2. Board and Staff Roles and Responsibilities

2.1 Board of Directors

A.  President

1. Roles and responsibilities of the President are listed in the Bylaws.

2. Meetings  - in addition to the duties listed in Bylaws

a.  Attendance as described in 1 - Roles and Responsibilities 

b.  Attends Executive Committee meetings

c.  Attends Board of Directors meetings

i.  Develops meeting agenda and places in pre-meetings call notes in hapsconnect 

ii. Posts agenda items as topics in hapsconnect group discussion and leads ongoing discussion

d. General Membership Meetings 

i. Coordinates scheduling of a regular meeting with annual conference organizers

ii. Develops meeting agenda and transmits it to Board and Steering Committee chairs

3. Strategic Plan - in addition to the duties listed in Bylaws

a. Responsible for implementation, review, and updating of 5-year strategic plan

b. Enlists the help of other Board members and Steering Committee chairs to accomplish strategic plan near and long-term goal

c. Charges Committees to complete tasks as necessary to further strategic plan

4. Financial Responsibilities - in addition to the duties listed in Bylaws

a. Ensures proper financial conduct as defined by the Bylaws and this P&P

5. Other Responsibilities - in addition to the duties listed in Bylaws 

a. Awards President’s Medal as detailed in 7 - Other Policy Directives, including follow-up activities

b. Communicates monthly with membership through “President’s E-blast.”  

c. Responsible for proper conduct of Board and Steering Committee members

d. Works to ensure smooth transition to President Elect, including transfer of any documents by placing them in proper locations in hapsconnect.

e. Owner and manager of executive committee and Board e-meeting discussion groups.

B.  President-Elect

1. Roles and responsibilities of the President Elect are listed in the Bylaws.

2. Committees are listed in Bylaws

3. Meetings  - in addition to the duties listed in Bylaws

a.  Attendance as described in 1 - Roles and Responsibilities 

b.  Attends all meetings of the Executive Committee

4. Other Responsibilities - in addition to the duties listed in Bylaws 

a. Responsible for proposing P & P modifications to the Board of Directors

i . These modifications may be initiated by the President-Elect, the Executive Director, other Board members, or Committee Chairs

Ii.Once approved, the Executive Director (or designate) updates the web version of the P & P.  The Executive Director (or designate) also ensures that a PDF version is uploaded to the google drive on a yearly basis for archival purposes.  

b. Performs other duties as requested by President

C.  Past President

1. Roles and responsibilities of the Past President are listed in the Bylaws.

2. Committees - in addition to the duties listed in Bylaws

a. Serves as chair of the Personnel Committee

3. Meetings  - in addition to the duties listed in Bylaws

a.  Attendance as described in 1 - Roles and Responsibilities 

b.  Attends all meetings of the Executive Committee

4. Other Responsibilities - in addition to the duties listed in Bylaws 

a. Responsible for monitoring progress in achieving the goals of the Strategic Plan

i. Works with the President and the BOD to prepare yearly milestones 

Ii. Reports to the BOD and SC at the mid-year and Annual Meetings 

b. Serves as HAPS historian and requests updates to “The History of HAPS” webpage

c. At completion of term becomes Chair Liaison of Presidents Emeriti Advisory Board

d. Performs other duties as requested by President

D.  Treasurer

1. Roles and responsibilities of the Treasurer are listed in the Bylaws.

2. Committees - in addition to the duties listed in Bylaws

a. Serves as board liaison to the Finance committee.

3. Meetings  - in addition to the duties listed in Bylaws

a.  Attendance as described in 1 - Roles and Responsibilities 

b.  Attends all meetings of the Executive Committee

4. Finances - in addition to the duties listed in Bylaws

a. Most of the responsibilities listed in bylaws Articles 7, 8, and 10.

b. Prepares annual budget

c. Oversees ASG archiving of all financial data

e. Reviews monthly or quarterly financial and associated time reports from ASG and reports any concerns to the Board.

f. Verifies that approvals of payments are made according to the Policies described in this P&P 

g. Verifies Form 990 financial statement submissions

5. Other Responsibilities - in addition to the duties listed in Bylaws 

a. Presents financial report at the General Membership Meeting

b. Performs other duties as requested by President

E.   Secretary

1. Roles and responsibilities of the Secretary are listed in the Bylaws.

2. Committees - in addition to the duties listed in Bylaws

a. No additional committee requirement (see 5 - Committee Policies for recommendations)

3. Meetings  - in addition to the duties listed in Bylaws

a.  Attendance as described in 1 - Roles and Responsibilities 

b.  Attends all meetings of the Executive Committee

c. Responsible for notifying members of any special meeting or any meeting at which there will be a vote to change the bylaws.  Such notification must comply with procedures outlined in the bylaws.

i. Notification should be via all practical methods available, which will typically include monthly President’s E-blast or other such email announcement, social media, and via website.

d. Responsible for minutes of all meetings of the Board of Directors, Executive Committee, General Membership Meeting, and other meetings assigned by President

i. Distributes draft minutes to the Board of Directors in a timely fashion and before the next scheduled meeting of the Board of Directors.

ii.  Distribution shall be through posting in appropriate folder on hapsconnect

4. Other Responsibilities - in addition to the duties listed in Bylaws 

a. Trains incoming Secretary.

b. Performs other duties as requested by the President.

F.   Regional Director

1. Roles and responsibilities of Regional Directors are listed in the Bylaws.

a. Regional Directors must live or work in the region that they represent

i. Regional Directors may complete their terms of office should they move from their original region.

2. Committees - in addition to the duties listed in Bylaws

a. Member of Membership Committee

b. May serve in Search Committee or Selection Advisory Committee during an Executive Director search

3. Meetings  - in addition to the duties listed in Bylaws

a. Attendance as described in 1 - Roles and Responsibilities

b. Attends Regional Meetings in designated region or finds other Board Member to attend

i. Role at Regional Meetings is to represent HAPS to exhibitors and members.

4. Other Responsibilities - in addition to the duties listed in Bylaws 

a. Promotes Regional Meetings.

i. Regional Meeting not required if Annual Conference is in that region 

ii.  Interested potential hosts should be brought to the attention of the Chair of the Conference Committee.

b. Communicates with members in region at least two times a year with all options available to them (eg. to email blast or virtual), which will be  managed by ASG

i. Place completed communication in the appropriate folder in hapsconnect and send email to ASG that it is ready to send.

c. Performs other duties as requested by President

G.   All Board Members

Each member of the HAPS Board of Directors will act as the Board Liaison to one or more Committee chairs. All committees and programs will have a Board Liaison.  The liaisons serve as the primary conduit between the HAPS Board of Directors and Committee Chairs, providing a seamless link between the operational work of the committees and the stewardship/strategic work of the Board. 

1. Selection of Board Liaisons

a.  By means of a shared Google spreadsheet, each Board member will indicate which committees they would most like to support in order of preference.  

b. Special committees that include an ad hoc member of the Board do not need a separate Board Liaison.

c. Board members may also suggest others for certain committees.  

d. It is also possible that a Board member with significant responsibilities will not serve as a Board Liaison in a particular year.

e. The President, with input from the Executive Director and the Steering Committee Chair, will make a list of primary assignments.  Each assignment will be discussed with the individual Committee Chair before it is finalized.

2. The Board Liaison and Committee Chair will: 

a.  Engage in open and frequent communication.   Get to know each other!  

b.  Aim to schedule a conversation at least once per month. 

c.  Work to create a non-threatening, welcoming environment for the exchange of ideas, advancement of missions, and flow of information.

3.  Responsibilities of the Board Liaison to the Committee Chair.

a. General

i. Initiate contact at least once per month

ii. Provide clarification about Board roles and procedures (e.g., how to make budget requests)

iii. Help the Committee Chair align their projects with the Strategic Plan

iv. Support proposal development

b. At the Board Meeting

i. Move motions relevant to the particular committee (the committee chair should be present to provide context for the motion)

ii. As needed, provide a verbal or written update report to the board at the regularly-scheduled monthly board meetings (these reports may be folded into the Steering Committee Chair’s report).

c. After the Board Meeting

i. Share relevant feedback from the Board meeting with the Committee Chair within 48 hours.

4.  Responsibilities of the Committee Chair to the Board Liaison

a. Keep the Board Liaison informed of ongoing committee projects and challenges

b. Provide adequate notice of matters to be brought to the Board (at least 2 weeks prior to the Board meeting)

2.2 Association Services Group (ASG)

A.  Definitions

1. The Society’s Management service company is Association Services Group (ASG), which is recognized by the Board of Directors as financial agents of HAPS.

2. The representative of ASG specifically supervising the management of HAPS shall be known as the Business Manager.

3. The Executive Director and Business Manager positions may be interchangeable depending upon the staffing structure for HAPS.  As of July 1, 2024, the Executive Director works for the management company that runs the day to day operations of HAPS.  In this practice, the duties of the Business Manager and Executive Director are given to the same person.  Therefore, any mention of these two positions in the document reflect equal responsibility. 

B.  Signing Authority.  

1. Signing authority procedures are specifically addressed in the Bylaws.

2.  The Board authorizes the Executive Director or President to sign contracts that have been approved by the Board.

C.  ASG Responsibilities

1. Is a point of contact for the HAPS membership and the public.

2. Enroll new members, sends out membership renewal notices, and renews memberships.

3. Maintains the HAPS membership database.

4. With the guidance of the Treasurer, manages the financial affairs of the Society.

5. Holds and maintains HAPS records, documents, and materials necessary for the proper management of HAPS using appropriate technology.

6. Distributes promotional materials and registers attendees for annual and regional conferences.

7. Provides conference coordinators with materials necessary for conferences.

8. Manages onsite registration at the Annual Conference.

2.3 Executive Director

A. Purpose

1. See section 4.4 of bylaws for Executive Director purpose.

B. Contract

1. Based on the needs of the Society, the Board of Directors will decide to either hire a full-time or part-time contractual Executive Director. 

The Executive Director will be hired by HAPS.  The hiring process will be managed by Association Services Groups, LLC (hereafter known as ASG), a Georgia Limited Liability Corporation, to serve the needs of HAPS. 

C. Executive Director Duties: The Executive Director performs duties as directed by the HAPS Board of Directors which may include the following tasks.  The number of tasks and scope of each task will be determined and agreed upon between the HAPS Board of Directors and the Executive Director in drawing up the contract of service. 

1. HAPS Institute: The Executive Director will oversee and administer HAPS Institute (HAPS-I), a graduate credit and professional development program for anatomy and physiology faculty held in collaboration with Alverno College.

2. External Funding: The Executive Director is expected to develop proposals for and seek outside sources of funding to expand and support new and existing HAPS initiatives.

3. Fundraising: The Executive Director will assist the HAPS Fundraising Committee.

4. Conferences: The Executive Director is a member of the Conference Committees and is expected to help with the organization of the annual conference and any regional conferences.

5. Growth of the organization: The Executive Director will work closely with the Membership Committee to recruit new members and develop strategies to retain the current membership

6. Communication: The Executive Director is responsible for ensuring clear communication between and among the Board, ASG, the committees, and the membership.

7. Social Media: The Executive Director will be responsible for overseeing communications on the HAPS Facebook page, Twitter, and other forms of social media and will work with the Communications Committee to ensure that these are updated regularly.

8. HAPS Website: The Executive Director will work with the ASG staff to see that the HAPS website stays current.

9. Publications: The Executive Director oversees publications of the organization by working with the appropriate committees regarding development and management of these operations.

10. HAPS Exam: The Executive Director will work with ASG and the HAPS Exam Program regarding developing, promoting, distributing, and expanding the use of the HAPS comprehensive exam. The Executive Director will be the primary contact responsible for working with any corporation involved with the development and administration of the HAPS exam.

11. Outreach: The Executive Director is expected to act as the liaison from HAPS to other professional societies and to maintain professional relationships with these organizations. He/she is also expected to promote HAPS to potential partners, members, and institutional members. This duty may involve attending meetings or conferences of other organizations.

12. Daily Operations: The Executive Director will work with ASG regarding daily administrative responsibilities pertaining to HAPS.

13. Other duties as assigned through Board action.

D. Reporting Obligations:

1. The Executive Director will track their time daily and communicate the status of current projects and update the BOD monthly at Board meetings. 

2. The Executive Director, in collaboration with the Treasurer, will work to provide accurate and timely project-based accounting reports, which will be communicated to ASG and the BOD. These reports will be monitored and resources may be adjusted, as directed by the BOD, to ensure that HAPS remains financially solvent and that resources are aligned and reinvested with strategic goals.

3. The Executive Director provides an update to HAPS BOD, leaders, donors and members during the Annual Business Meeting and in an end-of-year Impact Report to include matters related to the state of the organization and financial solvency. 

4. If the Executive Director is the principal investigator or leading Senior Personnel for a grant to HAPS or for a grant on which HAPS is a subcontractor, they must provide the BOD with timely copies of all reports and updates submitted on behalf of HAPS for the grant.

5. The Executive Director shall seek approval in the form of a proposal containing budget and justification to attend non-HAPS events at HAPS expense.The Executive Director is expected to coordinate and work with HAPS leadership or members attending the same event to promote the mission of HAPS. At the BOD meeting following the event the Executive director is expected to provide a report summarizing their actions promoting the mission of HAPS.

6. Conflicts of interest may arise when an individual is unable to remain unbiased in their dealings with the organization. The Executive Director must disclose to the BOD the nature and degree of conflicts of interest as soon as they become apparent.

E. Employment Conditions

1. a. Part-Time: The Executive Director will work the hours stipulated in the contract of service. 

b.  Full-Time: The Executive Director will work full time for HAPS, with expectations for much of the work time to be within normal business hours within United States time zones. Due to the nature of the work, there are times where duties related to the job will be outside normal business hours.

2. The Executive Director shall not engage in any occupation, pursuit, or endeavor that will interfere with the regular and punctual discharge of HAPS duties. 

3. The Executive Director will obtain written approval from the BOD prior to engaging in compensated outside activities that relate to their expertise or responsibilities as the HAPS Executive Director (e.g., consulting, teaching, speaking, and participating in business, professional, or service enterprises).

4. The Executive Director’s salary will be determined by the BOD, with review at contract renewal. 

5. The Executive Director will work remotely except during in-person events. The Executive Director will maintain reliable internet and phone service for doing HAPS business .

6. Expenses connected with the Executive Director’s duties, including expenses related to promoting the organization and travel, must be authorized in advance by the HAPS BOD. Planned travel should be communicated to the Treasurer and/or HAPS Business Manager to ensure credit card payments are reconciled as expected, and all expenses are to be submitted upon return from the trip to the Business Manager. 

7. Full-Time only: At the time of hire, the Executive Director is entitled to Personal Time Off (PTO) on a prorated basis at a rate of 6 hours per month for each month left in that calendar year. PTO allotment is given at the beginning of each calendar year as follows:

At Hire: Prorated

Less than 12 months of service: 80 hours or 10 days

a. More than 12 months: 96 hours or 12 days
b. More than 2 years: 128 hours or 16 days

c. More than 5 years: 144 hours or 18 days

d. More than 10 years: 160 hours or 20 days

e. After 20 years onward: 192 hours or 24 days

The Executive Director can bank up to 120 hours of unused PTO to be carried over from year to year. PTO should be scheduled in a reasonable manner so as to not interfere with HAPS business, whenever possible. The Executive Director should submit PTO requests to the BOD for approval.

8. Full-Time Only: In addition to PTO provided in this section, the Executive Director may request a leave of absence with or without pay, subject to terms and conditions and approval by the BOD.

F. Selection of the Executive Director

1. Applications. Applicants for the position of Executive Director will be solicited and considered on the basis of their qualifications without regard to race, creed, gender, sexual orientation, age, or national origin.

2. Selection Procedure. The protocol for an Executive Director search and selection is as follows:

a. An ad hoc Search Committee shall be composed of the President, Past-President, President-Elect, one Regional Director selected by the Board, and the Chair of the Steering Committee. The President is the Chair of the Search Committee. The ASG Business Manager or delegate is a non-voting ex officio member of the Search Committee. 

b. An ad hoc Selection Advisory Committee will consist of the Treasurer, Secretary, the remaining three Regional Directors, members of the Steering Committee (i.e., Standing Committee Chairs), and members of Standing Programs and Special Committees. 

c.  Search Committee and Selection Advisory Committee communications are confidential. 

d. Conflicts of interest may arise when an individual is unable to remain unbiased in the decision-making process. Search Committee and Selection Advisory Committee members should disclose the nature and degree of conflicts of interest once they are realized and recuse him/herself from the hiring decision. 

e. The Search Committee, with input from the Selection Advisory Committee, writes and approves the advertisement for the Executive Director position. The advertisement is to be disseminated widely through electronic postings with various organizations and publications as well as through electronic list serves. The advertisement should be posted at least 3 weeks before the date when applications will first be considered. 

f. The Search Committee, with input from the Selection Advisory Committee, develops and approves interview questions and a rubric for evaluating applications. 

g. The Search Committee reads all applications, rates the candidates according to the rubric, and identifies the candidates to be invited for first-round interviews. 

h. The Search Committee and Selection Advisory Committee conduct first-round interviews (virtual or in-person). The Search Committee, with input from the Selection Advisory Committee, identifies the candidates to be invited for second-round interviews. 

i. The Search Committee and Selection Advisory Committee conducts second-round interviews (virtual or in-person) to determine finalists. 

j. The Board of Directors reviews finalists and either selects an individual or determines that the position should be reopened. 

k. The Chair of the Search Committee contacts the selected individual and initiates the hiring process with the assistance of appropriate personnel from ASG. ASG negotiates a contract with the Executive Director on behalf of HAPS. 

l. In the event that the selected individual and ASG fail to reach an agreement, the Board of Directors may select an alternate candidate or determine that the position should be reopened. 

G. Performance Evaluation of the Executive Director.  

Performance reviews of the Executive Director will be conducted at regular intervals, according to the following guidelines:

1. Evaluation Rubric. The Board of Directors will create and approve a rating form (or an evaluation rubric), or assign this duty to the Personnel Committee. The created document should align with  the Board expectations of the Executive Director for the review period.

2. Input from interested parties. The evaluation rubric or an abbreviated version thereof will be distributed to an audience that is in position to provide useful feedback. At a minimum, reviewers should include the Personnel committee, members of the Steering Committee, and staff from the organization’s management company.

3. Personnel Committee. The Board of Directors will appoint an ad hoc Personnel Committee to review submitted evaluation materials. The recommended composition of the committee will be the Past President or designee, the Treasurer or designee, a representative from the management company, Chair of the Steering Committee or designee, and a Regional Director, ideally in his or her second or subsequent year. The Past President or designee serves as the chair. The President will be an ex officio member of the committee.

4. Review Frequency. A newly hired Executive Director will be evaluated after six months, but before 12 months, on the job. Subsequent evaluations will occur annually unless  circumstances dictate otherwise. Evaluations will typically be conducted after the annual conference but before the start of the next fiscal year.

5. Results of the review. The Personnel Committee shall present a written summary of the evaluation  to the Board for review. The Board may make modifications to the summary to create the final evaluation. The President will provide the evaluation to the Executive Director, typically with a discussion about performance.