELOPMENT AND MENTORING COMMITTEE
  • MEMBERSHIP COMMITTEE
  • GUIDELINES COMMITTEE
  • NOMINATING COMMITTEE
  • PLANNING COMMITTEE
  • WEBSITE COMMITTEE

A member of the Executive Committee will be a Chair to each standing committee.

PROFESSIONAL DEVELOPMENT AND MENTORING COMMITTEE:

Purpose: The Professional Development and Mentoring 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 salary survey. Additionally, this committee is charged with the development and implementation of a certification process for Emergency Medicine Residency Coordinators (TAGME).  The committee will maintain a mentoring program based on the ERAS regional map pairing volunteer mentors with members who have requested a mentor. 

MEMBERSHIP COMMITTEE:

Purpose: The Membership Committee will strive to ensure that all Allopathic and Osteopathic Emergency Medicine accredited programs, are represented in EMARC. This committee will maintain an accurate membership database and develop programs and initiatives to promote membership and disseminate information to the membership. 

NOMINATING COMMITTEE:

Purpose: The Nominating Committee will oversee the nomination review process and awards nominations for the Executive Committee.

This includes:

  • Identify and recruit candidates for the Executive Committee positions.
  • Vetting the executive committee nominations
  • Review and Score nominations for EMARC Awards
  1. Nominations
  • The nominating process will begin on or by November 15 of each year. Candidates can self-nominate or be nominated by another EMARC member in good standing.
  •  Nominated candidates must complete and submit:
    • Copy of his/her CV
    • Biography
    • Program Director Letter of Support
    • Photo of Candidate
  • Candidate submissions will be reviewed by the Nominating Committee for final approval and acceptance to run as a candidate in the election. 
  • Official declaration is when a nomination is received electronically, by CORD.  The declaration period begins November 15 and closes December 31 at midnight (Central) of each year.  
  • Candidates must be an EMARC member in good standing.
  • A candidate may only run for one Board position in each election.
    * The Executive Committee reserves the right to verify information on a candidate’s resume.
  1. Campaign Materials
  • Candidates’ resume will be made available to eligible EMARC members at the time of voting.
  • If EMARC distributes any written or electronic election material(s) for any candidate at EMARC's expense, it shall make available, at EMARC's expense, to each nominee, in or with the same material, the same amount of space that is provided any other nominee, with equal prominence.
  1. Voting and Ballots
  • Members in good standing are eligible to vote and shall have a maximum of one vote per election.
  • Ballots will be distributed February 1 of each year
  • Voting for EMARC will open on February 1 and close on February 15 at midnight (Central) of each year.
  • A majority of valid ballots shall elect the Chair, Vice Chair and Secretary.
  • The candidates for Member at Large positions receiving the highest number of votes cast shall be elected to office, up to the number of available positions.
  • In the event that there is no majority, a run-off election between the candidates receiving the most votes for the affected position shall be held. The run-off election will run in length no more than seven (7) days. A majority of valid ballots shall elect in a run-off election. 
  • CORD management services group will tally and give final voting results to the Vice Chair for review.
  • Vice Chair will inform each candidate of the election outcome within three (3) business days from the close of the election.
  • Once candidates are informed of the election outcome, the EMARC membership will be notified.
  1. Installation of Executive Committee

The installation of the newly elected Executive Committee takes place during the EMARC Business Meeting.

PLANNING COMMITTEE:

Purpose: The Planning Committee will be responsible for the coordination of the EMARC track of the CORD Academic Assembly. This committee will consist of no less than five (5) members.

As with the CORD AA Planning Committee the EMARC Planning Committee will consist of a Senior Co-Chair and a Junior Co-Chair. The Senior Co-Chair will have been a co-chair the previous year. The Junior Co-Chair will be a new co-chair on the committee.

A Member at Large will oversee all aspects of the planning committee to make sure that deadlines are being met and the planning committee is meeting all goals and obligations.

All planning committee information must be shared with all members of the planning committee and the executive committee so tasks can be distributed accordingly.  The chairs should facilitate the committee but in no way be the sole person to complete all tasks. 

If a Co-Chair is unable to continue their role or is not meeting the deadlines set forth by CORD, the Executive Committee will convene to see if another Co-Chair should be appointed to assume those duties.  

WEBSITE COMMITTEE:

Purpose: The Website Committee will be responsible for the information posted on the EMARC website. This includes gathering information from the Membership committee and working with CORD staff to ensure timely updates.

GUIDELINE COMMITTEE:

Purpose: The Guideline Committee will be responsible for annual review of EMARC Guidelines and provide recommendations to the Executive Committee.  Guidelines Committee will continue to monitor compliance with these guidelines within the membership.

Miscellaneous Guidelines

MEMBERSHIP ETIQUETTE:

EMARC and its members shall not seek independent funding or support from outside sources without prior consent of the CORD Board.

Financial Support Request

A financial support request form will need to be completed to requesting funding to support an EMARC Committee.  The chair(s) of the committee are to complete the form and submit it to the EMARC Chair who will present to the EMARC Executive Committee for approval.   If approved by the Executive Committee the Chair of EMARC will then submit to CORD for approval.

Listserve Etiquette

The Membership Committee compiled informal rules and procedures to make our electronic communications more enjoyable and less annoying or bothersome for others.

  1. Be sure to include a descriptive subject line. Emails received with no subject may likely be perceived as spam by an email filter and be deleted before reaching the recipient’s inbox.
  2. Personal replies and responses to list serve questions and discussion topics are of interest to others on this list. But, please avoid responding to a question as “Reply All” or “Me Too”. Only reply to the person asking the question. If you have asked the question, please compile the answers (i.e. using survey monkey, excel, etc.) and send the question and compiled answers to the group.
  3. The listserv should be used only for matters of relevance to EMARC.
  4. Always remember that the listserv contains members of different backgrounds, policies, religions, politics, etc. The list serve cannot be used for dissemination of religious beliefs, political beliefs, jokes, personal stories or social policy. Please be respectful of others.
  5. Do not use ALL CAPITAL LETTERS. This is considered shouting and therefore rude.
  6. Re-read your messages or turn on spell check. It only helps those trying to decipher your message or question.
  7. Please identify yourself; include your name, program, and email address to your email if not already on your signature. This will allow someone to contact you one-on-one for specific questions or information.
  8. Please participate. Using our listserv is a powerful resource. Your ideas are important. Just because you think everyone knows something doesn’t mean they do. No question is stupid; it’s how we all learn.
  9. Be respectful and considerate of your colleagues. We encourage and respect healthy disagreements. If you disagree or become upset with someone’s response or use of the listserv, reply to that person directly when appropriate.

AMENDMENTS:

These Guidelines may be amended by a simple majority vote of the membership. The following procedure will be followed for revising EMARC’s Guidelines:

  • Proposed amendments shall be submitted in writing to the Chair of the Guidelines 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 after review by the Guidelines Committee
  • 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 amendment(s) are approved by the membership, they will then be submitted to the CORD staff and Board for review.
  • If the Executive Committee and CORD leadership 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 and CORD leadership votes unfavorably a letter of explanation will be provided to the member who made the request within thirty (30) days

Approved April 19, 2016

 

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