Download Report

Executive Director
The Executive Director (ED) shall serve as the chief administrative officer of the Association. He/she shall
serve as the advisor of the Board of Directors (BOD) and chair of the Board of Advisors (BOA). He/she
shall contribute organizational knowledge and skills necessary to the non-profit, health policy,
community service, and advocacy functions of the organization. He/she shall also directly supervise all
operations and office matters of the Association including all administrative or business matters.
Term of Appointment: Contractual (Renewable)
Duties
a. Supports the overall administrative and operational function of the organization.
b. Responsible for overall the stability, development, and efficiency of the organization.
c. Develops organizational short and long term strategic plan in conjunction with planning
committee, BOA and BOD.
d. Formulates new policies and recommendations for consideration by the BOD.
e. Acts as the organizational contact between LMSA and external entities.
f. Oversees the organization of all national events, conferences and BOD meetings.
g. Safeguards an archive of organizational documents and agreements including
Constitution and Bylaws, MOUs and other essential records
h. Oversees management of membership database, records, and recruitment.
i. Develops and maintains good relationships with business and lay communities as well as
the media, policy leaders, government agencies, and external organizations.
j. Seeks and recommends new partnerships with the media, businesses, community
groups, government agencies, and external organizations.
k. Supervises the management of the organization’s finances according to organizational
bylaws and BOD policies.
l. Assists the CFO in developing an annual budget as well as three year and five year fiscal
projections which must be approved by BOD.
m. Responsible for assisting CFO in performing an annual audit of the organization's
finances.
n. Assists the National President to conduct a biannual performance evaluation of national
officers and BOD members.
o. Responsible for professional and leadership development training of BOD and national
officers.
p. Responsible for identifying, moderating, and resolving internal conflicts.
Appointment
The Executive Director (ED) shall be appointed to serve a defined and contracted term. A committee
composed of the National President, the CFO, both Vice-Chairs, three BOA members, and three BOD
members shall propose ED candidates for appointment by the BOD. The ED shall be subject to an annual
performance review conducted by the BOD. Renewal of the ED contract shall hinge on outcome of
performance review.
Page 1 of 22
National President
The National President is responsible for scheduling all meetings and conferences throughout the year.
The National President is the equivalent of the Corporation’s President or Chief Executive Officer.
He/she is the official spokesperson and representative of LMSA, and is responsible for ensuring that the
efforts of LMSA regions (West, Southwest, Southeast, Midwest, and Northeast) are incorporated into a
national agenda. He or she should be aware of all matters pertaining to the organization, both internally
and externally. The National Coordinator is responsible for overseeing all LMSA officers, the board of
directors, committees, and taskforces. Notably, the National President should directly communicate
with both the Vice-Chair of Internal Affairs (VCIA) and Vice-Chair of External Affairs (VCEA) ensuring that
all inter-liaising is handled effectively. Finally, he/she should be able to manage the affairs of LMSA in a
timely and dependable fashion.
Term of Appointment: 1 Year
A. General
1. Shall be informed of and in agreement with all decisions regarding the LMSA and shall
be in communication with and have equal access to all important ancillary personnel.
2. Shall schedule a private meeting with the Executive Director and VCIA and VCEA at the
Garcia Leadership and Advocacy Seminar (GLAS, at start of new fiscal year) to ensure
adequate transition of the position and familiarity with office operations for all.
3. Shall attend or delegate attendance at meetings where LMSA’s representation has been
approved by the delegates or BOD when the House is not in session, or the Executive
Committee when the BOD is not in session. The LMSA will pay for all such travel.
4. Shall serve as the primary national spokesperson of the LMSA by attending events and
meetings of importance to the Association within its financial capabilities as designated
by the BOD.
5. Maintain and strengthen relationships between the LMSA and other partner
organizations, particularly through representation in alliance relationships alongside
work completed by the VCEA and respective sub-committees.
6. Shall work with respective executive committee members to ensure implementation of
mandates and resolutions accepted by the delegates.
7. Work with the executive committee and national committee chairpersons to increase
involvement, enthusiasm, and diversity of the medical student, pre-medical student,
and professional membership of LMSA.
8. Submit recommendations for action to the BOD and to delegates at our annual national
conference.
9. Communicate regularly with membership, board of directors, and executive committee
through emails, conference calls, and other feasible means.
10. Implement the Executive Agenda, with the input and assistance of the Executive
Director, VCIA, and VCEA.
11. Shall assist in the development of an Annual Report along with other officers executive
board.
12. Shall co-sign charters for newly chartered chapters.
13. Submit articles to all issues of the Journal of the Latino Medical Student Association.
14. Shall preside and give the inaugural address at the formal opening meeting of the LMSA
National Conference.
15. Shall give a farewell speech at the Presidents Luncheon at the LMSA National
Conference.
Page 2 of 22
B. National Committees
1. Shall appoint, subject to ratification, all National Committee Chairpersons and present
those appointments to the BOD for their ratification at the closing session of the BOD
meeting of the LMSA National Conference, as terms expire or vacancies occur.
2. Take primary responsibility for the fulfillment of committee goals and objectives and the
implementation of programs administered by National Committees, as approved by the
BOD and member delegation.
3. Serve as an ex-officio member of all committees.
4. Shall review the responsibilities of each committee chairperson with them before their
appointment.
5. Shall communicate with all committee chairpersons on a regular basis to discuss the
progress of each committee’s goals and objectives.
6. Shall report on committee progress at each Executive Committee meeting.
7. Shall inform all committee chairpersons of any decisions made by BOD or Executive
Committee that pertains to that committee.
C. Executive Committee
1. Shall serve as a voting member of the Executive Committee.
2. Shall report to the Executive Committee on progress of the National Committees and all
other areas which the President oversees.
3. Shall relay all decisions of the Executive Committee regarding a particular committee to
that committee’s chairperson.
D. Board of Directors Meetings
1. Must attend all BOD meetings and submit a quarterly report detailing their activities
since the last BOD meeting.
2. Shall present all Presidential appointments to the BOD for ratification. If it is between
BOD meetings, such proposed appointees must be confirmed by the Executive
Committee before assuming the proposed post.
3. Shall work with the Executive Director to design the agenda and logistics of the BOD
meetings.
Page 3 of 22
Vice-Chair of Internal Affairs
The Vice-Chair of Internal Affairs (VCIA) shall act for the National President in the event of the
National President’s absence or disability, and if the office of the National President becomes
vacant, the VCIA shall then serve as National President for such unexpired term, as well as for the
term of one year thereafter. The VCIA shall perform such other duties as may be determined by the
Executive Board from time to time.
The VCIA shall be responsible for reporting monthly communication with all standing committees,
verifying that a meeting was held and a report was submitted. The VCIA will also communicate with
all national board members who have not submitted a monthly report or attended the most recent
national teleconference, to verify that the board member is aware of their responsibilities.
A. General
1. Work with the President in the implementation of the Executive Agenda.
2. Shall officiate for the President in his/her absence or at his/her request.
3. Assume the duties and powers of the President for the remaining term in the case of the
President's removal by resignation, illness, death or other cause
4. Submit articles to issues of the Journal of the Latino Medical Student Association.
5. Serve as the key person for program development within LMSA. Employs content
expertise in evaluation metrics, deliverable goals, sustainability, and long-term planning
for initiatives.
B. Board of Directors Meetings
1. Is a voting member of the BOD and is required to attend all BOD meetings.
2. Shall employ skills in strategic organizational thinking, long-term planning, resource
allocation, and advocacy to update and guide the Board with regard to LMSA’s missiondriven student programming work, steward resources and participate in all board-level
decisions, represent the needs and leadership of all committees, interest groups, and
other programming bodies.
3. Shall provide a typed report at each BOD meeting detailing their activities during the
past quarter and any progress or complications regarding the national projects.
C. Executive Committee
1. Is a voting member of the Executive Committee.
2. Shall report any updates with the national projects to the Executive Committee.
D. National Committees
1.
Support all committee and team chairs as they plan and guide the work of their
respective committees. This will include planning monthly meetings to assess progress.
2.
Work closely with the Community Service Committee to provide support to the regions
and chapters regarding implementation of national protocols and programs. This is
instrumental in providing measurable outcomes for any grant funding provided for said
endeavors. Along with the Community Service Committee, coordinate the National
Community Service Forum at the National Conference
3.
Shall serve as a member of the Elections Committee.
Page 4 of 22
Vice-Chair of External Affairs
The Vice Chair of External Affairs (VCEA) oversees the aspects of LMSA dealing with Policy,
Public Relations, Mentorship, and Fundraising. The VCEA maintains and regularly reviews a
record of all of LMSA National’s MOUs, contracts, and agreements in order to be aware of
LMSA’s commitments. The VCEA then informs the appropriate positions about the necessary
actions to take. In addition, the VCEA facilitates collaboration between the different
departments of LMSA National and external organizations. The VCEA, together with the Vice
Chair of Internal affairs and the President, also outline the vision of LMSA’s External Affairs, and
provides a strategy to obtain that vision.
Responsibilities:
A. External Affairs
a. Improve the collaborations of LMSA with external organizations.
b. Appoint liaisons to partner member organizations with approval of BOD. Liaisons should
be full members in both organizations.
i. Liaisons to Partner Organizations Goal: Facilitate the exchange of information
between LMSA and the respective organization. Serve as main point of contact
between the leadership of the LMSA and the respective organization.
ii. Objectives
1. Attend at least one national meeting of the respective organization/
association during their tenure in the position.
2. Send a letter of introduction to the organization’s leadership or main
contact and maintain regular communication.
3. Draft and present a preliminary schedule of the affiliate organization’s
meetings for the upcoming academic year at the June BOD meeting.
4. Keep detailed documentation on the organization’s activities and
events, and advertise that information to the LMSA membership.
5. Submit articles, with the review of the National President, to the
respective organization’s newsletters and/or journals to highlight LMSA
activities, events, etc.
c. Advise LMSA liaisons and coordinate their external communication efforts on important
current LMSA initiatives, programs, and policy positions.
d. Address issues concerning LMSA’s interaction with other organizations.
e. Research and identify organizations with which LMSA would benefit from
endorsement and/or partnership and recommend these organizations to the Board
of Directors.
B. MOU’s
a) The VCEA maintains and regularly reviews a record of all of LMSA National’s MOUs,
contracts, and agreements.
b) The VCEA is responsible for knowing deadlines, and commitments, and expiration
dates on all MOUs, informing the appropriate officer responsible for said
commitment, and the ultimate completion of the action.
c) The VPs give the VCEA any MOUs, contracts, agreements, or documents that need
to be approved by the National Board of Directors.
d) The VCEA informs the VPs about their respective responsibilities with regards to
LMSA’s active MOUs, contracts, and agreements.
Page 5 of 22
C. Executive Committee
a) The VCEA regularly meets with the Executive Committee composed of the Vice Chair
of Internal Affairs, President, Executive Director, and Chief Financial Officer.
b) The VCEA shall provide updates about all components of the EAB, including
upcoming projects and MOUs, contracts, agreements, and documents.
D. External Affairs Board
a) The VCEA meets monthly with the External Affairs Board (EAB), consisting of the
VCEA, the VP of Public Relations, the VP of Policy, the VP of Mentorship, and the VP
of fundraising.
b) At the meetings, each VP gives an update about its department. Upcoming projects
are discussed, and the VCEA facilitates collaborations between the VPs to ensure
said projects proceed smoothly.
c) Shall inform the EAB of pertinent updates Executive Board
Page 6 of 22
Chief Development Officer
The Chief Development Officer shall keep and maintain membership database. He/she shall maintain an
appropriate membership packet for new schools to start a chapter through their region. He/she shall be
chairman of the Development Committee and Alumni Relations Subcommittee. The Chief Development
Officer shall also aid in regional development of logistical operations and recruitment of members.
He/she shall be aware or regional updates to allow proper placement on the national website and aid in
inter-regional flow of communications.
I.
General
A.
B.
Goals
i. Respond to membership needs.
ii. Incite enthusiasm in the membership for the organization and its purpose.
iii. Increase membership recruitment and retention through membership drives,
chartering of new chapters, and informing membership of available membership
benefits.
iv. Collaborate internally between regions and national board.
v. Be accessible to external affairs.
vi. Enhance membership communication.
Responsibilities
i. Employ skills in strategic organizational thinking and long-term planning for
membership recruitment and retention.
ii. Evaluate new member recruitment and engagement at the end of each year.
iii. Spearhead membership drives for all categories (pre-medical students, medical
students, and alumni) of membership.
iv. Establish and maintain engagement with Regional Chief Development Officer.
1. Monitor and evaluate recruitment goals
2. Schedule and facilitate monthly conference calls
3. Facilitate membership interaction and networking across chapters and
regions
v. Communicate regional events, resources, and membership needs or concerns to the
Vice-Chair of Internal Affairs
vi. Address National’s membership concerns and/or requests to Regional Chief
Development Officers.
vii. Consult with Chief Financial Officer regarding membership fees.
viii. Assist the National President and the Financial Committee with the investigation
and maintenance of membership benefit contracts.
ix. Maintain communication with members
1. Advertise membership benefits
2. Inform members on the history and founding principles of LMSA.
x. Inspire, challenge, and uplift our members, as well as highlight those chapters and
members who exhibit the true strength of this unique organization. Work alongside
National Publication Chairs and Public Relations Chair to compile chapter/regional
level highlights for distribution.
xi. Ensure effective transition to the next Chief Development Officer including current
progress and future direction.
Page 7 of 22
II.
Committee Structure
A. Chief Development Committee
Consists of Chief Development Chairs from each region. Refer to regional position
descriptions.
B. Alumni Affairs Sub-Committee
a. Goals
i.
Establish and maintain a mechanism for exchange of information and
support between past members LMSA "alumni" and current members of
LMSA.
ii.
Work with past alumni to coordinate activities, mentorship, maintaining
contact information, planning and promoting LMSA specific events.
b. OBJECTIVES
i.
Maintain alumni database.
ii.
Maintain and update a residency survey for distribution to graduating LMSA
members.
iii.
Maintain and update an annual alumni survey regarding changes in career
status (positional and location changes).
iv.
Solicit recent LMSA graduates, encouraging continued LMSA membership as
physician/patron members or life members.
Page 8 of 22
Chief Financial Officer
The Treasurer shall maintain of the Corporation as directed by the National Executive Board. The
Treasurer shall keep full and accurate accounts of receipts and disbursements in the books belonging to
the Corporation; shall render periodic financial statements to the Executive Board, Board of Directors,
and National Finance Committee as specified below; shall prepare an annual budget; and shall perform
other such duties as are incident to the office; and shall undertake such other duties as are required
from time to time by the National Executive Board.
A. General Responsibilities
1. Provide guidance and make recommendations on financial matters affecting the organization.
2. Collaborate with the National President to prepare and adhere to the organization’s budget.
3. Shall keep and maintain the organization’s checking account and ensure proper management of
all bank and investment accounts.
4. Maintain adequate documentation for the organization’s finances and finance-related materials.
5. Manage reimbursements of the national officers, BOD, and national committees in a timely
manner.
6. Collaborate with the National President, the National Finance Committee, and Vice President of
External Affairs to establish and maintain financial support for the organization from individual
and corporate donors.
7. Serve as chairperson of the National Finance Committee.
8. With the National President, the Treasurer shall ensure that the bills get paid.
9. Shall have signing authority on the organization’s petty cash account.
10. Shall present to the BOD: (1) a financial report of all financial activity from previous fiscal year,
and (2) a report of accounts payable and accounts receivable since the start of the new fiscal
year, at the Business Meeting of National Conference.
11. Shall be directly involved in fundraising duties for the National Conference in collaboration with
Vice President of Fundraising and/or Regional Fundraising Chair and Regional Chief Financial
Officer for hosting region.
12. Secure consistent funding and/or marketing sources for printing and distribution of publications
in collaboration with Publications Chair and Vice President of Fundraising.
13. Collaborate with Vice President of Fundraising and Vice Chair of External Affairs in maintaining a
list of possible corporate and agency sponsors and oversee the application for corporate
funding.
14. Shall maintain 501(c)3 status for the National Organization, and assist Regional Chief Financial
Officers in maintenance of their status, as necessary.
15. Shall maintain and update the LMSA National Treasurer Operations Manual throughout the
year, providing the most updated document to new Chief Financial Officer upon transition.
16. Shall complete full transition of all physical and electronic documents, financial records, account
access, and signing authority to new Chief Financial Officer by end of June following
appointment of position.
17. Shall complete full transition of all physical and electronic documents, financial records, account
access, and signing authority to new Chief Financial Officer by end of June following
appointment of position.
B. Board of Directors Meetings
1. Chief Financial Officer is a non-voting member of the BOD.
2. Shall report biannually to the BOD detailing the present financial condition of the organization,
including:
Page 9 of 22
a. Year-to-date income statement detailing all expenditures and received revenues
b. All accounts payable and accounts receivable
c. Present bank balance of all National accounts.
d. Separate account of any national debts.
3. Shall present a proposed budget for the fiscal year to the BOD at the June BOD meeting for
approval.
4. Shall present a final fiscal year report for the previous year at the National Conference BOD
meeting.
5. Shall review bank statements of previous years, as applicable, and report on management of
accounts to the BOD.
C. National Executive Committee
1. Shall serve as a voting member of the National Executive Board.
D. National Finance Committee Chair
Chief Financial Officer shall serve as the chairperson of National Finance Committee to address the
financial needs and growth of the National organization through communication with Regional Chief
Financial Officers from every region; provide guidance to the Board of Directors on matters related to
income and expenditures for current operations, and for recommending future fiscal objectives.
1. Responsibilities:
a. Develop and present annual budget for the June BOD meeting and the mid-year
financial report at the January BOD meeting.
b. Review and advise on all budgets submitted by national or regional committees.
c. Provide guidance and make recommendations to the BOD on any expenditures.
d. Collect, review, and distribute biannual financial reports from Regional Chief Financial
Officers between regions and to BOD.
E. National Finance Committee
The purpose of the National Finance Committee is to assist the Chief Financial Officer, Chairperson of
the Board of Directors, the Vice Chair of External Affairs, and Vice President of Fundraising in
establishing relationships between regions to secure the necessary revenue to support National and
Regional LMSA activities.
1. Structure
a. Committee will be composed of one Regional Chief Financial Officer from every region
(5), the National Chief Financial Officer (to serve as Committee Chairperson), and any
additional members of the Organization interested in serving on the committee.
2. Responsibilities
a. Submission and review of biannual financial reports from each Regional Chief Financial
Officer.
b. Serve as resource in collaboration with Vice President of Fundraising and Vice Chair of
External Affairs to develop and/or update a corporate outreach plans at the beginning
of academic year, with annual evaluation at the June BOD meeting.
c. Foster collaboration with Vice President of Fundraising and Vice Chair of External Affairs
to maintain and update the database of actual and potential corporate sponsors, in
addition to a corporate solicitation, marketing and sponsorship packet
d. Collaborate with Vice President of Fundraising to make available to regions and chapters
all possible fundraising opportunities and information.
Page 10 of 22
Chief Information Officers
I.
Secretary General (Secretary)
The Secretary shall keep the minutes of all National meetings. Further, the Secretary shall attend to the
giving and serving of all notices of the corporation. The Secretary shall properly keep, or cause to be
kept, the record books of the Corporation. In general, the Secretary shall have all duties incident to that
office, as well as other such duties as the Executive Board may determine from time to time.
A. General Responsibilities
1. Ensuring the meeting minutes are transcribed, edited, and distributed in a timely
manner.
2. Assisting the National president with BOD national emails.
3. Shall assist the National President in the compilation of the monthly National
President’s newsletter, if requested.
4. Shall sit on the Internal Affairs committee for the compilation of the Policies and
Procedures Manual and other documents as necessary.
5. Shall assist in the collection of chapter reports.
6. Shall notify the chair of the Membership committee of the status of all chapter reports
two weeks after the deadline date for chapter submissions to the national secretary.
B. Board of Directors Meetings
1. Is a non-voting member of the BOD.
2. Shall keep written minutes of the BOD meetings , shall maintain audio recordings of said
minutes, and documents submitted for national BOD meetings.
3. Assure that BOD minutes are kept close to verbatim including recording exact, verbatim
motions, i.e. Action Items, at each BOD meeting, along with the maker and second of
the motion. Submit them to National President for review. Once note editing is
complete, shall distribute minutes to the organization.
4. Shall compile all recommendations submitted to the BOD within BOD reports and
distribute them to the BOD members as the Chairperson distributes the meeting
agenda.
5. Shall maintain a roll of all BOD members in attendance at each BOD meeting.
6. Shall manage the BOD listserv for the distribution of quarterly committee and officer
reports.
7. Shall work with National President to schedule BOD meetings and set the agenda.
II.
General (Parliamentarian)
The Parliamentarian is responsible for the application of Roberts Rules during all meetings and
conferences. The Parliamentarian is also responsible for conducting all voting and elections, including
tallying votes during an election and ushering in newly elected officers. In addition to the above
responsibilities, the Parliamentarian is also responsible for updating any amendments to the By-laws
and ensuring the accuracy of the By-laws.
A. Responsibilities
1.
Oversee the Constitution, its interpretation, and its amendments
2.
Maintain correspondence with the BOD and Regional Parliamentarians
3.
Incorporate amendments adopted into the existing Constitution.
4.
Assist with the updating of the Policies and Procedures Manual.
Page 11 of 22
5.
6.
7.
8.
9.
Develop and coordinate parliamentary procedure workshops (PPW) for the
national and regional level.
Prior to the first BOD meeting, shall initiate a review process of all regional
constitutions and bylaws that have undergone revision during the prior
administrative year to ensure compliance with constitution of the national
organization.
Shall report the results of the above review process at the first BOD meeting of
the administrative year.
Shall present and obtain a vote for all proposed amendments during term of
office
Chair the Constitution and Bylaws Subcommittee of the Internal Affairs
Committee.
a. Constitution and Bylaws Subcommittee is composed of the 5 regional
parliamentarians or equivalent position and any LMSA member who is
interested in participating in this subcommittee.
b. The role of this subcommittee is to relay information regarding
amendments and changes done to the regional constitution/bylaws to
national parliamentarian.
C. Board of Directors
1. Serve as a non-voting member of BOD
2. Submit a written update to the BOD meetings
3. Application of Roberts Rules during all meetings
4. Conduct all voting and elections, including ensuring quorum, tallying votes during an
election, and ushering in newly elected officers.
Page 12 of 22
Vice-President of Mentorship
Serve as National voice and advocate for pre-medical students and PALS chapters in each region. Works
to provide resources and opportunities to premedical members.
A. General
1. Assist the President in the implementation of the Executive Agenda as it pertains to premedical students
2. Serve as Chairperson of the Mentorship Committee
3. Respond to information inquiries from pre-medical students
4. Serve as a resource for the Community Service Committee regarding premedical
enrichment programming by LMSA chapters
5. Shall implement and maintain new established projects for the betterment of the premedical membership.
6. Oversee the activities, documentation, and leadership of PALS chapters.
7. Work with the Development Committee and the BOD to maintain an up to date active
PALS chapter roster and promote an associate membership drive.
8. Shall act as an advisor to the Regional mentorship chairs including serving as a resource
for pre-medical student conference programing planning.
9. Shall work with the executive committee and the conference planning committee to
plan premedical programing at the national conference.
10. Shall communicate with the PALS membership via national newsletter.
11. Shall strive to achieve optimal communication with pre-medical members, Regional
MAPS Liaisons and MAPS Committee
B. Board of Directors
1. Shall provide a quarterly report detailing his/her activities to the BOD in time for
distribution before the BOD meeting.
2. Shall represent the interests of pre-medical members and communicate feedback on
policies to the BOD.
C. Mentorship Committee Chair
1. Goals: Serve as an extension of the Vice-President of Mentorship. Inform the BOD and
the membership of pre-medical student concerns.
2. OBJECTIVES
i. Work with the Development Committee in updating the PALS chapter roster
and in coordinating the associate membership drive to increase the number of
PALS chapters and members.
ii. Work with the National President and the Vice-President of Mentorship to
expand the premedical audience through outreach, event planning, speaking
engagements, and information distribution.
iii. Maintain regular communication with PALS chapters through mailings,
newsletters, and electronic resources, and oversee the collection of PALS
chapter documentation.
iv. Ensure associate membership awareness of the MCAT awards, scholarships,
events and other premedical opportunities.
v. Research and identify non-LMSA sponsored pre-medical conferences, events,
and publications in which LMSA representation would be beneficial.
General Responsibilities
Membership Education/Recruitment
Page 13 of 22
Professional Recruitment
Allied Health Student Liaison Recruitment
Pre-medical Section of the LMSA Website
Page 14 of 22
Vice-President of Policy
The Policy Chair will be held accountable to the national executive board duties and expectations, be the
liaison between the LMSA Policy committee and LMSA Executive Board, Regional Board Policy Chairs
and LMSA general body. Should be responsible for preparing final policy stance proposals, and present
voting items that require LMSA National support.
A. General (Health Policy & Legislative Affairs)
1. Spearhead LMSA advocacy efforts. Educate members about legislative and policy
developments affecting Latino medical education and health care. Create opportunities
for LMSA members to train, participate, and actively engage in the LMSA Policy
initiatives and objectives. Identify policy themes in areas, such as Latino medical
education, health care reform, LGBT, nutrition, immigration, health access, and
women’s health, among other high priority areas.
B. OBJECTIVES
1. Ensure that policy chairs are elected in each region and provide leadership and
programming support for LMSA advocacy initiatives at the local and regional levels.
2. Guide regional policy chairs on how to lead and instruct LMSA members to write and
develop resolutions. Ideally, resolutions must be initially approved by the region,
subsequently submitted to national, and, if approved, then presented at the LMSA
Policy Summit.
3. Create member-driven policy caucuses in areas, such as medical education, health care
reform, healthcare access for the underserved, and minority and women’s health.
Resolutions will be created by the members in the caucus and affiliated partnering
organizations.
4. Develop and strengthen partnerships with other organizations and leaders that
specialize in issues affecting education, health care, and minority and women’s health
policy.
5. Create internships and career development opportunities within partner organizations
for members to gain experience in Latino health advocacy and expand the LMSA
political reach and network.
6. Assist in the creation of the LMSA Policy Summit planning committee, which will include
subcommittees in Fundraising, Marketing, Plenary, Logistics, and hospitality. Work with
LMSA National to allocate resources and support for LMSA Policy Summit and planning
committee.
i. Regularly meet with LMSA National Board of External Affairs in order to discuss
needs of both the LMSA policy team and collaborative efforts with other
Executive Board members
7. At the discretion of the VP of Policy, additional leadership positions can be
recommended and constituted to fulfill the aforementioned objectives.
C. LMSA Policy Committee Structure and Responsibilities
•
1. Vice President of Policy
Elected by the Board of Directors at the National Conference, ensure that policy chairs are
elected in each region and provide leadership and programming support for LMSA advocacy
initiatives at the national level.
Page 15 of 22
•
•
•
Regularly meet with LMSA National Board of External Affairs in order to discuss needs of
both the LMSA policy team and collaborative efforts with other Executive Board members.
Responsible for the direct oversight and advisement of Internal and External Policy Chairs.
Responsible for identifying mentors within NHMA
2. Internal Policy Co-Chairs Jr./Sr. (2)
Appointed by the President, with consult from the Vice-president of Policy, and voted in
by the Board of Directors, guide regional policy chairs on how to lead and instruct LMSA
members to write and develop resolutions. Assist regional policy chairs on the development of
regional programming events and serve as the liaison to the LMSA National Policy Committee
and Board of Directors in issues related to advocacy.
i. Chairs actively advise and support their regional chairs, schedule and facilitate
meetings. Chairs foster advocacy training among active LMSA members through
advising, effective feedback, and recognizing and developing strengths in these
leaders.
ii. Chairs lend their expertise on Latino health policy to LMSA Regional Policy chairs
and members. They assist in the layout of short and long term goals of the LMSA
Policy Committee.
3. External Policy Co-Chairs Jr./Sr. (2)
Appointed by the President, with consult from the Vice-president of Policy, and voted in
by the Board of Directors, coordinate efforts to strengthen partnerships with other
organizations and leaders that specialize in issues affecting education, health care, and minority
and women’s health policy, as mentioned above. They work closely with the Vice-President of
Policy and the Vice President of External Policy to develop long-lasting relationships with allies
of LMSA including SNMA, AMSA, AMA among other organizations
4. Regional Policy Chairs (at least 1 per region)
Appointed or elected by each region, coordinate the activities of the regions to further
national goals, serve as a resource for regions and chapters, plan regional advocacy efforts, and
provide information and instruction on key issues in Latino health policy.
5. NHMA Liaison
Appointed by the President, with consult from the Vice-president of Policy, and voted in
by the Board of Directors. Coordinate efforts to strengthen partnerships with NHMA, such as
policy conference planning other organizations and leaders that specialize in issues affecting
education, health care, and minority and women’s health policy, as mentioned above. The
NHMA Liaison will sit in the NHMA meetings; will facilitate collaboration and communication
between that body, the policy committee, and LMSA National.
6. Physician Policy Advisor
Identified and recommended by the Vice-president of Policy and Policy committee in
consultation with the President and the Board of Directors. Will serve as the physician advisor to
the LMSA Policy Committee. Will help LMSA Policy Committee identify and recruit experienced
physicians and leaders in policy, develop mentorship opportunities between physicians and
LMSA policy leaders, and provide continuity and transition. It is strongly preferred, that the
physician advisor would have served as a Vice-President of Policy or Policy Chair in LMSA as a
medical student.
Goals of the LMSA Policy Team
Page 16 of 22
•
•
•
•
Strengthen LMSA policy through advocacy events (LMSA Policy Summit) and caucuses (ex: ,
networking opportunities, and dissemination of Latino health care knowledge among local
chapters, regions, and nationally.
Empower medical students to actively engage in political and social movements by educating
them about policies and the policy process so they may feel comfortable and capable to take
action. This includes projects initiated by LMSA members outside the framework of national and
beyond their years in medical school.
Actively encourage LMSA membership to develop resolutions on topics related to Latino health
Develop relationship with partnering organizations that have similar policy goals to LMSA, work
with the Vice-President of the External Affairs to develop formal MOUs with these organizations
Page 17 of 22
Vice-President of Public Relations
Vice President of Public Relations (VPPR) shall assist the national president in increasing awareness
and strengthening the voice and brand of the LMSA on a national level through the media and
branding opportunities. In order to achieve this goal, the VPPR shall coordinate with the public
relations committee (PRC), composed of the Regional Public Relations Chairs (RPRCs), reach out to
national media organizations, and regularly update LMSA National’s electronic media.
1. The VPPR has regular meetings with the PRC. Any media outlet that a RPRC has made
successful contact with, if that outlet has a national branch, the VPRP contacts in order to
begin a relationship.
a. The VPRP works with the publication and membership chairs to publish articles on the
national blog or publications about achievements that the regions, chapters, and
members have accomplished (These stories may be written by the VPRP, or by any
member of the LMSA.
b. The VPPR facilitates and oversees the standardization of all logos, templates, and
websites across the regions and National, in order to present a unified presence to the
public.
c. The VPPR shall maintain all logos, templates, publicity language, etc. in order to be
distributed to regions, chapters, other organizations, or media upon request and the
creation of video documentary, public service announcements, and media kits.
2. The VPPR shall seek out national media outlets (television, radio, newspaper, online articles,
etc.) to develop contacts and form relationships with to publish Chapter, Regional, and
National stories.
3. The VPPR drafts press releases about upcoming National events or pertinent organizational
news. These are brought before the board to be ratified, and are then released to the national
media outlets with which the VPPR has made contact.
4. The VPPR actively updates LMSA National’s social media. Stories, press releases, interesting
articles, or papers for the membership shall be posted on social media sites at the discretion of
the VPPR. There should be interaction between national and regional social accounts to
include liking and retweeting of posts.
5. Works with the webmaster to keep the National website up-to-date.
6. The VPPR will participate in the regular meetings of the External Affairs board. The VPPR will
give updates on Public Relations Business, and will collaborate with the other Vice Presidents
by handling the PR side of any current projects. The VPPR will publish all accomplishments of
the other departments through its national media outlets.
Page 18 of 22
Community Service
The Community Service Chair will be held accountable to organize a National Community Service Event
among all the LMSA regions and establishing a committee to oversee and communicated with the
different regions.
A. GOALS
Assist in the implementation and publicity of the LMSA's community service initiatives and
community outreach efforts. Oversee accurate tracking and documentation of initiatives and
other projects.
B. OBJECTIVES
1. Serve as a resource for local chapters and regions in the implementation and
documentation of national initiatives and other community outreach projects.
2. Work with the National Vice-President of Internal Affairs on the compilation of the statistical
report of chapters performing national initiatives and other community outreach projects.
3. Assist the Conference Planning Committee in coordinating the Community Service displays
and the Community Service project at the Annual Conference.
4. Assist the National President with the implementation of joint community service projects
with other member organizations.
5. Select chapters to be featured in the Journal of the Latino Medical Student Association, the
President’s newsletter, on the website, or through other media as examples of excellent
initiative implementation or outreach activity.
6. Advertise and award community service grants to chapters.
7. Assist the regional Community Service Liaisons and chapter presidents in the
implementation of the health education and prevention initiatives through nationwide
education campaigns and distribution of resources.
8. Assist the National Vice-President in data collection surrounding the health education and
prevention initiatives, their audiences, and their evaluation.
9. Solicit agencies, organizations and companies for collaboration, donation, and support of
local implementation of the initiatives.
Conference Chairs
The responsibility of the National Conference Chair is to oversee the National Conference committee
and be the point person for the planning of the National Conference while keeping the Board of
Directors of all progress. Work in conjunction with other key National Committee and Executive
Committee members to coordinate conference plenary sessions and fundraising efforts. Form and
oversee convention-planning subcommittees to be composed of local LMSA membership.
A. Objectives
1. Select a committee consisting of members from each local school and members of the
past Convention Planning Committee, and form the appropriate subcommittees
(fundraising, speaker/workshops, social, logistics, etc.).
2. Select a theme and logo for the Annual Conference.
3. The coordination of scheduling, room assignments, workshops, events, and programs og
the Conference.
4. Work with National BOD and Regional Directors to distribute advertising material to the
chapters, potential sponsors, and potential exhibit hall participants.
Page 19 of 22
5. Work with the Community Service Committee to coordinate the national community
service project at the Annual Conference.
6. Coordinate the National Research Forum
B. Committee Structure Suggested local sub-committees are:
1. Workshops
2. Logistics
3. Entertainment
4. Pre-Med Forum
5. Marketing & Correspondence
6. Sponsorship/Fundraising
Each subcommittee chair will report directly to the Conference Co-Chairs but the subcommittees can
run semi-autonomously. This will limit the amount on micromanagement necessary for the Co-Chairs
although they are still responsible for all parts of the conference as described above.
Fundraising
The VP of fundraising is involved with collecting and maintaining lists of current and past donors. He/she
Should participate with the conference and publication committees to maintain lists of sponsors,
exhibitors, and advertisers and their contact persons up-to-date on a regional and national level. He/she
should work with the chief financial officer to plan fundraising events including collecting donations at
conferences and events. Furthermore, should be aware of potential grants that the organization may be
eligible to apply for.
Publications
The publications committee serves as the primary literary body responsible for written distribution of
information throughout the organization via web-based and print publications. The National Publication
Chairs will coordinate and publish a quarterly newsletter for LMSA. He or she will be the lead Editors of
the Residency Guide and assist in the Conference program editing. They will also produce a national
edition of the Journal of the Latino Medical Student Organization (JLMSA). Publications shall be posted
to the organization’s website. The Publication Co-Chairs shall be responsible for publishing at least one
article per year by a LMSA member in the nationally distributed professional periodical or web site.
Solicit and obtain complete and relevant articles for the JLMSA. Will work with Chief Financial Officer,
Fundraising chairs, and External Affairs to obtain advertisements.
Duties
1. Periodic and regular review of submitted manuscripts by membership
2. Seeking out students with interesting experiences and perspectives for interview and highlight
in publications along with the membership chairs.
3. Seeking out students with journalistic skills and an interest in writing for publication
assignments.
4. Solicitation and formulation of manuscript topics and focus of publications
5. Submission of a year-end report.
Page 20 of 22
Publications shall
1. be provided to each member who elects to receive the journal, to each individual subscriber and
to related complementary readership as determined
2. The magazine shall contain commercial advertising (display and classified) depicting goods and
services of personal and professional use to physicians-in-training, i.e., the readership.
3. All advertising shall be represented in a tasteful manner, inoffensive to any human group, and
represent a quality and truthful product or service.
4. LMSA shall retain the right to reject any advertising deemed to be untruthful or misleading,
offensive, or presented in bad taste.
5. The magazine shall carry advertising of LMSA programing, based on availability of space, to
promote AMSA's membership services, educational products or educational programs.
6. The magazine shall be viewed and managed by the organization as an "objective journalistic
instrument," having protected integrity and sole purpose to provide the readership with
unbiased and truthful research and reporting.
7. The magazine's editorial mission shall be to pursue and present news and issues of interest and
importance to the readership and the organization in an unbiased manner through objective
research and reporting.
8. The magazine shall serve as a primary educational tool for the readership and will provide
educational aids of high quality and utility to physicians-in-training of a clinical or non-clinical
nature.
9. The magazine shall not carry any political messages or advertising reflecting the opinions of any
internal or external group. There shall not be advertising for specific campaigns, including
advertising for political candidates and political parties.
10. The magazine shall routinely carry timely and important news concerning the LMSA and its
affiliates.
11. The magazine shall not be used by the organization and any subgroup of the organization or any
group external to the organization for the purpose of pursuing or presenting, in any format,
issues of special interest.
Scholarship
The Scholarship Chair shall be responsible for ensuring that all the LMSA National awards will be granted
to deserving individuals. The Scholarship Chair shall lead the scholarship committee. The Scholarship
Chair shall assist in the fundraising efforts for scholarships. The Scholarship chair shall make
recommendations and assist the National Board in developing new awards.
Scholarship Committee
●
●
The purpose of the Scholarship Committee is to develop and assist in the administration of the
Association’s scholarship programs. The Scholarship Committee shall also be responsible for
evaluating scholarship applications and recommending candidates for scholarships to the LMSANational Board.
The Scholarship Committee shall be comprised of no fewer than three (3) members. Scholarship
Chair and two other Active Members shall be eligible to serve on this committee.
Page 21 of 22
●
Scholarships will be voted on by the Advisory Council made up of physicians and not members of the
LMSA National or Regional boards.
Page 22 of 22