Duties of Chapter Officers*

President

The leadership of the President is a key element in chapter success. The President serves as a mentor for other officers and is responsible for chapter functions including the following:

 Election and initiation of new members, including honorary and active alumni members. See pamphlet entitled “Election, Initiation and Registration of New Members.”

 Initiation and development of chapter programs and activities.

Appointment of committees to carry out chapter functions.

Distribution of the AED NEWSLETTER and THE SCALPEL for chapter files and circulation among members.

Determining that other chapter officers and committees perform their duties in a satisfactory manner.

Election and induction of new officers. See information sheet entitled “Election and Installation of New Officers.”

Vice-President

The Vice President is the President’s “right hand” and many times becomes a candidate for President. The functions of the Vice President may include the following:

Functions in the absence of the President

Handles chapter publicity, including preparation of posters and notices for meetings, chapter activities, and news releases. The Vice President and Historian should cooperate in maintaining the Chapter Scrapbook and/or other archival material as a record of activities.

The Vice President may produce a Chapter Newsletter for distribution to the members, alumni, National Officers, and Regional Director.

Serves as the individual whom the President can delegate to function in special circumstances, i.e., formulate ad hoc committees, coordinate special projects, etc.

Secretary

Maintenance of good chapter records is essential for successful chapter function. The Secretary is responsible for all chapter and membership records, including the following:

Maintains official minutes of all chapter “executive council” meetings.

Maintains the permanent Chapter Rollbook containing the signature and home address of each person initiated into the chapter

Signs the completed AED Membership Record Form for all new members ¾ active, active alumnus, and honorary ¾ and forwards them, along with a check for the total membership fees from the Chapter Treasurer, to the AED National Office. Maintains a file of all completed membership records returned to the chapter, with the chapter and national membership numbers, from the National Office. See information sheet entitled “Election, Initiation and Registration of New Members.”

During the school year, distributes membership materials to new members registered with the National Office. Membership cards and certificates for those initiates registered in the AED National Office at the termination of the school year will be sent directly to the permanent address on the AED Membership Record Form.

Maintains contact and correspondence with AED National Office and Regional Director, including keeping the names and addresses of the chapter officers up-to-date.

Treasurer

The Treasurer has the responsibility of conducting the chapter’s financial business. This officer pays the bills and keeps the chapter out of the red ink zone. It is important for there to be a good annual “hand off” from former treasurer to new treasurer.

Maintains an accurate account of all financial transactions for the permanent records of the chapter using the Financial Record Book, collects all membership fees and chapter dues and pays all expenses. The Financial Records should be audited at the end of the Treasurer's term of office by a committee or by the Chapter Advisor. The AED Audit Form should be completed and submitted to the AED National Office.

Provides the Secretary with a check for total national membership fees for all initiates to be sent with the AED Membership Record Forms to the AED National Office.

Clears signatures and title of chapter account with appropriate bank or college/university officials as soon as a new Treasurer is elected and installed, so that checks can be processed without delay.

Reporter

Many chapters have a Scalpel Reporter in addition to the office of Historian AND many chapters just have an Historian ¾ in which case, the duties listed below are handled by the Historian.

The Scalpel Reporter lets the world know what their chapter has done, is doing, and will do.

If possible prepare and send reports for the “Chapter Pride Roll” section of The Scalpel electronically via E-mail or as Word attachments to E-mail ¾ our E-mail address is [email protected]. Please send photos under separate cover via conventional mail with descriptive captions. Photos may be mailed to THE SCALPEL, AED National Office, James Madison University, MSC 4008, Harrisonburg, VA 22807.

The Scalpel is the voicebox for your chapter so the Reporter should make sure that information is shared with other chapters.

Historian

The Historian is the person who is responsible for informing the present and future of the past. This officer functions in the following capacities:

Prepares a summary of chapter activities and programs for the year as a basis for the Biennial Chapter Report due at each National Convention as required by the Constitution, Article VII, Section 7.

Cooperates with the Vice President in maintaining the Chapter Scrapbook and other historical chapter records. Major historical items, including early Chapter Minute Books, Roll Books, etc., should be maintained so that future members can access them. The Historian should make sure that the Chapter’s Charter is maintained/displayed in a prominent, but secure location.

Advisor

Each chapter must function under the guidance of an Advisor who is an official officer of the chapter. The Advisor should be an individual actively interested in the challenges and activities of preprofessional health students. The duties of the Advisor include the following.

Promotes the general welfare of the chapter and promulgates the ideals of the Society.

Provides guidance, counsel and encouragement to officers and members.

Insures that all candidates selected for membership meet the requirements of the both the National and Chapter Constitution and Bylaws.

Verifies the membership credentials of each member by signing the chapter verification statement on each AED Membership Record Form submitted to the National Office.

Assists the officers and members in the selection of appropriate leaders in the educational and health professions as Active Alumni and Honorary members of the chapter.

Encourages the selection of capable leadership to insure continuity of the chapter and maintenance of an effective program of activities of interest and benefit to the members and other interested students on campus.

The Advisor’s office can serve as a place to maintain and access permanent chapter records.

*These duties are as listed on the national AED website.

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