SDRME

Society of Directors of Research in Medical Education

Bylaws


Article I. Name

  1. The name of this organization shall be the Society of Directors of Research in Medical Education.

Article II. Purpose

The purpose of the Society is to provide leadership in medical education by:

  1. Promoting the conduct and dissemination of research in medical education
  2. Promoting the growth and development of offices of medical education
  3. Encouraging communication, mutual support and continuing professional development among directors of offices of medical education
  4. Maintaining appropriate interaction with other groups involved in medical education
  5. Providing a resource of expertise in medical education for the membership, for medical schools and for other organizations
  6. Notwithstanding the foregoing, the Society is organized exclusively for charitable, religious, educational, and/or scientific purposes under Section 501(c)(3) of the Internal Revenue Code of 1986

Article III. Membership criteria

  1. Regular members

    1. Regular membership is open to the Director or designee of the Director of "a Unit" in an accredited allopathic or osteopathic medical school in the United States or Canada which has the central responsibility for promoting educational research and other forms of scholarship in that school. The Unit must have institutional scope and it must possess a recognizable, coherent organizational identity within the institution. In addition to its role in promoting research and other forms of scholarship, the Unit may also have responsibility for faculty development, promotion of educational change, recognition and assessment of teaching, curriculum support, or similar matters.
    2. No more than one individual from each medical school may be a regular member of the Society. In schools where a geographically separate campus contains an administratively unique education unit, one individual representing that unit may also be eligible for membership. To be eligible for membership, the individual must have credentials in education (e.g., advanced education degree) or a strong track record of involvement as a medical educator. In the event that there is more than one individual from a unique educational unit is seeking membership, the Executive Committee will, after consultation with the Dean or Associate Dean of that School, decide which individual is the best candidate for membership. A change of Director or designee at an institution or geographically separate campus, with no organizational change, does not require a new application for membership but does require a review of the new individual's educational credentials. The review of the new individual's credentials should occur within one year after the institution's SDRME member vacates his/her director or designee position. After one year, a new application from the institution may be required. Members of SDRME who leave their institution and become eligible for membership at a different institution without an SDRME representative must submit a new application on behalf of the new institution.
    3. The Membership Committee will process membership applications from prospective members and make recommendations in this regard to the Executive Committee. New membership must be approved by a two-thirds majority of the Executive Committee. Membership will be considered by the Executive Committee three times each year; at the annual Summer Meeting, at the Fall meeting and at the Executive Meeting in early Spring. If membership documents are completed by a prospective member between the Executive meeting and the annual Summer Meeting, and that member has expressed interest in attending the Summer meeting, they may be permitted to do so subject to the approval by the Membership Committee and unanimous agreement by the Executive Committee.
    4. All regular members shall pay the fees and dues set by the Executive Committee.
    5. Non-payment of fees and dues for two consecutive periods from the date of initial issuance of dues statement will result in termination of membership.
    6. If, for any reason, the member or the Unit that they direct fails to meet the criteria outlined in section 1 above, membership will terminate one calendar year later.

  2. Emeritus members

    1. A member of the Society who has distinguished him/herself through meritorious service, may be considered for emeritus status. This title must be recommended after the director has left his or her position in the medical education Unit and will normally be granted only to those who have been a regular member of SDRME for at least 10 years.
    2. Recommendations for emeritus status in SDRME will be submitted to the Society by the Executive Committee following a review of the candidate's status by the Membership Committee, who will also have the responsibility of keeping track of those members who may be eligible for emeritus status. Approval of emeritus membership will be decided by a majority vote of the Executive Committee at either the annual or the fall meeting of the Society.
    3. Emeritus members will continue to receive communications from the Society as well as the option to attend meetings of the Society. Emeritus directors will not have voting privileges, will not hold office, and will not pay dues for membership in the Society.

  3. Ex-Officio Members

    1. The SDRME President and President (or other appropriate senior official) of an organization with which the Society wishes to establish a continuing relationship will identify a representative of that organization who will be invited to become an ex-officio member of SDRME upon a 2/3 vote of the Executive Committee.

  4. International Affiliate Members

    1. Individuals responsible for medical education research in medical schools outside North America may become an SDRME international affiliate member.
    2. Criteria for acceptance of international affiliate members are that they have an active leadership role in medical education and have obtained the support of the appropriate administrative leader within their institution. Applicants are not subject to formal review by the Membership Committee; rather, acceptance is based upon a review by the International Membership Committee.
    3. The annual fee for international affiliate members will be set by the Executive Committee.
    4. International affiliate members are non-voting members who cannot hold office.
    5. International affiliate members will receive all SDRME postings and are encouraged to participate in all SDRME activities.

Article IV. Standing Committees and Task Groups

There shall be standing committees as deemed necessary by the membership or by the Executive Committee. Task groups may be established on an ad hoc basis as necessary to carry out explicit and time-limited objectives of the organization. Standing committees shall include:

  1. Executive Committee

    1. There shall be an Executive Committee responsible for conducting the business of the Society in the interim between meetings in accordance with general policies determined by the membership. Duties of the Executive Committee shall include the following: responsibility for the programs of the annual and fall meetings of the Society, approval of new members as provided for by Article III of these Articles, election of Society officers (see below), appointment of chairs and membership of standing committees as provided for below, responsibility for the financial affairs of the Society under the leadership of the Society treasurer (including the amount and frequency of membership fees and dues), responsibility for liaison with other organizations, and oversight of other Society activities deemed consonant with the Society's purpose.
    2. The Executive Committee shall be comprised of six (6) individuals elected by the members for three year terms at staggered intervals, so that, two individuals are elected each calendar year. Each member shall be limited to no more than 2 consecutive terms on the committee. The election will be conducted by l ballot, with a period of no less than two weeks in which ballots are to be returned. The election shall be conducted in the spring with the new Committee assuming responsibility as the last item of business at the annual meeting to be held in the late spring or summer. Newly elected members may participate (without vote) in any meeting of the Executive Committee held during the annual meeting in which they are installed.
    3. Officers of the Executive Committee shall be the President, President-elect, Past President, Secretary, Member-at-large, and Treasurer.
    4. The Executive Committee shall annually select from among its members a President, a President-elect, a Secretary, a Treasurer, and other such officers as are deemed necessary for conducting the business of the Society.
    5. The term of office of the Society President shall not exceed two years.
    6. In the event that a member is elected to the office of president-elect and that member has only a year remaining in his/her term, that term will automatically be extended by one year to allow transition to the Office of President. It is noted and accepted that this arrangement has the potential of increasing the membership of the Executive Committee from six to seven from time to time.
    7. Each officer will transfer Society files to his/her successor.

  2. Membership Committee

    The President shall appoint a Membership Committee of four (4) members including a Chair, drawn from the different GEA regions, promptly after the annual meeting. Its duty shall be to process applications from prospective members and to present all such processed applications to the Executive Committee at its regular meetings. Terms of appointment shall be staggered with the duration of the term lasting three years.

Article V. Society Documents

  1. Periodic Survey There shall be a periodic survey of Medical Education Research Units overseen by the Executive Committee. The results of the survey shall be reported to the membership of the Society.
  2. Procedures Manual There shall be a Procedures Manual that describes Society procedures for conducting all business. It is to be maintained by the Secretary.
  3. Other documents
    1. The Treasurer shall produce at each Society meeting a financial statement of the Society.
    2. The Secretary shall take minutes of Society meetings and distribute them to the membership.
    3. There shall be a Society history, maintained by the Executive Committee or its designee

Article VI. Meetings

    Annual meeting

    There shall be an annual meeting in the spring or summer of each year at a site determined by the Executive Committee.
  1. Fall Meeting

    There shall also be an additional meeting simultaneous with the annual meeting of the Association of American Medical Colleges.
  2. Quorum

    A quorum shall consist of no less than 25% of the regular members.
  3. Qualifications for attendance

    Meetings are open to all regular, ex-officio, emeritus, and international members. The Executive Committee may invite other individuals with an interest in the Society to attend as guests.
  4. Informal Meetings

    Unless otherwise provided by law, any action required to be taken at a meeting of the members or a committee, or any other action which may be taken at a meeting of the members or a committee, may be taken without a meeting if the consent in writing, setting forth the action so taken, shall be signed by all of the members or committee members entitled to vote with respect to the subject matter thereof

Article VII. Amendments

  1. Ballot

    These Articles may be amended by a ballot. Two-thirds vote of the members responding will be required for approval. A minimum of two weeks will be allowed after distribution of proposed revisions for votes to be received.

  2. Initiation of an amendment

    An amendment may be initiated in writing by:
    1. The Executive Committee
    2. Any regular member

Article VIII. No Inurement / Prohibited Activities.

No part of the net earnings of the Society shall inure to the benefit of, or be distributable to, its members, trustees, officers or other private persons, except that the Society shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes of the Society as set forth in these Articles. No substantial part of the activities of the Society shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Society shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on the behalf of any candidate for public office. Notwithstanding any other provision of these Articles, the Society shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code.

Article IX. Dissolution.

Upon the dissolution of the Society, the Members shall, after paying or making provision for the payment of all liabilities of the Society, dispose of all assets of the Society exclusively for the purposes of the Society in such manner, or to such charitable, educational, religious, literary, or scientific purposes as shall at the time qualify as exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provisions of any future United States Internal Revenue law) as the Members, but majority vote, shall determine. Any of such assets not so disposed of shall be disposed of by the circuit court of Pulaski County, Arkansas exclusively for such purposes or to such organization or organizations, as said court shall determine.

CERTIFICATION OF ADOPTION

The foregoing Articles of the Society have been duly adopted this 15th day of October, 2004 by the Members of the Society.

IN TESTIMONY THEREOF, witness the hand of the undersigned as Secretary of the Society on such date.