4. Committee Policies and Procedures

4.1 Committee types

A. HAPS has three types of committees

1. Standing Committees are open to HAPS members based on their interests or desire to serve the organization by providing benefits and resources for members (e.g., Curriculum & Instruction Committee).

2. Special committees are open to HAPS members  based on their elected or appointed position(s) or past service and may involve fiduciary or organizational oversight  (e.g., President’s Emeriti Advisory Committee, Nominating Committee, Finance Committee, and Personnel Committee). 

3. A task force is a temporary group assigned to work on a specific objective or problem.  The task force is dissolved once the objective is complete.  The members are chosen based on their expertise.  The Board of Directors may establish a task force by passing a motion at a Board of Directors meeting.  The motion should include a clear description of the objective or problem to be addressed and the name of the Chair.  The task force should include at least one Board member to ensure clear communication, and will be expected to provide a report to the Board at the end of their mandate.  Given their temporary nature, task forces are not subject to the policies and procedures outlined in this section.  

4.2 Committee Chairs

A. Expectations and Duties

A. Expectations: 

1. Chairs shall attend annual conference and midyear Steering Committee meetings. Chairs may attend virtually or in-person, or may send a delegate to attend in their absence. A written report shall be submitted electronically to the Board before each meeting using the designated template. 

2. Chairs shall be actively engaged in Steering Committee business (i.e., conference calls, emails, and general business) and Chairs shall also participate in designated events at conferences.

3. Committee Chairs shall serve one 3-year term, with the possibility of one additional term subject to approval by the Board.

B. Eligibility

1. Committee Chairs must be current members of HAPS.

2. Chairs-in-Training must be active members or friends of the Committee for at least one year for which they apply.

3. Appointment of Committee Chairs are subject to the approval by the Board.

4. An interim (temporary) Committee Chair may be appointed by the Board if a Chair's position becomes vacant, unexpectedly or otherwise (e.g., no eligible or interested Chairs-in-Training) 

C. Committee Chair Duties, in addition to above:

1. Facilitates and coordinates the activities of committee members.

2. Establishes and distributes the agenda, along with all supporting materials, prior to all committee meetings.

3. Schedules and presides over all committee meetings.

4 Maintains the minutes of meetings and all records of the work conducted by the committee. A copy of these documents shall be deposited in the committee folder in the Steering Committee Documents on hapsconnect.org.

5. Serves as the author of all official committee correspondence.

6. Upon invitation by the President, reports to the membership at the Annual General Meeting about the committee’s work.

7. Serves as a member of the Steering Committee.

8. Submits a budget request by a date specified by the Board of Directors.

9. Acts (or designates another committee member to act) as the official spokesperson for the committee and, when appropriate, represents the committee at designated professional meetings or functions.

10. Oversees the review and revision of committee policies as needed.

11. Removes committee members who are not participating adequately.

B. General Recommendations for Chairs

1. Become thoroughly familiar with the P&P as it pertains to your committee.

2. Be sure your committee has a clear mission statement and long-term goals. 

3. Review and revise the long-term goals as necessary. 

4. Review any Position Statements yearly.

5. Discuss your short-term and long-term goals within the Steering Committee for their insight and support. They may have the resources or people to help you within the organization.

6. Consider dividing your committee into task force(s) for addressing different specific goals. Identify one person as in charge of each task force and be in regular communication with him/her.

7. Plan the contingencies for different outcomes when the deadlines arrive. For example, if the job is not started, is partially completed, is done poorly, etc., options might be to:

a. Contact the responsible person, ask for feedback, find out if help is needed, and then set a new deadline for completion of the task.

b. Consider shifting the task to another individual if no progress is made; or ask the delinquent person to get back on task, consider reassignment to a different task, or resign from the committee.

8. Establish an effective mechanism for reporting the committee’s activities to its members, other Chairs, and the HAPS Board. 

C. Chair Replacement

A. Full Term Chair Replacement

1. The conditions under which a Chair may be replaced are specified in the Bylaws.

2. If eligible for a second, 3-year term, the Chair will notify the Steering Committee Chair by July 1 of their final year with their interest in continuing service, pending Board approval. Otherwise, the following Chair-in-Training (CIT) selection protocol will commence: 

a. Applications for CIT positions will be open to all eligible HAPS members (see 4.2.B2 - Eligibility) and will be solicited and considered on the basis of their qualifications without regard to race, creed, gender, sexual orientation, age, or national origin. 

b. The Board, with input from the Steering Committee, develops and approves the application questions and a rubric for evaluating applications. 

c. The Board shall form a review committee composed of the current Chair, Steering Committee Chair or designate, a Board member, at least one but no more than 2 committee members, and one member of the Steering Committee external to the committee. The Executive Director serves as a non-voting ex officio member of the review committee. 

d. Conflicts of interest may arise when an individual is unable to remain unbiased in the decision-making process. Review committee members should disclose the nature and degree of conflicts of interest once realized and recuse themselves from the process. 

e. The application will be disseminated widely through HAPS social media and electronic list- serves by mid-September, and should be posted at least 3 weeks before the date when applications will first be considered by the review committee. 

f. The review committee reads all applications, rates the candidates according to the rubric, and submits the recommended CIT candidate to the Board by the November Board meeting. 

e. The Board's final decision on the Chair replacement should be made no later than December of the calendar year.

3. The Chair shall provide mentorship for the CIT, and with the CIT, shall jointly prepare and submit the final committee report. 

4. The CIT may attend annual conference and midyear Steering Committee meetings virtually or in-person, pending Board approval. 

B. Interim Term Chair Replacement 

1.  In situations where the Chair is unable to fulfill a term of service, the Committee Chair will inform the Steering Committee Chair of the need to step down.

2.  Upon notification of the Board by the Steering Committee Chair of the need for an interim Committee Chair for the remainder of the current Committee Chair’s term, the following Interim Chair replacement protocol will commence:

a. The Steering Committee Chair will ask the Committee chair to nominate 2 individuals who are serving on the Committee as potential Interim Committee chair replacements.

b. The Board shall form a Selection Committee composed of the Steering Committee Chair, current Committee Chair, President-Elect, and Executive Director.

c. The Selection Committee will review the nominated individuals and may solicit additional nominations, develop interview questions specific to the committee, conduct interviews and make a recommendation to the Board for the Interim Committee Chair replacement.

d. Upon approval by the Board, the Steering Committee Chair will notify the Interim Chair replacement within 48 hours of the approval.

e. The current Committee Chair, in consultation with the Interim Committee Chair and Steering Committee Chair will schedule a meeting of the specific committee to introduce the Interim Committee Chair. 

f. During the Interim Committee Chair’s term, the Board will initiate the CIT selection protocol (see 4.2 C-A Full Term Replacement).

D. Steering Committee Chair Replacement

1. The President, President-Elect and Executive Director will set the timeline for the appointment/replacement of the Steering Committee Chair.  

   1. The appointment/replacement of a Steering Committee Chair may be on an accelerated time frame. For example the search, vote, and appointment may occur between April 16 and May 15 due to leadership training and transition associated with the annual conference. 

   2. However, if replacement of the SCC occurs in another part of the year the process may be extended over a longer period. 

   3. The following procedural steps are to be followed in both the accelerated and regular timelines.

2. Steering Chair Selection Committee: 

   1. The President-Elect or a designated board member will lead a search. 

   2. The Steering Chair Selection Committee is composed of the President-Elect, President, Past-President, the Executive Director (ex officio, non-voting) and up to two members of the Steering Committee that are not running for the position of Steering Committee Chair.

   3. The outgoing Steering Committee Chair may serve in an advisory capacity.  

   4. Conflicts of interest may arise when an individual is unable to remain unbiased in the decision-making process. Review committee members should disclose the nature and degree of conflicts of interest once realized and recuse themselves from the process. 

3. Open Call to Apply:  

   1. The leader of the Steering Chair Selection Committee will initiate an open call to membership.  The call will include a description of the SCC position plus the minimum and preferred qualifications.  The application will include questions about their qualifications and their commitment to the mission and strategic plan.  Interviews with predefined questions may be conducted at the discretion of the committee. 

   2. General guiding principle in leadership development: Similar to the Nominating Committee and Chair-replacement, HAPS actively encourages engaged HAPS members to apply for leadership positions, e.g. standing committee chairs, candidates identified by the nominating committee, and annual conference chairs.

4. Recommendation to the Board: The Steering Chair Selection Committee will select their top choice from the applicants and make a formal recommendation to the Board of Directors for approval (See 4.5.A.3.e.).

5. Communication: 

   1. If approved by the Board, the President-Elect will inform the Steering Committee of the appointment of a Steering Chair.

   2. The Executive Director will coordinate communication to the membership depending on the timing of the replacement of the SCC (annual conference, email blast, and website). 

E. Communication Pathways and Workflow

1. Communication Pathways

1.a. The work of HAPS is done primarily through Committees which serve as the source for generating proposals and initiatives. 

b. The Chair works with their respective committee on a working draft of a proposal. The Chair should make the Board liaison aware, and the liaison may or may not be involved in the ideation/development phase. 

2.a.The Committee Chair should be in a communication loop with the Steering Committee Chair. This ensures that Committees can provide support and feedback on the activities of individual Committees. 

b. When feedback is desired, the Chair contacts the Steering Committee Chair at least 1-week prior to the synchronous, monthly Steering Committee meeting for inclusion on the agenda. This feedback can be sought at multiple times during the ideation/development phase. 

3.a.  The Committee Chair should also be in a communication loop with their committee assigned board liaison to keep the liaison informed of the committee’s activities.

b. When the proposal is ready for submission to the Board, the Committee Chair requests in writing (cc: Steering Committee Chair) that the Board liaison submit the proposal to the President for inclusion on the next Board agenda at least 1-week prior to the monthly Board of Directors meeting.

4.a.  Board Liaisons submit proposals that require Board consideration and ensure their inclusion on the agenda of monthly Board of Directors meetings. 

b. The liaison to the Board makes the motion to approve the proposal. The Committee Chair is invited to the synchronous Board of Directors meeting to present the proposal, answer clarifying questions, and address paramount objections. The Committee Chair leaves the Board of Directors meeting before the vote.  The Board of Directors may also have additional discussions after the departure of the Committee Chair and prior to the vote. 

5. The Board Liaison will provide the committee chair with feedback from the Board and any next steps in a timely fashion (ideally within 48 hours of the BOD meeting).  The Steering Committee Chair will provide a Board meeting summary (prepared by the Secretary and approved by the President) to all committee chairs during the monthly Steering Committee meeting.  This summary is not for distribution to committee members.

4.3 Standing Committee Structure

A. General Description

1. Committee Purpose

a. If the Committee’s purpose is specified in the By-laws, then that purpose guides the actions and decisions of the committee.

i. Executive Committee

ii. Steering Committee

iii. Nominating Committee

iv. Finance Committee

b. The Board will define the purpose of any other committee. 

2. Committee Duties

a. The duties listed shall be determined by each committee in a manner consistent with the committee’s charge from the Board of Directors.

b. Additional duties can be added by the committee as needed.

B. General Committee Policies and Procedures

1. Committee Membership

a. Only HAPS current members can be committee members with voting rights.

b. An elected officer may serve as a committee member.

c. HAPS members or nonmembers may assist the committee in its duties, but do not have voting rights within the committee (such members are ex officio members).

d. Committee members shall be selected in an attempt to balance the composition of the committee by geographical location and type of educational institution.

e. The number of committee members shall be determined by the committee Chair or by the Board.

f. Unless otherwise specified by the Committee, there shall be no limit on the number of terms a committee member may serve.

2. Removal of a Member

a. The HAPS Board of Directors  may remove or decline to re-appoint a committee member on expiration of their term if the member:

i. Fails to perform tasks assigned or participate in committee activities.

ii. Disregards committee policies or procedures.

iii. Does not act in line with the HAPS code of conduct.

iv. Displays behavior that significantly and negatively impacts the work of the committee.

v. Fails to meet the expectations, purpose, and duties of the committee as described within Section 4.4 of the P&P

b. Upon request of the committee chair, the HAPS President or Executive Director shall arrange to meet with the member to discuss the situation. If they feel that removal from the committee is warranted, they will bring the matter to the Board for a final decision (following section 6.5 & 6.6 of the policies and procedures manual), or convene an ethics panel as indicated in the policy and procedures manual, section 7.2. The decision of the Board or Ethics Panel is final and cannot be appealed.  

3. Committee Members’ Duties

a. Participate in all business of the committee.

b. Serve as liaisons and as resources to local constituencies regarding the duties of the committee in a manner consistent with the committee’s charge from the Board of Directors and with HAPS policy.

c. Solicit, when requested by the Committee Chair, input from local constituencies regarding matters of interest to the committee.

d. Represent, when requested by the Committee Chair, the committee at designated professional meetings or functions.

e. Assume additional responsibilities when so charged by the committee Chair.

4. Conducting Committee Business

a. The committee shall meet at the request of the committee Chair or a majority of the total membership of the committee.

b. Official business of the committee shall be conducted at a meeting open to all members of the committee.

c. One meeting of the committee will take place at the Annual Conference and be open to all HAPS members.

d. Committee meetings may be conducted by any convenient means (in person, electronic, teleconference, etc.) that is technically feasible.

e. Action by a committee shall require a majority of those committee members voting.

i. At an annual conference, quorum shall be defined as all members in attendance.

ii. At other meetings, quorum is half of all committee members.

f. Committees may have subcommittees as appointed by Chair or committee action.

4.4 Standing Committees

A. Laboratory Safety and Animal Use Committee

1. Committee Purpose

a. Promotes laboratory safety awareness among instructors of anatomy and physiology.

b. Serves as a resource to HAPS members and educators of anatomy and physiology on issues related to safety in the anatomy and physiology laboratory.

c. Advocates for safe, quality laboratory experiences for students, faculty and staff in all anatomy and physiology laboratories.

d. Ensures that HAPS promotes responsible preserved animal use in anatomy and physiology education.

 2. Committee Duties

a. Periodically review and revise and recommend to the Board of Directors a HAPS position statement on the commitment of HAPS to laboratory safety for students, faculty, and staff in the anatomy and physiology laboratory, while still maintaining high quality of instruction in anatomy and physiology education.

b. Review and revise guidelines for laboratory safety, lab rules and regulations which may be adapted to individual instructor and institutional needs.

c. Maintain the HAPS Safety Guidelines.

d. Develop a formal way to provide support to HAPS members regarding anatomy and physiology laboratory safety.

e. Provide HAPS members opportunities to share safety concerns with each other and with members of the safety committee.

f. Investigate and, when appropriate, communicate to the Board of Directors and/or the membership, any current legal issues and legislative initiatives which concern laboratory safety in undergraduate education and which can impact the nature and quality of the laboratory and educational experience which HAPS members provide.

g. Address new safety concerns as they arise.

h. Work with other HAPS committees to address safety issues relevant to other committee work.

i. Additional duties can be added by the committee as needed.

j. Develop, periodically review, and recommend to the Board of Directors a comprehensive position statement on dissection and animal use in anatomy and physiology education.

k. Collect, organize, summarize and, where appropriate, distribute to the membership pertinent information regarding animal use and dissection.

l. Investigate and, when appropriate, communicate to the membership regarding various current legal issues and legislative initiatives that concern animal use in education and that can impact on the laboratory and educational experience HAPS members provide.

3. Unique Committee Characteristics

a. Committee shall serve as a friend of Anatomical Donor Stewardship Committee

B. “Year” Annual Host Committee

1. Committee Purpose

a. To propose, plan, and conduct an Annual Conference.

2. Committee Duties

a. Prepare an annual conference proposal and submit it to the Conference Committee Chair, who will submit a proposal to the Board of Directors for approval.

b. Work with the Conference Committee and the Annual Conference Budget Subcommittee in the planning and implementation of the annual conference.

c. Serve as liaison between the Business Office and the host institution.

d. Obtain a copy of the Guide for Annual Conferences from the Conference Committee Chair. Follow the recommendations in the Guide, as appropriate.

e. Submit the following annual conference information to the Business Office for dissemination.

i. Information for a conference Web page on the HAPS Web site that includes all pertinent information about the conference, including registration information.

ii. Information required for a pre-registration conference brochure.

f. Promote the conference locally, as appropriate.

g. Work with the Business Office to develop a conference logo.

h. Submit a post-conference report, which includes a financial report, to the Conference Committee Chair.

i. Submit suggested changes for the Guide for Annual Conferences to the Conference Committee Chair.

j. Additional duties can be added by the committee as needed.

3. Unique Committee Characteristics

a. Each year’s planning committee shall be known as the <enter the appropriate year’s date> Annual Conference Planning Committee.

b. Committee membership is determined by the Annual Conference Coordinator. It is recommended that the responsibilities and duties of planning and conducting a conference be shared between a minimum of three individuals.

c. Committee membership begins when members join the Committee and ends when they leave the committee or the committee’s work is done.

d. The Conference Coordinator and the President shall determine complimentary room assignments for members of the Board of Directors and the Steering Committee for one night as compensation for the extra time needed to attend Board and/or Steering Committee meetings at the Annual Conference.

e. An Annual Conference Budget Subcommittee shall be a subcommittee of each Annual Conference Planning Committee. The subcommittee shall include the Business Manager (chair), Conference Coordinator, Treasurer, and Executive Director. See “Finances” in the “Annual Conference Policies” section of this manual.

f. The Annual Conference Coordinator shall serve as a member of the steering committee starting at the annual conference preceding his/her conference and ending with his/her conference.

C. Anatomical Donor Stewardship Committee

1. Committee Purpose

a. Support and facilitate the use of human body donors in undergraduate and graduate human anatomy and physiology education at colleges, universities, and related institutions.

b. Serve as a resource for HAPS members and A&P educators who use or who wish to use human body donors, human body donor tissues, or human body donor organs in their courses. Develop, periodically review, and recommend to the Board of Directors a comprehensive position statement on the use of human body donors, human body donor tissues and/or human body donor organs in anatomy and physiology education at all levels 

2. Committee Duties

a. Develop, periodically review, and recommend to the Board of Directors a comprehensive position statement on the use of human body donors, human body donor tissues and/or human body donor organs in anatomy and physiology education at all levels. 

b. Serve as a resource for HAPS members and A&P educators who use or who wish to use human body donors, human body donor tissues and/or human body donor organs in their courses.

c. Develop resource documents related to specific teaching approaches, classroom exercises, and other strategies that can be used in individual courses to optimize the educational value of human body donors and human organ study.

d.  Collect, organize, summarize and, where appropriate, distribute to the membership pertinent information regarding human body donor procurement, use, preservation, and disposal.

e. Serve as a clearinghouse for information related to general cadaver laboratory designs, ethical and professional use in a local institution, and the use of alternative educational products.

f.  Develop  resources intended to help others who are considering the change from the use of animal specimens, to human specimens. Additionally, serve as a resource for HAPS members that may be considering facility redesign.

g.  Inform members   about the policies and procedures   related to body donation. Additionally, provide and maintain documents that outline general policies and procedures by state. . .

h. Annually review, update, and disseminate  documents regarding legal implications when using human specimens in the anatomy laboratory.  

i. The committee chair shall update the Board of Directors of any changes regarding legal initiatives, or constraints concerning human body donation and the use of human specimens in the anatomy laboratory. 

j. Provide testimonials and documents that can assist HAPS members and science educators  experiencing resistance to human body donor use at their institution. 

D. Communications Committee

1. Committee Purpose

a. To coordinate a dynamic online presence and ensure members and non-members receive important HAPS news.  Regularly updated social media platforms include Facebook, X, LinkedIn, Instagram, BlueSky and the HAPS blog. 

2. Committee Duties

a. Maintain and generate content for all HAPS social media platforms.

b. Recruit, edit, and publish posts for the HAPS blog.

c. Publicize HAPS Educator articles via all social media platforms.

d. Share current conversations taking place in the HAPS discussion group (aka HAPS-L or “the listserv”).

e. Maintain and generate content for the HAPS website. 

f. Additional duties can be added by the committee as needed.

3. Unique Committee Characteristics

a. This committee has a wide range of ways members can contribute, though most tasks require frequent participation. However, tasks vary in size, and therefore this committee is a good one for new HAPS members.

E. Conferences Committee

1. Committee Purpose

a. Solicit and support annual conferences and one- or two-day regional conferences for promoting excellence in the teaching of human anatomy and physiology for college and high school instructors and other interested academics.

b. Review annual conference and regional meeting site proposals.

c. Provide advice and support to Regional Conference Coordinators.

2. Committee Duties

a. Annual Conferences

i. Recruit Annual Conference Coordinators, with the goal of developing a calendar 5 years in advance that covers as many regions as possible.

ii.Solicit, read, and rank proposals for Annual Conference sites.

iii. Forward recommended proposals to the Board of Directors for final decision.

Iv. Assist Annual Conference Coordinators with the planning and promotion of their Annual Conference.

v.. Submit information about upcoming Annual Conferences to the Executive Director and Membership Committee for dissemination and advertisement.

vi. Encourage Presidents Emeriti to attend upcoming Annual Conferences in their regions.

b. Regional Meetings:

i. Recruit Regional Conference Coordinators, with the goal of at least three meetings per year that cover as many regions as possible.

ii. Solicit, review, and rank proposals for Regional Conference sites.  

iii. Forward recommended proposals to the Board of Directors for final decision.

iv. Assist Regional Conference Coordinators with the planning and promoting of their Regional Conference. 

v. Submit information about upcoming Regional Conferences to the Executive Director, Regional Directors, and Membership Committee for dissemination and advertisement.  

vi. Encourage Presidents Emeriti to attend and possible volunteer for upcoming Regional Conferences in their regions.

vii. Committee members shall attend Regional Conferences in their region, if possible. 

3. Unique Committee Characteristics

a. The Committee shall consist of the Chair, all Regional Directors, and others appointed by the Chair. The President-elect, President, Executive Director, and the Business Manager are ex officio members of the committee.

b. A Regional Director shall serve on the Conferences Committee for as long as he/she holds the office of Regional Director [see description of Regional Director position in Section 2 of this manual.]

F. Curriculum and Instruction Committee

1. Committee Purpose

a. Provide input and make recommendations to the Board of Directors and/or to the appropriate Committees on all matters relating to human anatomy and physiology curricula and instruction.

2. Committee Duties

a. Systematically review, revise, and update major curriculum documents of the society:

i. Learning Goals for Students in Human Anatomy and Physiology

ii. Course Guidelines for Undergraduate Instruction of Human Anatomy and Physiology

b. Respond to the needs and the concerns of the membership on all matters relating to anatomy and physiology curricula and instruction.

c. Seek, when appropriate, the widest and most diverse input in addressing issues pertaining to anatomy and physiology curricula and instruction.

d. Collect, organize, and distribute to the membership, when appropriate, information relating to anatomy and physiology curricula and instruction.

e. Encourage the development of new strategies and materials that enhance anatomy and physiology curricula and instruction.

f. Assist HAPS members with innovative  instructional methodologies.

g. Curate and cultivate the HAPS Teaching Tips (link to 8.4).

h. Establish lines of communication, with the approval of the Board of Directors, with other professional societies that are involved in pedagogical processes as they relate to the disciplines of anatomy and physiology.

i. Suggest appropriate and timely curriculum and pedagogy related topics for update seminars and workshops at local and national meetings.

G. Fundraising Committee

1. Committee Purpose

a. propose and conduct fundraising activities

b. recruit and train (as necessary) committee members from HAPS

 c. maintain a list of sustainable activities, and

2. Committee Duties  

a. Maintain a calendar of approved fundraising activities  

i. notify the Board of significant additions, deletions, or trouble with implementation

ii. assign and support Fundraising Committee members to lead and implement these activities

 b. Think creatively to develop new fundraising activities

 c. Modify existing activities so as to improve participation and engagement of HAPS members

d. Review all donations to assure that they are acceptable, practical, ethical, moral, and do not constitute any jeopardy to the Society’s image, reputation, or legal standing as a 501(c)(3) entity in any way, and to make recommendations to the BOD based on this review as to acceptance or rejection of donations.

H. Awards and Scholarships Committee

1. Committee Purpose

a. Administer the HAPS Awards and Scholarships Program to encourage HAPS members – both faculty and students – to apply for awards offered by the society. Note that Section 10.5 of our Bylaws will still retain the term “grants” instead of “awards.”

2. Committee Duties

a.  Develop and update, as needed, applications for annual awards.

b.  Develop and update, as needed, appropriate rubrics for all awards.

c.   Work with the HAPS President and Communications Committee to have the annual awards advertised via e-blasts, blogs and other social media.

d. Store submitted award applications in Jotform, with copies forwarded to the A&S Chair as they are received.

e. For awards that require submission of letters of recommendation separate from the application, notify the writer of the letter and the applicant when the letter has been received.

f.  Form award review teams (composed of A&S Committee members) for each application, and evaluate all applications using appropriate rubrics.

g. Complete award reviews and notify winners in a timely manner, so as to allow a minimum of four weeks between notification time and the deadline for early bird annual conference registration and workshop/poster proposal submission. 

h. As soon as winners confirm acceptance of awards, send emails to notify non-winners.  If any winners indicate that they cannot comply with award requirements, reconvene the relevant award review team(s) quickly to select an alternate winner.

i.  Assist in award presentations at the Annual Conference and ensure that award recipient responsibilities are fulfilled.

j  Annually debrief following the award application and review period, so as to continually improve the award process going forward.

k.  Submit an annual budget to the BOD based on projected awards for the upcoming year.

l.  As opportunities present, based on availability of new donors or increased HAPS funding, establish new awards and give out increased number of existing awards annually

m.  Perform additional duties as needed by the committee or BOD over time.

I. Diversity, Equity, and Inclusion (DEI) Committee

1. Committee Purpose

a. Develop best practices, resources, and professional development opportunities for inclusive education in anatomy and physiology.

b. Advocate for and ensure inclusive practices within the organization and at HAPS events. 

2. Committee Structure

a. Chair will serve 3 years; other group members serve as long as they are willing and able

b. Members are self-selected and invited to serve based on interest or expertise in issues related to diversity, inclusion, and equity

c. Subcommittees will be formed from the larger HAPS membership

3. Committee Duties

a. Help educators create classroom environments conducive to learning for all, support students with disabilities in lecture and lab, create inclusive content, handle mistakes in the classroom, and interact with textbook authors and vendors to shape inclusive curricula.

b. Develop resources to support inclusive teaching and learning, including workshops and presentations, publications, teaching tips, online materials, affinity groups, town halls, and social media.

c. Assist other HAPS committees in work relevant to diversity, equity, and inclusion, including conference planning, curriculum and instruction, nominations, and grants.

d. Serve as a guiding body for HAPS programming and communication to and among members.

e. Periodically collect demographic and qualitative data from membership on diversity, equity, and inclusion to identify areas of need

f. Develop, periodically review, and recommend to the Board of Directors programs, strategic initiatives, and position statements 

 4.5 Special Committees

A. Steering Committee

1. Committee Purpose

a. Work with the Board of Directors to establish goals for the Society.

b. Provide advisory and support services to the Board of Directors.

c. Promote cooperation and coordination of activities among the Society’s committees.

2. Committee Duties

a. Develop, periodically review, and recommend to the Board of Directors programs and position statements that provide quality services to the members.

b. Provide reports about the committee’s progress prior to the midyear Board meeting and and annual conference.

3. Unique Committee Characteristics

a. The committee shall be composed of HAPS committee chairs.

b. Each committee Chair shall serve on the Steering Committee for each term they serve as committee Chair.

c. Each committee Chair shall serve a three-year term . They may serve up to one additional, successive term, with approval by the Board of Directors.   

d. Each committee Chair shall nominate a chair-in-training at the end of the final term of service for approval by the Board of Directors.

e. The Steering Committee Chair may not concurrently serve as an Elected Officer, Director, or Standing Committee Chair.

f.  The Steering Committee Chair shall be appointed by the Board of Directors for a three-year term.

f. The Steering Committee Chair serves as a non-voting ex-officio member of the Board who attends and participates in Board meetings.

4. Steering Chair Position Duties

a. Oversees all of the standing and special committees of HAPS.

b. Works with each standing committee chair on developing goals, initiatives, and proposals that are in line with the strategic plan.

c. Provides support for Special Committees and Programs as needed.

d. Works collaboratively with the Exec Director to onboard new standing committee chairs.

e. Sets a calendar for monthly SC meetings.

f. Hosts all SC meetings and curates the minutes for circulation amongst the SC.

g. Provides monthly updates to the BOD.

h. Fully understands the workflow of HAPS as informed by the P&P.

i. Recommends changes to section 4.2 of the P&P as needs/updates arise.

j. Serves as an Ex Officio member to the BOD.

k. Is looped in on BOD liaison work with committee chairs. 

l. Serves as Co-Chair with the Exec Director to  the Welcoming and Belonging committee.

m. As needed, the SC serves as a member of ad hoc selection Advisory Committee (ex. The Executive Director Search).

n. Forms and oversees the committee that reviews applications for replacement of (Interim and Regular) standing committee chairs.  

o. Regular check-ins with the President for updates on SC challenges and opportunities. 

p. Meets monthly with the Executive Director to review Steering Agenda and Board-related Steering topics.

q. Serves on the Personnel Committee.

r. Serves on the Development Team.

s. Helps lead portions of the mid-year meeting (Zoom breakout sessions).

t. Coordinate engagement activities at the annual conference. 

u. Hosts and leads the Second Timers Breakfast at the Annual Conference

v. Responsible for the updating and deployment of the Mid-year and Annual Committee Reports.

B. Nominating Committee

1. Committee Purpose

a. The purpose of the Nominating Committee is to assemble a set of qualified candidates for election to the Board of Directors.

2. Committee Duties

a. According to the annual HAPS calendar deadline, place a description of the election process and a call for elected officer candidates in appropriate communication channels.

Nov 15: Nom Com formed

Nov 30: Targeted recruiting begins

Jan 15: Recruiting email to membership

Feb 15: Recruiting closes

Mar 1: Ballot prepared

Mar 15: Voting begins

Apr 15: Voting closes

Apr 22: All candidates have been informed

April 23: President-Elect notifies the President first, then the Board of the results

b. Select and contact prospective candidates for office. It is recommended that each elected office have at least two (2) candidates, but one (1) candidate for an elected office is acceptable. The office of President-Elect shall have no more than two (2) candidates, and elective offices other than President-Elect shall have no more than three (3) candidates.

c. Inform the Board of Directors of the final slate of elected officer candidates.

d. Obtain biographical and position statements from the candidates for publication in the ballot and posting on the HAPS Website. Suggested length 250-350 words.

e. The President-Elect shall design the official ballot to be distributed to members. The official ballot will be the only ballot accepted for election returns.

f. Provide ASG with the official ballot, candidate biographies, and candidate position statements. ASG is responsible for distribution of these materials to the membership.

g. Ensure that a method to prevent duplicate voting is used.

h. Ensure anonymous voting through an electronic procedure. 

i. Ensure that ballots are returned to ASG to be tabulated according to a predetermined deadline.

j. The President-Elect shall obtain the tally of the votes from ASG.

k. The President-Elect shall notify each candidate of the election results.

l. The President-Elect shall notify the President first, then the full Board, of the election results. Subsequently, the nominating committee will be notified.

m. The President-Elect shall announce the election results no later than at the Annual General Meeting.

n. Additional duties can be added by the committee as needed.

3. Unique Committee Characteristics

a. The committee shall be composed of four HAPS members, including the President-Elect, who will serve as Chair.

b. Service on the committee ends when the election results are announced.

c. Service on the committee is limited to a one-year term once every three years.

d. The President-Elect is the only elected officer who can serve as a committee member.

e. Committee communications with candidates are confidential.

f. No one other than committee members may attend committee meetings and all committee deliberations are confidential.

C. Presidents Emeriti Advisory Committee

1. Committee Purpose

a. Serve as ambassadors of HAPS locally, regionally, at annual conference and with other societies and institutions

b. Advises the Board of Directors on matters affecting the Society.

c. Adds a sense of HAPS history to the policy deliberations of the Board of Directors.

2. Committee Duties

a. Duties will be determined by the Board of Directors as appropriate to the committee’s purpose.

b. The Presidents Emeriti serve as hosts for the First-Timer’s Breakfast at the Annual Conference each year.

3. Committee Membership and Chair

a. All those that have completed terms as Past-President, and who remain active members of HAPS, serve on the Presidents Emeriti committee. Exceptions include those that subsequently become an elected Officer of HAPS. In that case, he/she will have their membership to the Presidents Emeriti committee suspended until his/her elected term is complete, at which time they will be reinstated as a member of the committee.

b. The newest President Emeritus serves as the committee chair from  July 1 until June 30. In the event that the newest Emeritus declines the role of chair, the committee shall select a chair from its membership. Until such selection is made, the last serving chair will continue in that role.

4. Committee Chair Duties

a. At the start of his/her term, the chair  shall review the personal links associated with the President’s Emeriti webpage. Corrections, changes, inappropriate or broken links shall be reported to the Executive Director. .

b. The chair shall serve as the author of all official committee correspondence and be responsible for conducting communication with the members through the emeriti@hapsconnect discussion group.

i. The liaison will ask the Executive Director to update the emeriti@hapsconnect group as needed based on their awareness of changes in email addresses.

ii. The Executive Director will automatically add the outgoing Past-President to the group.

c. The chair shall deposit a summary  of any in-person or electronic meetings of the committee within hapsconnect.

d. The chair shall, if invited by the Board, serve as a member of the HAPS Steering Committee. The chair shall act (or designate another committee member to act) as the official spokesperson for the committee and, when appropriate, represent the committee at designated professional meetings or functions.

e. The chair shall oversee the review and revision of these committee policies as needed.

5. Unique Committee Characteristics

a. This committee’s membership is closed to regular HAPS members.

b. The Chair does not participate in the Scavenger Hunt activities involving the Steering Committee members.

c. The Board should decide on an annual basis if the Chair of the President’s Emeriti committee should attend the mid-year meeting.

D. Finance Committee:

1. Committee Purpose

a. To review HAPS investments, disbursements, and financial strategies in all programs and all accounts and make recommendations to the Board.

b. To review presentation of financial information to the membership

c. To review Form 990 preparation and recommend changes if necessary.

d. To review all financial management policies and recommend changes to the Board.

2. Committee membership

a. Treasurer shall be an ex-officio non-voting member.

b. Committee shall be composed of three or four voting members.

c. Chair of the committee is determined by the board.

d. Members shall be approved by the board.

e. It is encouraged that one seat be filled by a Presidents Emeriti Advisory Board member.

f. Members shall serve 3 year terms and the terms shall be staggered for continuity.

E. Ethics Panel

1. Purpose and Duration of the Panel

a. Provides recommendations to the Board of Directors regarding alleged conduct of a HAPS member that may be contrary to the best interests of the Society.

b. The ethics panel is a special committee formed on an ad hoc basis to investigate alleged conduct of a HAPS member that may be contrary to the best interests of the Society. It is not a standing committee, and disbands on completion of its duties.

2. Membership of the Panel

a. Committee members must be voting members of HAPS.

b. It is recommended that there be an odd number of panel members.

c. No member may serve on the Ethics Panel if the member is the subject of a pending investigation, nor if such service would cause a real or apparent conflict of interest.

d. The Board of Directors shall approve the membership of each person serving on the Ethics Panel.

e. The Board of Directors shall appoint the Chair of the Ethics Panel.

f. No member of the BOD shall serve on the Ethics Panel. The members of the BOD must remain impartial in reviewing the recommendation(s) of the Ethics Panel.

g. It is recommended that the liaison for the Presidents Emeriti Advisory Board and one other member of the Presidents Emeriti Advisory Board serve on the Ethics Committee.

F. Personnel Committee

1. Committee Purpose

a. To assist the Board by conducting annual reviews of the Executive Director’s performance.

b. To assist the Board in any other personnel matters as requested.

2. Committee Duties

a. To review evaluation rubric annually for revision to ensure that it matches the Board expectations of the Executive Director.

b. To distribute the evaluation rubric as an anonymous survey to as wide an audience as possible.  

c. To review submitted self-evaluation and annual goals from Executive Director and results from survey.

d. Prepare a summary report that shall be archived in the Google drive. 

e. Once the Board has discussed the summary report, the President will then have a discussion with the Executive Director.

3. Unique Committee Characteristics

a. The 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 president will be an ex officio member.

b. Review frequency: A newly hired Executive Director will be evaluated at six months and twelve months, and then every year unless circumstances dictate otherwise. 

G. Welcoming and Belonging Committee

1. Committee Purpose

a. Help to create an environment of inclusion and promote a sense of belonging within the membership .

b. Promote outreach to engage membership throughout the organization.

c. Increase HAPS general membership. 

d. Increase active participation of membership. 

e. Increase membership retention.

2. Committee Duties

a. Outreach to new members throughout the year culminating at the Annual Conference. 

b. Coordinating and facilitating committee actions designed to attract and retain members.  

c. Develop marketing material to prospective new members and renewing members. 

d. Inform current and lapse members about benefits of HAPS membership.

e. Recommend improvements in membership services.

f. Periodically review and recommend to the Board of Directors changes in membership dues structure.

g. Coordinate welcoming and inclusion activities among all units of leadership at HAPS functions. 

h. Analyze membership demographics to determine appropriate actions to build and maintain membership. 

i. Additional duties as appointed by the Board related to membership

3. Committee Membership

a. The Committee will be led by the Chair of the Steering Committee and all four Regional Directors (RDs).  The Chair of the DEI committee will serve an advisory role to the leadership of W&B. 

b. Committee members will include a member (not necessarily the chair) of each Standing Committee. Additional committee members may be added from the HAPS membership.

c. Ex-officio non-voting members include the Executive Director and a representative from Association Services Group (ASG). 

4. Unique Committee Characteristics

a. Co-led by members of the Board (the RDs) and Steering (the chair). Additionally, the Chair of the DEI committee will serve in an advisory role. 

b. Each RD will lead one subcommittee.  The subcommittees are (1) Current Member Retention, (2) New Member Recruitment, (3) Past Member Recovery, and (4) Surveys and Data Analysis.  The subcommittees will have broad representation from all standing committees to coordinate activities that build and maintain membership. The W&B Committee will recruit from the membership at-large as needed to support each subcommittee.

c. Informs all units of leadership on initiatives that promote HAPS membership.