Duties of Chapter Officers

AED officers provide guidance, direction and leadership in promoting the objectives of the Society as stated in the Constitution. No chapter is better than its leadership ¾ capable, sincere, and responsible officers who are willing to work are essential for an active, progressive chapter.

Alpha Epsilon Delta is represented on the FIU campus by the chapter advisors, officers, and the members. The perception of AED is directly related to the chapter’s programs and activities. The officers should develop and initiate effective programs that are of interest and beneficial to the members and student body.

The following is an outline of principal duties associated with the primary chapter leadership positions.

CHAPTER 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:

• Promotes the general welfare of the chapter and advances 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 Honorary members.

• 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.

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:

• Initiates new members, including honorary members.

• Inducts new officers.

• Develops chapter programs and activities.

• Appointments of committees to carry out chapter functions.

• Relations with Pre-Health Advisor.

• Relations with Professional Schools, Hospitals, etc.

• Supervises the executive board.

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:

• Functions in the absence of the President.

• Accepts membership applications and prepares National Membership application forms.

• Maintains relationship with other pre-health societies.

• Maintains relationship with sponsors such as Kaplan.

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

ASSOCIATE VICE PRESIDENT

The Associate Vice President is responsible for intersociety affairs:

• Functions in the absence of the President and Vice President.

• Organizes the end of year induction ceremony for new members.

• Organizes all club trips.

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.

• Manages all society e-mails and e-mail account.

• Maintains the member point system.

• Organizes all General and Officer Meetings (includes reserving and preparing of rooms, the agenda, meetings minutes, sign-in sheets, etc.)

• Maintains contact and correspondence with AED National Office and Regional Director, keep the names and addresses of the chapter officers up-to-date, and submit Chapter Information Form*.

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, collects all membership fees and chapter dues and pays all expenses. The Financial Records should be reviewed 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 covering the total national membership fees for all initiates that are submitted (along with the completed AED Membership Record Forms) to the AED National Office. Please send one check for the total amount of membership fees to the 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.

• Responsible for providing refreshments for all meetings.

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.

• Responsible for photo documentation of all AED events.

• Updates and maintains AED bulletin board.

• Prepares the Scalpel reports in August and January.

EVENTS COORDINATOR(S)

• Coordinates the Medical Mentoring Program.

• Coordinates the medical examiners trips.

• Creates and distributes event flyers.

HONORS COUNCIL REPRESENTATIVE(S)

• Functions as liaison between the University and AED.

• Maintains Honors Council budget.

• Organizes Honors Council events.

• Creates and submits Honors Council reports.

PHYSICIAN SHADOWING REPRESENTATIVE(S)

• Coordinates Shadowing Program.

WEBMASTER

• Maintains club website.

COMMUNITY SERVICE REPRESENTATIVE

• Coordinates community service events and relations.

AMSA LIAISON

• Functions as the liaison between AED and AMSA.