Administrative Policy

A person acting in an elected or appointed capacity may use an official title when:

• You are acting in your official capacity as a representative of the Michigan Academy of Physician Associates. This may be on written documents, in verbal introduction, or other forms of address.
• Your title is such that it would customarily be used in social introductions or exchanges on nonofficial occasions. For example, Mr. Jones, or Professor Smith.
• It is for a biographical summary. For example, "Mr. Green has been the chief delegate for the Michigan Academy of Physician Associates for five years."

 You may not use your current or former official title:

• In your private capacity, including but not limited to: a letter to the editor, a personal letter to a member of Congress, testifying to a legislative committee or group, an article or book, a Directory, or on the letterhead or signature block of a private organization's stationery.

To endorse, in an official or private capacity: the proprietary products or processes of manufacturers; or the services of commercial firms for advertising, publicity, or sales purposes.

These responsibilities will be delineated in the contract entered into by MAPA and the management company. 

204.01.01 The management office space is to be available to any Board of Directors member or committee chair for official use at any time necessary and subject to the constraints of the management company.

204.02.01 Member access to and copies of documents not listed in the bylaws under section 100.12.01, “member rights,” shall be approved by a majority vote of the Board of Directors. The Board of Directors reserves the right to charge a reasonable and customary rate for copies of any record, document, policy, guideline or other MAPA document requested. A handling fee, plus an additional per copy charge may apply.

204.02.02 All minutes from BOD meetings and committee meetings will be stored in accordance with current operating procedures. A Directors and Officers Insurance file will be maintained. Copies of the minutes and insurance file will be available to members on request.

205.01.01 There will be a call for candidates at least 90 days prior to elections. The candidate professional / platform data must be received by the Academy office at least 30 days prior to preparation of the ballots. Candidates for elected office will be asked to submit to the Nominations Committee a statement that includes their biographical data including eligibility for office, their credentials, and their election platform. Only the election platform will be distributed with the ballot. The ballot shall be prepared and distributed to the membership on May 1st each year. The ballots shall be returned or electronic voting shall end no later than midnight, June 15th. The election results shall be announced no later than 10 days after receipt of ballots.

205.02 Preparation of Ballots

• The preparation of ballots will be supervised by the Nominations Committee.
• Space for write-in candidates will be provided

205.03 Verification of Candidates

The Nominations Committee of MAPA shall ensure that eligibility requirements for candidates declaring for all MAPA offices are met.

Guidelines for Candidacy for any board position:A candidate for any office of the board of directors must be a MAPA fellow or sustaining member unless it is for the student director. Additionally, the candidate may not have been previously removed from office or received disciplinary action within the last five years.

Guidelines for Candidacy for the Office of President-Elect:

A candidate for the office of President Elect must be a current fellow MAPA member for the year preceding candidacy and have been a fellow member of MAPA for at least three of the last five years and must be a current fellow member of AAPA in good standing. The proposed nominee must have accumulated during the past five years, two distinct years of experience as a member of the board of directors, as a MAPA delegate to the HOD, or on any of MAPA’s standing committees.

Guidelines for Candidacy for the Office of Secretary and Treasurer:

A candidate for the office of Secretary and Treasurer must be a current fellow MAPA member for the year preceding candidacy and have been a fellow member of MAPA for at least two of the last five years and must be a current fellow member of AAPA in good standing. The proposed nominee must have accumulated during the past five years, two distinct years of experience as a member of the board of directors, as a MAPA delegate to the HOD, or on any of MAPA’s standing committees or accumulated the necessary experience deemed appropriate by the nominations committee.

Ballots will be mailed (by regular mail or by e-mail) to eligible voters at the last address on record at MAPA in April.

205.05.01 Candidates have the opportunity to switch the office for which they wish to run if many candidates are running for the same office.  Candidates may withdraw from the election at any time prior to the close of the election. A member may cast a write-in vote only if the person so named has agreed to run for the office and if the person meets the above qualifications for office.

205.05.02 Should the Academy not receive, within the allotted time, a letter of intent by an eligible fellow or associate member in good standing to fill a vacant or expiring Board or House of Delegates position, that position may be filled by a majority vote of the Board of Directors at their next meeting following the election.

205.05.03 The Board may fill vacant elected offices of the Board and the House of Delegates by an internal election.

A candidate will be elected by receiving a plurality of the votes cast. In the case of a tie vote, the Elections Committee Chair will draw the name of the winner from among those tied.

A candidate is allowed to campaign for office using their own time, money and resources. A candidate found to be using any MAPA resources not available to the general membership including but not limited to MAPA list serves and the MAPA Facebook Page (or other social network) will be in violation of MAPA Policy and will be either removed from the ballot or in the case that ballots have already been distributed, all votes will be void.

206.01 An affiliated organization is a specialty group of physician assistants that requests of and is granted this status by the Board of Directors for purposes that are in accordance with MAPA policy. The liaison of such specialty groups shall be MAPA fellows in good standing.

206.02 A liaison organization is a professional group that wishes to establish a formal, collegial, working relationship with MAPA to achieve common goals.

206.03 Professional organizations may attain the status of Liaison or Affiliated Organization by written mutual consent, or letter of request with statement of intent and MAPA Board of Directors’ approval.

207.01.01 Funds to attend AAPA Leadership meetings will be made available as designated by the President with approval by the Board of Directors.

208.01.01 All candidates for MAPA Chief Delegate/Delegate to AAPA House of Delegates shall be current members of AAPA.

208.01.02 All candidates for MAPA Chief Delegate/Delegate to the AAPA House of Delegates shall be current fellow MAPA members, and additionally shall have been a MAPA member for the year preceding candidacy.208.01.03 All candidates for MAPA Chief Delegate to the AAPA House of Delegates shall have served at least one term as a delegate with the Michigan delegation.

208.02.01 The term for delegates from Michigan to the AAPA House of Delegates shall be two years commencing July 1^st  of the year of election.

208.02.02 Chief Delegate/Delegates from MAPA to the AAPA House of Delegates are elected for a term of two years. Chief Delegate/Delegates are eligible for unlimited terms of service, but must submit to the election processes every two years. Half of the allocated delegate positions will be on the ballot annually.

208.03.01 The number of delegate seats allocated by the AAPA shall determine the number of delegates elected. The allocation shall include the Chief Delegate such that the number of delegates required is represented by the number of available AAPA House seats minus one. (See Standing Rules, AAPA Policy Manual)

208.03.02 The election process delineated in section 205.00 ELECTIONS of the MAPA Policy and Procedures Manual and in section 100.05 ARTICLE V: ELECTIONS of MAPA bylaws will be followed.

208.04.01 Delegates will serve as representatives of the MAPA membership at the AAPA House of Delegates. As such, the delegation will participate in the process of the AAPA HOD. The delegation will strive to speak and vote in the interest of the MAPA constituency.

208.04.02 Each delegate shall be available on the floor of the convened AAPA HOD when same is in session, unless excused at the discretion of the Chief Delegate to participate in other such business as may be deemed necessary.

208.04.03 Each member of the delegation will further accept the responsibility for responding to special meetings and votes of the AAPA HOD as they may arise during the delegation's term of service.

208.05.01 Aside from the charges in this section, the Chief Delegate is also bound by the Charges of Delegates, as noted in 208.04.208.05.02 The Chief Delegate will facilitate the selection of the MAPA delegation to the AAPA HOD as follows:

• • Endorse the call for delegates.
  • Determine candidates’ eligibility for delegate services as described in MAPA policy.

208.05.03 The Chief Delegate is charged with the supervision of the MAPA delegation in the discharge of delegate responsibilities.

208.05.04 The Chief Delegate will make sure that delegates have copies of the AAPA "Duties and Responsibilities of Delegates to the AAPA HOUSE OF DELEGATES", materials and pertinent policy manuals.

208.05.05 The Chief Delegate will provide a delegation list to the MAPA Board for certification and shall submit an official notification of delegates selected to the appropriate staff member at the national office by July 1 of the year the delegates take office. Notification process may be in writing or by electronic method.

208.05.06 The Chief Delegate will hold not less than one meeting or conference call of the delegation no later than one week prior to the convening of the AAPA HOD for the purpose of deciding committee assignments and reviewing pending resolutions and other such business as may come before the delegation.

208.05.07 Additionally, the Chief Delegate will

• • Arrange meetings of the delegation in timely fashion as the events of the AAPA HOD may dictate.
  • Be available to receive, develop and refine AAPA HOD resolutions originating within the Constituent Organization.
  • Work in conjunction with the student members of the Michigan Academy who may be participating in the Student Academy House of Delegates.
  • Inform the HOD delegates of the reimbursement policy on a conference call prior to the AAPA HOD meeting.

208.05.08 The Chief Delegate may, after careful deliberation and consultation with the chapter President, remove a delegate from service for negligence in the discharge of delegation responsibilities, rendering them ineligible for reimbursement of delegate expenses.

208.05.09 The Chief Delegate will provide a report to the MAPA Board of Directors of the events of the AAPA House of Delegates. In addition, an article to provide a summary of the AAPA House of Delegates proceedings to the membership will be submitted for publication.

If funds are available, each delegate must complete and return to the Academy Administrator a MAPA expense report, including receipts for reimbursement of HOD incurred expenses, within 30 days of the event’s end date. Delegates are encouraged to conserve finances. Delegates should use other (employer) reimbursement to cover expenses first whenever possible. Only actual out-of-pocket expenses for approved travel and hotel not covered by other reimbursements may be submitted.

209.01.01 The Board of Directors shall be responsible for the internal judicial affairs of MAPA.

209.01.02 MAPA has the inherent right through the Board of Directors to discipline, suspend, or expel any MAPA member.

209.01.03 Anyone may in good faith refer charges against the Academy member believed to have violated the Academy Articles, Bylaws, policies, or rules, or for acting in a manner inconsistent with MAPA’s mission.

209.01.04 MAPA, after due notice and hearing, may discipline any member for a violation of the Academy Articles, Bylaws, policies or rules, or for unethical or unprofessional conduct, or for acting in a manner inconsistent with MAPA’s mission. The notice and hearing procedures for such disciplinary actions may be determined by the Board of Directors from time to time.

209.02.01 MAPA upholds the highest standards of professionalism, integrity, and mutual respect. All members, volunteers, and representatives are expected to model ethical behavior and contribute to a safe, inclusive, and collegial environment.

209.02.02 Standards of Conduct include:

• • Demonstrating honesty, accountability, and transparency in all professional interactions.
  • Treating others with dignity, fairness, and respect—regardless of role, background, or viewpoint.
  • Maintaining confidentiality and safeguarding sensitive information.
  • Avoiding conflicts of interest and disclosing any potential ethical concerns.
  • Refraining from harassment, discrimination, or any behavior that undermines the academy’s values or mission.

209.02.03 Drug and Substance Abuse Policy

209.02.03.1 MAPA is committed to maintaining a safe, respectful, and professional environment for all members, staff, and affiliates. The use, possession, distribution, or being under the influence of illegal drugs or unauthorized substances during MAPA sponsored events, meetings, or while conducting society business is strictly prohibited.

209.02.03.2 Compliance.  All members are expected to comply with applicable local, state, and federal laws regarding drugs and substance use 

209.02.03.3 Impairment. Individuals whose behavior or performance is impaired due to substance use may be subject to removal from events and further review. 

209.02.03.4 Support. MAPA encourages members to seek assistance for substance-related concerns and may provide referrals to appropriate support services 

202.02.04 Disciplinary Action

Violations of these policies may result in disciplinary action, including suspension or termination of membership. MAPA is committed to addressing concerns promptly and fairly, and encourages open dialogue to foster continuous improvement and shared responsibility. These disciplinary measures must be authorized by a supermajority of at least ⅔ of the voting members of the board of directors.

Any Board of Director may resign at any time by giving written notice to the President or the Board of Directors. Such resignation shall take effect at the time specified in such notice, or, if no time is specified, at the time such resignation is tendered.

210.02 Removal

210.02.01 Any Director or Officer may be removed from the Board of Directors at any time with or without cause, by the affirmative majority vote of the MAPA membership that are entitled to elect them.

210.02.02 Initiation of Removal by the Board of DirectorsA request to submit to the membership a proposal for the removal of a Director or Officer may be initiated by the board of directors only after the following conditions have been satisfied:

• A closed meeting of all Board of Directors shall be held for the express purpose of considering the removal of a Director or Officer. Notice of such meeting shall state the purpose, or one of the purposes, of the meeting is to consider the removal of a Director or Officer.
• The Director or Officer whose removal is going to be proposed shall be given a written notice of proposal with specified timeline in accordance to the policy.
• The Director or Officer whose removal is proposed shall be given opportunity to address the Board at this meeting prior to any vote
• At the meeting described in this section above, the Board of Directors must adopt, by an affirmative two-thirds(⅔) of the Directors then in office, a resolution recommending that the Director or Officer be removed from their position and that the matter be submitted to the membership for a removal vote.
• The Director or Officer who is the subject of the removal recommendation shall be provided written notice of the Board of Director's vote and shall be afforded five(5) business days from the date of such notice to submit a written resignation to the Board of Directors. If the Director or Officer does not tender a written resignation within the prescribed period, the Board may then proceed to request that the membership vote on removal.

201.02.03 Initiation of Removal by Membership

Removal of a Director or Officer by members may occur only at a meeting called for that purpose and the meeting notice shall state that the purpose, or one of the purposes, of the meeting is removal of the Director or Officer. The quorum for such a meeting will be in accordance to what is specified for a special meeting of the membership as defined in MAPA’s bylaws’s. If a two-thirds(⅔) majority vote of this membership meeting adopts to remove a Director or Officer, then a proposal for the removal of the Director or Officer will be submitted to the membership only after the following conditions have been satisfied:

• The Director or Officer whose removal is going to be proposed shall be given a written notice of proposal with specified timeline in accordance to the policy.
• The Director or Officer whose removal is proposed shall be given the opportunity to address the members at this meeting prior to any vote.
• The affirmative votes at this membership meeting are verified as MAPA members that are entitled to elect.
• The Director of Officer who is the subject of removal is given written notice of this after the votes above have been verified.
• The Director or Officer who is the subject of the removal recommendation shall be provided written notice of the membership's vote and shall be afforded five (5) business days from the date of such notice to submit a written resignation to the Board of Directors. If the Director or Officer does not tender a written resignation within the prescribed period, the Board may then proceed to request that the membership vote on removal.

210.02.04 Removal Vote

Once a request to submit to the membership a proposal for the removal of a Director or Officer has been adopted as described above, a written electronic vote will go out to all MAPA members. Removal of a Director of Officer will require an affirmative majority vote of the MAPA membership that are entitled to elect them.

210.02.05 The removed Director or Officer may not be reappointed to fill the vacancy.

MAPA is committed to safeguarding organizational data, including confidential and personally identified information, through secure, ethical, and transparent practices. All data handling must align with applicable privacy laws and reflect MAPA’s values of accountability and trust.

• Access Control: Data access is restricted to authorized personnel only, based on role-specific responsibilities. No single individual may have unilateral control over sensitive data.
• Dual Oversight: All actions involving the storage, transfer, or deletion of confidential data require verification by at least two designated individuals or entities to ensure checks and balances.
• Secure Storage: Data must be stored using access-controlled systems with minimal annual audits by designated staff at the direction of the president, at the beginning of the leadership year, to ensure integrity and compliance.
• Data Handling: Collection, use, and sharing of data must be purposeful, minimal, and documented. Personally identifiable information must be anonymized or de-identified whenever feasible.
• Incident Response: Any suspected breach or misuse of data must be reported immediately to the President and Executive Director/CPAO and will trigger a formal review process led by the Executive Committee.

212.01 The fiscal year is July 1 to June 30.

212.02.01 The Board of Directors must initially authorize the opening or closing of all checking, credit card, savings, investment accounts and other financial instruments. Specific individuals must be approved by the Board of Directors as signatories and credit/debit cardholders with the opening of each account.

212.02.02 Before MAPA funds are committed, (1) a reasonable estimate of cost is known, (2) the appropriate line item budget balance is sufficient to cover the expense, (3) exceptions to the above must have Board approval/or Board Executive Committee approval before funds are committed and (4) the MAPA President determines emergency expenditures.

212.02.03 MAPA investment policy will be established by the Finance Committee and approved by the Board of Directors. The policy will outline the parameters for decision making in reserve fund investments and optimum return on checking accounts and other immediately liquid assets. Areas to be included are risk vs. return, fund performance guidelines, management and review, commission fee levels, diversity of the portfolio and short, medium, and long term objectives.

212.02.04 All fund allocations for the AAPA meetings, Chief Delegate, AAPA, MAPA CME, AAPA’s Legislative and Advocacy Summit, and other regular professional meetings and events will be established as part of the budget approval process for the following fiscal year.

212 02.05 MAPA Board of Directors and management staff individuals will be limited in individual expenditures by the budget and approval of the Board.

212.02.06 The Board of Directors or Executive Committee approval is required for significant additions or deletion in each year’s adopted fiscal year Financial Budget. “Significant” will be defined as $500 or 20% of an individual line-item budget account, whichever is larger.

212.02.07 The Board will designate the authority to remove funds from the investment fund for deposit to MAPA's checking account to the President, Treasurer, and/or management company. All fund transfers must be approved by the Board of Directors prior to removal of the funds.

212.02.08 Consideration may be given by the Board to allocate funds to assist MAPA members in campaigns for AAPA elected offices.

212.02.09 The Board may approve funding for MAPA members to attend seminars and conferences of interest to the academy.

212.02.10 All printed projects, products or services over $1,000 not in the current year’s budget will have competitive bids put before the Board for approval.

212.02.11 Advertising rates and/or sponsorship contracts in MAPA publications or on MAPA’s website for sales contracts will be established during the budgeting process each fiscal year or as conditions require.

212.02.12 The MAPA Academy Administrator and CPAO/Executive Director will be issued a MAPA credit card and hold these cards until they are no longer associated with MAPA. Utilization will be reviewed and approved by the treasurer and MAPA Academy Administrator in concordance with the budget.

212.03.01 The MAPA CPAO/Executive Director, an officer of the management organization approved by the MAPA Board, and the Treasurer have the authority to approve invoiced check requests and assign ledger line-item account numbers to each check not requested by themselves. All check requests will be reviewed on an ongoing basis by the Treasurer. The bookkeeper will prepare all checks, cause them to be approved and signed by two signatories and disburse the payment with proper posting to line-item accounts.

212.03.02 MAPA checks all will have accompanying expense invoice forms and expense proof of purchase receipts. Expense invoice forms will include the following: date, party to be paid, address, billing amount and brief explanation for the billing and check number. Also included are the date approved, signature of approving individual and ledger line item assigned.

212.03.03 Signature privileges are granted to the Treasurer, CPAO/Executive Director and Academy Administrator(s) for outgoing checks. Expenses are approved by  the  Treasurer and/or CPAO/Executive Director. An authorized signer from the current management company will be a second signer on any checks written by the Treasurer and/or CPAO/Executive Director.

212.03.04 All MAPA financials will be compliant with the current association management company’s financial processes and procedures, unless otherwise determined by the MAPA Board of Directors.

212.03.05 Timeline for Finance Committee and Budget Process

Each Board Meeting and/or conference call: Review, discuss, vote to approve monthly financial statements. Financial statements include monthly profit/loss statement and monthly balance sheets. Profit/loss statements shall include comparisons to approved budget and previous year actuals. Financial statements may also include investment portfolio. Monthly financial statements are due within fifteen business days after the end of the month. All financial statements must be made available to the board members upon the due date.

Ongoing Projects: Finance committee work group will meet and review contract agreement and make recommendation to the Board regarding financial feasibility.

January

• • • January board meeting: Identify, review, and discuss contractual agreements that are due at the end of the fiscal year.

February

• • • February conference call: Notify committee chairman that their budgets are due second Monday of March.

March

• • • March conference call: Proposed budget will be presented to the board and feedback will be solicited.

April

• • • April board meeting: Prepare a first draft budget and submit to the board.

May

• • • First Draft of Budget due: Board will review, discuss and make recommendations.
    • Finance committee meeting: at least one week before the May conference call.
    • Review and discuss Board recommendations; update budget.
    • Second draft of budget due
    • May conference call: Board will review, discuss and make recommendations.
    • Finance committee work group meeting to finalize the budget: no later than the last Tuesday of May and submit to the board at least one week prior to the June board meeting.

June

• • • June board meeting – Final budget due, reviewed and vote approved by the MAPA BOD

July

• • • Open schedule

August

• • • Open schedule

September

• • • Open schedule

October

• • • Open schedule

November

• • • Open schedule

December

• • • Open schedule

Members of the Board of Directors are eligible for reimbursement of pre-approved, MAPA-related expenses in accordance with the annual budget. To receive reimbursement, leaders must submit a completed MAPA expense report—along with itemized receipts—to the Academy Administrator within 30 days following the conclusion of the event.Leaders are encouraged to exercise fiscal responsibility and minimize expenditures whenever possible.If expenses exceed the approved budget or were not originally included in the budget, leaders may submit a request to the Board of Directors for reimbursement consideration by following Policy 212.01.06.

212.04.01 Mileage Reimbursement

• Mileage reimbursement for staff and other non-board persons will be in accordance with current IRS guidelines.
• Mileage reimbursement for approved MAPA business must be submitted within 30 days of the expense on a reimbursement form to qualify for reimbursement.  This is subject to review by the President, Treasurer, or Academy Administrator.

212.05.01 MAPA Conference Registration Fees

212.05.01.1 Complimentary meeting registration will be given for the MAPA CME chairperson and the MAPA President. Complimentary registration may be provided to other board members or MAPA members in good standing, upon approval of the board by the recommendation of the MAPA CME chairperson.

212.05.01.2 The amount charged for MAPA conference registration fees shall be reasonably determined by the CME chairperson in accordance with the budget process. Any changes in MAPA conference registration fees needs voting approval from the MAPA BOD.

212.05.01.3 Reimbursement for MAPA CME registration fees may be given, in accordance with the established terms and conditions defined by the Board of Directors, prior to the start of the CME event.

212.05.01.4 Reciprocity will be given to PAs who are from out of state and are members of their home state academy. Proof of active membership must be provided with the registration.

212.05.01.5 Michigan PA students shall be afforded discounted registration fees.

212.05.01.6 The exhibit fee schedule may be reduced for social issues groups, state agencies and other non-profit entities at the discretion of the MAPA CME Committee chairperson.

212.05.01.7 All supporters of MAPA CME events will provide payment prior to the beginning of said event. Failure to make payment in full may result in the inability to display, and whatever funds have been submitted would become non-refundable.

212.05 .02 MAPA Conference Room Charges, Complimentary

212.05.02.1 The MAPA President, MAPA CME Committee Chairperson, CPAO/Executive Director and Academy Administrative Staff shall have reasonable lodging, meal, and automobile travel expenses reimbursed by MAPA. Complimentary and reasonable lodging, meal, and automobile travel expenses may be provided to other board members upon recommendation of the CME chairperson and approval by the Board of Directors.

212.05.02.2 Michigan PA students will be afforded the lowest group per capita lodging rate available at the conference site consistent with maximum occupancy of students per lodging room. PA student spouses are not included in this housing arrangement.212.05.02.3 The MAPA display table at CME events may be made available to individual committees for display of the committees’ programs and activities

213.01 New MAPA Members will receive a membership packet and membership cards.

213.02 All new members will be acknowledged by mail within 30 days.

214.01 Membership dues may not be paid in installments. Accepted major credit cards or check may be used to pay dues.

The dues period shall be for one calendar year commencing in the month the payment was received by the MAPA office. The amount of the annual dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted. Any annual dues change will be effective at the next anniversary billing.

The dues period shall be for one calendar year commencing in the month the payment was received by the MAPA office. The amount of the annual dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted. Any annual dues change will be effective at the next anniversary billing.

214.04.01 Student membership dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted and will be in effect for the duration of enrollment in the professional phase of an accredited PA program.

214.04.02 Any student of a board approved program is eligible to become a MAPA student member regardless of the state from which the student may come.

214.05.01 This membership category is awarded to a physician assistant who is a graduate of an accredited educational program and/or who is certified by an agency recognized by the Board of Directors but who resides out of state, is retired or otherwise inactive from clinical practice. The dues period shall be for one calendar year commencing in the month the payment was received by the MAPA office. The amount of the annual dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted. Any annual dues change will be effective at the next anniversary billing.

214.06.01 MAPA Affiliate membership shall consist of individuals who do not qualify for any other membership category. Affiliate members shall be divided into two sub-categories:

• Pre-PA Student. The Pre-PA Student category shall consist of individuals who are interested in the physician assistant profession and are completing prerequisites and/or applying to a PA Program. The amount of the dues shall be determined by the Board of Directors and recorded in the minutes at which a dues change was adopted. The Pre-PA Student membership status will be in effect for a duration of two (2) years’ time while the Pre- PA Student is preparing for acceptance into a PA Program and shall expire upon the student being accepted into a PA Program or at the two year time period. This membership status can be renewed if needed.
• Interested Parties and All Remaining Individuals Who Do Not Qualify for Other Membership Categories. The dues period shall be for one calendar year commencing in the month the payment was received by the MAPA office. The amount of the annual dues shall be determined by the Board of Directors and recorded in the minutes of the meeting at which a dues change was adopted. Any annual dues change will be effective at the next anniversary billing.

215.01 Use of MAPA letterhead is strictly limited to official, sanctioned MAPA correspondence. Use of MAPA Letterhead supporting a personal and/or professional opinion is strictly prohibited. 

215.02 All official correspondence should be prepared on academy letterhead. All correspondence sent out on MAPA letterhead must be copied to the MAPA office to be made part of the official file.

215.03 The MAPA logo  is the exclusive property of MAPA. All entities must obtain permission from MAPA prior to use of the logo. All users must adhere to the following:

• In any approved use, the logo may not be altered in any way, including colors, backgrounds, fonts, proportions, or existing elements of the design.
• The logo should not be used with additional text or graphics to create a “new” logo.
• Use of the logo shall be subject at all times to revocation and withdrawal by MAPA when, in its sole judgment, its continued use would not serve the best interests of MAPA or the public.

The Michigan Academy of Physician Associates requires that all surveys it sends to its members must be approved by the MAPA Executive Committee as outlined in this policy. The purpose of this review is threefold:

• Survey instruments are reviewed for methodological correctness.
• Proposed research is judged for applicability to members and to the profession.
• Other possible data sources that address the research question may be available, making a survey redundant.

The overall purpose is to minimize frivolous and repetitive surveys of the MAPA membership and to encourage valid and robust research that is of benefit to PAs by maximizing survey compliance rates. MAPA encourages members to cooperate with research projects that have received its approval and to ignore those that haven't.

Potential survey instruments and cover letters should be sent to the MAPA office for initial review and all of the following will be required of each survey proposal:

A description of the project, including a discussion of the problem being addressed by the survey.

• A listing of the individual(s) and organization(s) involved in the survey process. The project's research hypothesis.
• The survey methodology (sample selection, instrument distribution, proposal to increase response rate, proposed analysis methodology).
• The project timeline.
• What will be done with the data (published, available to the public).
• A literature review of the survey topic.

If the survey is being submitted by a student (PA student, PA in an advanced degree program, or other graduate student), a letter from the student's advisor should be included indicating the advisor has reviewed the submitted project materials and that the project complies with any institutional requirements such as approval by ethics committees or institutional research boards.

The initial survey considered by an Ad Hoc Committee appointed by the President shall ensure that all the above materials were submitted and guidelines followed before making a recommendation to the Executive Committee. After consideration of the recommendation and further review by the Executive Committee, either approval will be given or suggestions made for improvements to the instrument. Once approval is given, research may proceed. A hard copy of the final, distributed survey and cover letter should be sent to the CPAO/Executive Director to be forwarded to the Executive Committee.

The purpose of this Research Policy is to guide the development, conduct, and publication of research associated with MAPA data resources.

For the purposes of this policy, research is defined as a systematic investigation for the accumulation of scientific knowledge. This policy is in effect whenever MAPA data resources are used for such an investigation.

Only current MAPA members are eligible to conduct independent research using MAPA data resources. All research defined by this policy must receive prior approval by resolution of the MAPA board.

MAPA shall consider research with the following purposes:

• Enhancement of MAPA’s evaluation systems
• Advancement of the physician assistant profession
• Guidance and promotion of physician assistant professional development
• Furthering the body of knowledge related to professional association activities
• Other research areas as approved by the board

 MAPA reserves the right to set priorities among areas of research interest.

Policy decisions developed by MAPA are critical to the smooth operation of the Academy and the responsiveness of MAPA to the membership and others. To adequately address the variety of issues that impact the diverse membership of MAPA, the MAPA Board of Directors must have a well-defined process for formalizing policy decisions. When possible, this process must include an opportunity for adequate review of the issue(s) and appropriate input from members of MAPA’s membership.All policy decisions should be based on a set of overriding principles and guidelines that take into consideration the impact of the issue(s) on the physician assistant profession as a whole.Individual members of MAPA may disagree with the policy developed by MAPA Board of Directors. In such instances, these individuals may inform their Region Representatives of their concern or ask to be placed on the agenda of one of the open MAPA Board of Directors meetings listed on the MAPA website.

The proposed overriding principles and guidelines are as follows:

• The proposed policy is in the best interest of improving the patient care physician associates provide.
• The proposed policy is supportive of the advancement of the role of the physician assistant
• The proposed policy is consistent and supportive of the MAPA Mission Statement.
• The proposed policy is consistent and supportive of the MAPA bylaws

In order to ensure the continuous coverage of the CPAO/Executive Director‘s duties critical to the ongoing operations of MAPA and its services to members and stakeholders, the Board of Directors is adopting policies and procedures for the temporary appointment of an Acting CPAO/Executive Director in the event of an unplanned or extended absence of the CPAO/Executive Director.While the Board acknowledges that such an absence is unlikely and undesirable, due diligence in exercising its governance functions requires that the Board have an emergency succession plan in place. It is expected that this plan will ensure continuity in external relationships and organizational operations.

A temporary absence is defined as an absence of less than three months and one in which the CPAO/Executive Director will return to their position once the events precipitating the absence are resolved. An unplanned absence is one that arises unexpectedly, in contrast to a planned leave, such as a vacation or sabbatical.

• In the event of an unplanned short-term absence, the Board of Directors empowers the Executive Committee of the MAPA Board of Directors to implement the terms of this emergency plan.
•  In the event of an unplanned absence of the CPAO/Executive Director the President or highest ranking Board member is instructed to immediately notify the Executive Committee members of the absence. As soon as feasible, the President will convene a meeting of the Executive Committee to affirm the procedures in this plan and to make modifications, if needed, as the Committee deems appropriate.
• The Executive Committee may also consider the option of splitting executive duties among designated appointees.

• TheActing CPAO/Executive Director: The Acting CPAO/Executive Director shall have the responsibility for decision-making and independent action as the departing CPAO/Executive Director and as determined by the Executive Committee
• Compensation of Acting CPAO/Executive Director: To compensate for the additional responsibilities required of the Acting CPAO/Executive Director, they shall be offered additional compensation for the term of the short-term unplanned absence. Compensation will be in the form of a negotiated per diem rate for time spent by the Acting CPAO/Executive Director directly on MAPA business.
• Board Oversight of Acting CPAO/Executive Director: The Acting CPAO/Executive Director shall report to the
• President (or Board designee) regarding operational issues during the short-term absence of the CPAO/Executive Director. It is anticipated that reporting will occur frequently (recommended to be weekly) to ensure that the Board is fully informed about matters important to the organization’s stability.
• Completion of Short-Term Emergency Succession Plan:  The decision about when the absent CPAO/Executive Director will return to lead will be determined by the Executive Committee who will mutually decide upon a return to work dates. A reduced schedule for a set period of time may be allowed with approval of the Board.

A long-term unplanned absence is defined as an absence of more than three months and one in which the CPAO/Executive Director will return to their position once the events precipitating the absence are resolved. A long-term unplanned absence is one that arises unexpectedly. The procedures and conditions to be followed should be the same as for the short-term absence with one addition:

• The Board of Directors will give immediate consideration, in consultation with the Acting CPAO/Executive Director, to arrange for additional assistance to provide support for the management position left vacant by the Acting CPAO/Executive Director. This is in recognition of the fact that for a term of more than three months, it may not be reasonable to expect the Acting CPAO/Executive Director to carry the duties of both positions.

A permanent change occurs when the Board of Directors determines that the CPAO/Executive Director will not be returning to the position. In this situation, the procedures and conditions will remain the same as for the long-term temporary absence with one addition:

• The Board of Directors will appoint a Transition and Search Chair and subsequent Committee within 30 days to plan and carry out a transition to a new permanent CPAO/Executive Director. The Board will also consider the need for outside consulting assistance depending on the circumstances of the transition and the board’s capacity to plan and manage the transition and search. The Transition and Search Committee will also determine the need for an Interim CPAO/Executive Director, and plan for the recruitment and selection of an Interim CPAO/Executive Director and/or permanent CPAO/Executive Director.

The Board of Directors will approve the acting CPAO/Executive Director. Immediately upon transferring the responsibilities to the Acting CPAO/Executive Director, the President or designee will notify the management organization of the transition. The Board and Acting CPAO/Executive Director shall also communicate the temporary change in leadership structure to the key stakeholders and members of the organization.

• • Executive Committee
    • Review the acting CPAO/Executive Director’s schedule
    • Identify leader of search committee for CPAO/Executive Director

The purpose of this conflict-of-interest policy is to prevent the institutional or personal interests of MAPA board members, officers, and staff from interfering with the performance of their duties to MAPA, and to ensure that there is no personal, professional, or political gain at the expense of MAPA. This policy is not designed to eliminate relationships and activities that may create a duality of interest, but to require the disclosure of any conflicts of interest and the recusal of any interested party in a decision relating thereto.

A conflict of interest may exist when the interests or potential interests of any director, officer, or staff member, or that person’s close relative, or any individual, group, or organization to which the person associated with MAPA has allegiance, may be seen as competing with the interests of MAPA, or may impair such person’s independence or loyalty to MAPA. A conflict of interest is defined as an interest that might affect, or might reasonably appear to affect, the judgment or conduct of any director, officer, or staff member in a manner that is adverse to the interests of MAPA.

A conflict of interest may exist if a director, officer, staff member, or close relative:

219. • • Has a business or financial interest in any third party dealing with MAPA. This does not include ownership interest of less than 5 percent of outstanding securities of public corporations.
       • Holds office, serves on a board, participates in management, or is employed by any third party dealing with MAPA, other than direct funders to MAPA.
       • Derives remuneration or other financial gain from a transaction involving MAPA (other than salary reported on a W-2 or W-9 or salary and benefits expressly authorized by the board).

219. • • No personal gift of money should ever be accepted from any third party on the basis of their position with MAPA.

220.02 Use of Information

Directors, officers, and staff shall not use information received from participation in MAPA affairs, whether expressly denominated as confidential or not, for personal gain or to the detriment of MAPA.

Whenever any director, officer, or staff has a conflict of interest or a perceived conflict of interest with MAPA, he or she shall notify the President (or President-Elect if the conflict involves the President) of such conflict in writing.

Whenever any staff member (paid or volunteer) has a conflict of interest or a perceived conflict of interest with MAPA, he or she shall notify the President  and association management company manager  of such conflict in writing.

When any conflict of interest is relevant to a matter that comes under consideration or requires action by the board, or a board committee, the interested person shall call it to the attention of the President (or President-Elect if the conflict involves the President) r and shall not be present during board or committee discussion or decision on the matter. However, that person shall provide the board or applicable committee with any and all relevant information on the particular matter.

The minutes of the meeting of the board or its committee shall reflect that the conflict of interest was disclosed, that the interested person was not present during discussion or decision on the matter and did not vote.

A copy of this conflict-of-interest policy shall be furnished to each director, officer, committee member and staff member who is presently serving this organization or who may become associated with it.

The policy and its application shall be reviewed annually for the information and guidance of directors, officers, committee members, and staff members, each of whom has a continuing responsibility to scrutinize their transactions and outside business interests and relationships for potential conflicts of interest, and make such disclosures as described in this policy.

As administered by the chief executive, each director will be asked to complete a certification of agreement with the policy and disclosure of any known conflicts of interest upon his or her election or re-election to the board and annually thereafter. As administered by the employee in charge of human resources, each senior staff member will be asked to complete such a certification upon his or her employment and on an annual basis thereafter. All certifications shall be reviewed by the board as appropriate.