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2011 Annual Session Adopted Resolutions

Membership & Professional Issues

Resolution 301RC-2011 B-8 Dental Outreach Programs

Resolution 302-2011 Revision to N-1 Policy

Resolution 303-2011 Inclusion of Dentistry as a STEM Designated Degree Program

Resolution 304-2011 Position on the Marketing of Anti-caries Products

Resolution 305RC-2011 Defining Dental Access

Governance

Resolution 400-2011 Revision of Constitution and Bylaws

Resolution 401-2011 New Special Rules of Order

Resolution 402RC-2011 New Standing Rules of the House of Delegates

Resolution 403-2011 Investigating the Possibility of an Election Process for Editor-in-Chief

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Resolution Number: 301RC-2011

Title: B-8 Dental Outreach Programs

Reference Committee Assignment: Membership and Professional Issues

Sponsor(s): Council on Professional Issues

Financial Impact: None

RESOLUTION

Resolved, that ASDA adopt the B-8 Policy on Dental Outreach Programs to read as follows:

B-8 Dental Outreach Programs
Students in U.S. dental schools and predental programs who participate in a dental outreach program (e.g., international service trips, domestic service trips, volunteerism in underserved areas, etc.) are strongly encouraged:

  1. To adhere to the ASDA Code of Ethics and the ADA Principles of Ethics and Code of Professional Conduct;
  2. To be directly supervised by dentists licensed to practice in the United States or by faculty at a CODA-accredited dental school;
  3. To perform only procedures for which the volunteer has received proper education and training.

Action: The Chair moves substitution of 301RC-2011 for 301-2011, with a recommendation to adopt 301RC-2011 with a yes vote.

House Action: Adopted by the House

 


Resolution Number: 302-2011

Title: Revision to N-1 Policy

Reference Committee Assignment: Membership and Professional Issues

Sponsors: Colleen Greene (Harvard), Editor-in-Chief
  Kristina Christoph (Harvard), Legislative Liaison
  Dee Gulis (Boston University), 1st delegate
  Lauren Greco (Boston University), 2nd delegate
  Laura Huling (University of Connecticut), 1st delegate
  Brittany Sonnichsen (University of Connecticut), 2nd delegate
  Kayleigh Eaves (Columbia University), 2nd delegate
  Charlotte Milch (New York University), 1st delegate
  Keith Bracy (Stony Brook), 1st delegate
  Adam Shisler (University of Texas Dental Branch), 1st delegate/District 9 Trustee

Financial Impact: None

RESOLUTION

Resolved, that the American Student Dental Association N-1 Policy be amended as follows:

The American Student Dental Association supports the use of environmentally safe and recyclable materials at all ASDA meetings and events. Where appropriate, opportunities to recycle materials used in ASDA-related functions should be planned and implemented.

The American Student Dental Association supports student-led initiatives toward the responsible reduction of energy and material waste by dental schools.

Action: Placed on Consent Calendar

House Action: Adopted by the House on the Consent Calendar

 


Resolution Number: 303-2011

Title: Inclusion of Dentistry as a STEM Designated Degree Program

Reference Committee Assignment: Membership and Professional Issues

Sponsor(s): Council on Professional Issues

Financial Impact: None

RESOLUTION

Resolved, that ASDA contact the Department of Education (DOE) and the United States Citizen and Immigration Service (USCIS) to request that dentistry be added to the STEM degrees.

Action:The Chair moves Resolution 303-2011 with a recommendation to adopt with a yes vote

House Action: Adopted by the House

 


Resolution Number: 304-2011

Title: Position on the Marketing of Anti-caries Products

Reference Committee Assignment: Membership and Professional Issues

Sponsors: Jason Mashni (Loma Linda), Second Delegate
  Mike Flewelling (Loma Linda), First Delegate
  Adam Burr (Loma Linda), Alternative Delegate
  Jeremy Haines (Loma Linda), Alternative Delegate
  Dan Hammer, District 11 Trustee

Financial Impact: None

RESOLUTION

Resolved, that ASDA collaborate with the ADA Council of Scientific Affairs to promote the recognition of all evidence based anti-caries modalities, and be it further

Resolved, that ASDA report back collaborative efforts to the 2012 House of Delegates.

Action: Placed on Consent Calendar

House Action: Adopted by the House on the Consent Calendar

 


Resolution Number: 305RC-2011

Title: Defining Dental Access

Sponsors: Adam Swingdorf (Minnesota), First Delegate
  Aaron Bumann (Minnesota), Second Delegate

Financial Impact: None

RESOLUTION

Resolved, that ASDA, in recognition of the existence of multiple barriers to care, utilize the phrase “barriers to care” when applicable rather than “access to care” in all ASDA communications; and be it further

Resolved, that whenever possible, ASDA further identifies which “barrier to care” is being addressed (e.g. financial, geographic, governmental policy, personal, etc.).

Action: The Chair moves the substitution of 305RC-2011 for 305-2011, with a recommendation to adopt 305RC-2011 with a yes vote.

House Action: Adopted by the House

 


Resolution Number: 400-2011

Title: Revision of Constitution and Bylaws

Reference Committee Assignment: Governance

Original Sponsor(s): Governance Task Force

Financial Impact: None

RESOLUTION

Resolved, that the proposed ASDA Bylaws be substituted for the present Constitution and Bylaws.

Action: The Chair moves to amend the resolution as proposed in the Reference Committee comments. The Chair moves Resolution 400-2011 with a recommendation to adopt with a yes vote.

House Action: Adopted by the House

ARTICLE I • NAME

The name of this Association is the American Student Dental Association, hereafter referred to as “the Association” or “this Association”

ARTICLE II • MISSION AND OBJECTIVES

The American Student Dental Association is a national student-run organization that protects and advances the rights, interests and welfare of dental students. It introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy.

The objectives of the Association are:

  1. Promote the welfare of dental students by educating and involving them in the social, moral and ethical obligations of the profession of dentistry and the provision of oral healthcare to all people.
  2. Advocate just treatment for dental students and assist them in the event that such treatment is not afforded.
  3. Represent the needs, interests and welfare of dental students to legislative and regulatory bodies and other entities that have influence on these concerns and the profession of dentistry.
  4. Promote, encourage and foster lifelong involvement in organized dentistry.
  5. Research, organize and disseminate information important to dental students and to other organizations and individuals involved in healthcare education, practice and research.
  6. Promote, encourage and provide opportunities for participation in leadership development, community service, dental research and other experiences for professional development and the advancement of dentistry.
  7. Advocate for the improvement of dental care and its delivery to the public.

ARTICLE III • MEMBERSHIP

Section 1. Categories

  1. Predoctoral Membership

     

    Predoctoral membership is available to a dental student enrolled in a predoctoral program accredited by the Commission on Dental Accreditation, beginning with the first full membership year following enrollment in dental school. Upon graduation, a predoctoral member maintains membership status until the end of the membership year.

     

  2. Predental Membership

     

    Predental membership is available to a person seeking enrollment in a predoctoral program accredited by the Commission on Dental Accreditation, who resides within the United States and its possessions, and who is not eligible for predoctoral membership. Upon enrollment into dental school, a predental member maintains membership status until the end of the membership year.

     

  3. International Dental Student Membership

     

    International dental student membership is available to dental students currently enrolled in a dental school outside the United States and its possessions that is listed in the World Directory of Dental Schools compiled by the FDI World Federation

Section 2. Membership Privileges

  1. Predoctoral Members

     

    A predoctoral member is entitled to all the privileges and benefits of the Association, including the right to hold a leadership position and cast a vote if eligible.

  2. Other Members

     

    A member who is not a predoctoral member may be entitled to membership benefits as deemed appropriate by the Board of Trustees. Only predoctoral members may be elected to a leadership position and/or cast a vote.

Section 3. Ethics

Members must abide by the ASDA Code of Ethics.

Section 4. Membership Dues

Membership dues are determined by the House of Delegates. Membership runs on a calendar year from January 1 through December 31. Dues received after September 1 are applied to the following year’s membership. If dues are not processed by December 31, membership is forfeited until dues are paid.

Section 5. Resignation

A member resigns by tendering a written notice to the Board of Trustees and forfeits all dues paid to the Association.

Section 6. Expulsion

A member may be expelled for cause by a two-thirds (2/3) vote of the Board of Trustees. Any member involved in disciplinary proceedings is entitled to present his/her defense.

ARTICLE IV • LEADERSHIP

Section 1. Officers

The officers of the Association are the President, the two (2) Vice Presidents, the Speaker of the House of Delegates and the Executive Director.

  1. President

     

    1. Duties

       

      The duties of the President include:

      1. Official spokesperson for the Association
      2. Chairperson of the Board of Trustees
      3. Chairperson of the Executive Committee
      4. Call a special session of the House of Delegates or Board of Trustees
      5. Immediate Past President for a term of office to run concurrently with that of his/her successor
      6. Other duties indicated by the Standing Rules

    2. Voting Privileges

       

      The President may vote on the Board of Trustees by secret ballot, to break a tie, to create a tie, or when the President is not serving as chair. The President has full voting privileges on the Executive Committee.

    3. Vacancy

       

      If a vacancy in the office of President arises, the Board of Trustees elects a new President from the Vice Presidents by a majority vote. The newly elected President serves until a new President is elected at the next Annual Session of the House of Delegates. If the President is temporarily unable to fulfill his/her duties, the President directs a Vice President to fulfill the duties of the office.

  2. Vice President

     

    1. Duties

       

      The duties of the Vice President include:

      1. Official spokesperson for the Association at the request of the President
      2. Assist the President as requested
      3. Other duties indicated by the Standing Rules

    2. Voting Privleges

       

      The Vice President has full voting privileges on the Board of Trustees and the Executive Committee.

    3. Vacancy

       

      If a vacancy arises in the office of Vice President, the Board of Trustees fills the vacancy.

  3. Speaker of the House of Delegates

     

    1. Duties

       

      The duties of the Speaker of the House include:

      1. Chairperson of the House of Delegates
      2. Parliamentarian of the Association
      3. Review Association governance documents
      4. Other duties indicated by the Standing Rules

    2. Voting Privileges

       

      The Speaker of the House is a non-voting member of the Board of Trustees.

    3. Vacancy

       

      If a vacancy in the office of Speaker of the House arises, the Board of Trustees fills the vacancy. If the Speaker of the House is temporarily unable to fulfill his/her duties, the Executive Committee appoints a Speaker pro tem.

  4. Executive Director

     

    1. Duties

       

      The duties of the Executive Director include:

      1. Chief administrative, operations and financial officer of the Association
      2. Secretary of the House of Delegates
      3. Treasurer of the Association
      4. Other duties indicated by the Standing Rules

    2. Voting Privileges

       

      The Executive Director is a non-voting member of both the Board of Trustees and the Executive Committee.

    3. Qualifications

       

      The Executive Director shall have experience in Association management, including personnel and fiscal management.

    4. Vacancy

       

      If a vacancy in the office of Executive Director arises, the Executive Committee appoints an Executive Director, subject to the approval of the Board of Trustees. In the absence of the Secretary, the Speaker of the House appoints a Secretary pro tem. If the Executive Director is temporarily unable to fulfill his/her duties, the Executive Committee appoints an Interim Executive Director, subject to the approval of the Board of Trustees.

Section 2. District Trustee

  1. Duties

     

    The duties of a district trustee include:

    1. Board of Trustees member
    2. Represent the constituents of his/her district
    3. Chairperson of the district caucus
    4. Other duties indicated by the Standing Rules

  2. Voting Privileges

     

    A district trustee has full voting privileges on the Board of Trustees.

  3. Vacancy

     

    If a district trustee is unable to fulfill his/her term of office, the Executive Committee appoints a member to fill the vacancy, subject to the approval of the Board of Trustees.

Section 3. Appointed Leader

An appointed leader is a member appointed to a national leadership position by the Board of Trustees in accordance with the Standing Rules. An appointed leader vacancy is filled by the Board of Trustees.

Section 4. Eligibility

A person is eligible for election or appointment to a leadership position if he/she is a predoctoral member in good standing with both his/her school and chapter, the member consents to candidacy, and the completed Leadership Candidate Form has been received by Executive Director prior to voting.

Section 5. Term

An elected or appointed leader serves a one year term or until his/her successor is elected/appointed.

Section 6. Removal from Office

Any elected or appointed leader may be removed from office for cause by a two-thirds (2/3) vote of the Board of Trustees. Any elected or appointed leader involved in disciplinary proceedings is entitled to present his/her defense.

ARTICLE V • ORGANIZATION

Section 1. Incorporation

This Association is an Illinois non-profit corporation.

Section 2. Chapter

A chapter may be established at any predoctoral dental school accredited by the Commission on Dental Accreditation in the United States and its territories, subject to the approval of the Board of Trustees. A chapter is a separate legal entity. The Association is not responsible for debts or obligations of a chapter and a chapter is not responsible for the debts or obligations of the Association. A chapter’s charter may be suspended or revoked for cause by a two-thirds (2/3) vote of the Board of Trustees.

Section 3. District

A district is a grouping of chapters which facilitates joint chapter activities. A district is not an internal unit of the Association. Chapters of this Association are grouped into districts based on geographical distribution.

ARTICLE VI • GOVERNANCE

Section 1. House of Delegates

  1. Members

     

    The House of Delegates consists of two (2) credentialed delegates from each chapter of the Association. The chairperson is the Speaker of the House of Delegates. The secretary is the Executive Director. The Executive Committee, the Immediate Past President, Trustees, and staff are non-voting ex officio members of the House of Delegates. Access to the floor of the House of Delegates is at the discretion of the Chair.

  2. Powers

     

    The House of Delegates is the supreme legislative body of the Association and is responsible for determining policies, initiatives, and directives for the Association.

  3. Duties

     

    The duties of the House of Delegates include:

    1. Determine the policies governing the Association
    2. Establish task forces as necessary
    3. Amend these Bylaws
    4. Elect the President, Vice Presidents and Speaker of the House
    5. Other duties indicated by the Standing Rules

     

  4. Meetings

     

    1. Annual Session

       

      The House of Delegates meets during the Association’s Annual Session. Dates, times and location of the Annual Session are determined in accordance with the Standing Rules.

    2. Special Session

       

      The President shall call for a special session of the House of Delegates on three fourths (3/4) affirmative vote of the members of the Board of Trustees or on written request of at least one half (1/2) of all first and second delegates. The time and place of a special session is determined by the President, provided the time selected is not more than forty-five (45) days after the necessary request quota was received. The business of a special session is limited to that stated in the official call except by unanimous consent.

Section 2. Board of Trustees

  1. Members

     

    The Board of Trustees consists of the President, the Vice Presidents, the Executive Director, the Speaker of the House of Delegates, the Immediate Past President and district trustees. The Executive Director, the Speaker of the House of Delegates and the Immediate Past President are non-voting ex officio members of the Board of Trustees.

  2. Powers

     

    The Board of Trustees is the governing body of the Association and is responsible for administration and management of the Association.

  3. Duties

     

    The duties of the Board of Trustees include:

    1. Approve the Association’s budget
    2. Appoint leaders as indicated by the Standing Rules
    3. Establish task forces as necessary
    4. Establish, modify or eliminate councils
    5. Fulfill the directives of the House of Delegates
    6. Determine interim Association policy between meetings of the House of Delegates, subject to House of Delegates approval at its next session
    7. Other duties indicated by the Standing Rules

  4. Meetings

     

    The Board of Trustees meets no fewer than five (5) times per year. Cancellation of any meeting requires a two-thirds (2/3) vote of the Board of Trustees.

Section 3. Executive Committee

  1. Members

     

    The Executive Committee consists of the President, the Vice Presidents, and the Executive Director. The Executive Director is a non-voting ex-officio member of the Executive Committee.

  2. Powers

     

    The Executive Committee administers and manages Association business between meetings of the Board of Trustees. Policy decisions are subject to approval by the Board of Trustees.

  3. Duties

     

    The duties of the Executive Committee include:

    1. Review the Association’s budget and oversee fiscal planning
    2. Appoint leaders as indicated by the Standing Rules
    3. Fulfill the directives of the House of Delegates
    4. Other duties indicated by the Standing Rules

  4. Meetings

     

    The Executive Committee determines its own meetings.

ARTICLE VII • ELECTIONS

Section 1. Candidacy

  1. Official Candidate

     

    An eligible member wishing to be an official candidate for President or Speaker of the House of Delegates must submit the Leadership Candidate Form and all supplemental application materials required by the Standing Rules to the Executive Director by the established deadline. An official candidate is named in ASDA News, receives formal district caucusing privileges, and has his/her name printed on ballots.

  2. Write-in Candidate

     

    Write-in candidates for President or Speaker of the House of Delegates are permitted. A write-in candidate is not considered an official candidate for office and is not entitled to the privileges of an official candidate. A write-in candidate is no longer an eligible candidate once he/she does not advance to a subsequent ballot.

Section 2. Nomination

An official candidate shall be formally nominated on the floor of the House of Delegates at the Association’s Annual Session by a predoctoral member who is not a current or former national leader of the Association. A write-in candidate may be nominated by a predoctoral member on the floor of the House of Delegates following the nomination of official candidates. Nomination is not required for eligibility.

Section 3. Voting

  1. President

     

    The first ballot lists the names of all official candidates for President. Each delegate votes for three different candidates and only ballots with exactly three different candidates selected are valid. The first ballot determines the Executive Committee and the three candidates receiving the most votes advance to the second ballot. In the case of a tie, more than three candidates may advance to the subsequent ballot containing the remaining candidate’s names. Balloting will continue until the Executive Committee is determined in the same manner as the first ballot. If fewer than three official candidates for President exist, the first ballot is conducted in the manner of a second ballot.

    Once the Executive Committee is determined, on each subsequent ballot each delegate votes for one candidate. Advancing candidates may be asked questions submitted in advance by the district trustees and selected by the chair. A candidate for office cannot serve as Chair of the House of Delegates during any portion of election proceedings for that office.

    The second ballot lists the names of official candidates advancing from the first ballot. Each delegate votes for one candidate. Only ballots with exactly one candidate selected are valid. The candidate with a majority vote is elected President. The remaining candidates are elected Vice Presidents. If no candidate receives a majority on the second ballot, the candidate receiving the least votes of the three does not advance and is elected Vice President. If the second ballot does not elect a President, delegates cast a third ballot.

    The third ballot lists the names of official candidates advancing from the second ballot. Each delegate votes for one candidate. Only ballots with exactly one candidate selected are valid. The candidate with a majority vote is elected President. If the third ballot does not elect a President, the House of Delegates recesses for the purpose of caucusing. The House of Delegates then reconvenes and delegates cast a fourth ballot in the same manner as the third ballot. If the fourth ballot does not elect a President, delegates cast a fifth ballot in the same manner as the third ballot at the beginning of the next business meeting during that Annual Session.

    Only advancing candidates are eligible to receive a vote on subsequent ballots. Any ballot possessing a vote for an ineligible candidate is invalid.

  2. Speaker of the House of Delegates

     

    The first ballot lists the names of all official candidates for Speaker of the House. Each delegate votes for one candidate and only ballots with one candidate selected are valid. The candidate with a majority vote is elected Speaker of the House. If the first ballot does not elect a Speaker of the House, the two candidates receiving the most votes advance to a second ballot.

    Advancing candidates may be asked questions submitted in advance by the district trustees and selected by the chair. A candidate for office cannot serve as Chair of the House of Delegates during any portion of election proceedings for that office.

    The second ballot lists the names of official candidates advancing from the first ballot. Each delegate votes for one candidate. Only ballots with exactly one candidate selected are valid. The candidate with a majority vote is elected Speaker of the House. If the second ballot does not elect a Speaker, the candidate receiving the least number of votes does not advance. All other candidates advance and delegates cast a third ballot.

    The third ballot lists the names of official candidates advancing from the second ballot. Each delegate votes for one candidate. Only ballots with exactly one candidate selected are valid. The candidate with a majority vote is elected Speaker of the House. If the third ballot does not elect a Speaker of the House, the House of Delegates recesses for the purpose of caucusing. The House of Delegates then reconvenes and delegates cast a fourth ballot in the same manner as the third ballot. If the fourth ballot does not elect a Speaker, delegates cast a fifth ballot in the same manner as the third ballot at the beginning of the next business meeting during that Annual Session.

    Only advancing candidates are eligible to receive a vote on subsequent ballots. Any ballot possessing a vote for an ineligible candidate is invalid.

  3. District Trustee

     

    A district elects a trustee in accordance with the procedures found in the district’s caucus rules. Election ballots must be returned to the Secretary of the House of Delegates following election.

  4. Eligibility for Voting

     

    Only credentialed delegates may cast a ballot. No absentee ballots or proxy voting is accepted

ARTICLE VIII • STANDING COMMITTEES

Standing committees of the Association are councils, the Legislative Grassroots Network, and the Editorial Board. The Board of Trustees appoints the Legislative Grassroots Network, the Editorial Board and the chairperson of each council. The Executive Committee assigns members to each council.

ARTICLE IX • SPECIAL COMMITTEES

A special committee of the Association is a task force. A task force performs specific tasks not assigned to a standing committee. The task force ceases to exist after the final report is submitted or until otherwise specified. The Board of Trustees appoints the chair and members of the task force.

ARTICLE X • QUORUM

Section 1. House of Delegates

A quorum of the House of Delegates consists of a two-thirds (2/3) majority of the voting members registered at a House of Delegates meeting. No action of the House of Delegates is valid unless a quorum is present.

Section 2. Board of Trustees

A quorum of the Board of Trustees consists of a two-thirds (2/3) majority of voting members. No action of the Board of Trustees is valid unless a quorum is present.

PART XI • PARLIMENTARY AUTHORITY

The current edition of Sturgis Standard Code of Parliamentary Procedure governs this Association in all parliamentary situations not provided for by law, these Bylaws or Special Rules of Order.

PART XII • RESIDUAL AUTHORITY

All powers not specified in these Bylaws or the Standing Rules of the Association reside with the House of Delegates.

PART XIII • AMENDMENTS

An amendment to these Bylaws must be presented in writing to the Secretary of the House of Delegates by the established deadline. On receipt of a proposed amendment and subsequent review by the Board of Trustees, the Secretary forwards a copy to each chapter before Annual Session. An amendment is ratified by a two-thirds (2/3) affirmative vote of the House of Delegates.

The Speaker of the House of Delegates is authorized to make an editorial change to an Association governance document, including these Bylaws.


Provisios


  • These Bylaws shall take effect at the close of the 2011 Annual Session with the exception of those sections specified in these provisos.
  • Article III (Membership): The new membership structure shall be implemented beginning January 1, 2012. Current members shall remain under the previous membership structure until January 1, 2012. Dues received after September 1, 2011 shall be applied to membership under the new structure.
  • Article VII, Section 3 (Voting): Balloting guidelines for President (Sec 3A) and Speaker of the House (Sec 3B) shall take effect immediately. Candidate applications and eligibility for leaders elected at the 2011 Annual Session shall be subject to the present Constitution and Bylaws. Guidelines for district trustee voting (Sec 3C) and eligibility for voting (Sec 3D) shall take effect immediately.
  • Reference to a newly-proposed governance document (e.g., Standing Rules, Special Rules, etc) shall be eliminated from the Bylaws if the specified governance document is not adopted.

 


Resolution Number: 401-2011

Title:New Special Rules of Order

Reference Committee Assignment: Governance

Sponsor(s): Governance Task Force

Financial Impact: None

RESOLUTION

Resolved, that the proposed Special Rules of Order be instituted as a new ASDA governance document.

Action: Placed on Consent Calendar

House Action: Adopted by the House on the Consent Calendar


SPECIAL RULES OF ORDER


Elections
The Secretary of the House of Delegates fulfills the role of chairperson of an elections committee for House of Delegate elections. The Secretary is the custodian of election results and ballots and determines the time for disposal of old ballots. The details of the election report are not announced or published. The Chair of the House of Delegates only announces the names of candidates advancing to a subsequent ballot or elected to an office. The outgoing President, rather than the Chair, shall declare the new President elected to the House of Delegates.

Motion to Table
The motion to table is not used because it requires only a majority vote to limit debate.

Seconding A Motion
Following proper movement of a motion, a second is not required.

Special Rules of Order
These Special Rules of Order are defined as “rules which modify or supplement those contained in the parliamentary authority”. Special Rules of Order require a two-thirds (2/3) vote to suspend or amend.

Standing Rules
Standing Rules are defined as “rules which are related to the details of the administration of the society rather than to parliamentary procedure”. They represent the “best practices” of the Association and are to be followed as standard operating procedure unless suspended or amended. Standing Rules require a majority vote to suspend or amend.

 


Resolution Number: 402RC-2011

Title: New Standing Rules of the House of Delegates

Reference Committee Assignment: Governance

Original Sponsor(s): Governance Task Force

Financial Impact: None

RESOLUTION

Resolved, that the proposed Standing Rules of the House of Delegates be instituted as a new ASDA governance document.

Action: The Chair moves substitution of 402RC-2011 for 402-2011, with a recommendation to adopt 402RC-2011 with a yes vote.

House Action: Adopted by the House


STANDING RULES OF THE HOUSE OF DELEGATES


ASDA Standing Rules is a governance document of the American Student Dental Association comprised of rules which relate to the details of the administration of ASDA. ASDA Standing Rules, or simply the Standing Rules, may refer to the collective whole of Association standing rules, or to a subset of standing rules belonging to one of ASDA’s deliberative bodies (i.e., Standing Rules of the House of Delegate, etc). The Standing Rules is an evolving document that is updated regularly and reflects the current “best practices” of the Association. Standing rules are to be followed as standard operating procedure unless suspended by a majority vote for the duration of a session, amended by a resolution adopted by majority vote or by another method permitted by the standing rules in question, or if significant extenuating circumstances exist. An action taken by a body that is in conflict with the Standing Rules is invalid. A standing rule may not violate federal or state law, ASDA’s Articles of Incorporation, the Bylaws, ASDA’s parliamentary authority, Special Rules of Order, or Current Statements of Position or Policy.

Adopted:
Updated:

Officers


Speaker of the House
In addition to duties indicated by the Bylaws, the Speaker of the House instructs delegates about the rules and procedures of the House of Delegates, conducts an annual review of House of Delegates procedures and information and recommends revision as necessary and appropriate, informs delegates and Association members of the actions taken in fulfillment of the directives of adopted resolutions, manages delegate reviewers at Annual Session, and attends the regional meeting(s) to guide delegates in preparation of resolutions for consideration at the next House of Delegates meeting and to conduct training for delegates.

As Chair of the House of Delegates, the Speaker presides over all House meetings. The Speaker has the authority to rule on the operation of and all business before the House, subject to an appeal that must be approved by a majority vote of the Delegates.

Secretary of the House
The Secretary of the House of Delegates serves as the recording officer and custodian of the records.

Organization of the House of Delegates


Credentials and Access
Delegates, members of the Board of Trustees, staff, and some guests are given access to the floor of the House of Delegates. During Annual Session registration, each certified delegate receives numbered credential tickets, a ballot voucher and a name badge. The proper credential ticket must be presented to the staff member at the credentials desk for each meeting in order to gain admission to the floor of the House of Delegates. The badge alone will not admit delegates without the proper credential ticket. Upon surrendering their assigned credential ticket, each delegate receives a voting card.

Delegates wishing to exit the House and substitute an alternate delegate from their chapter during a meeting of the House of Delegates must surrender their numbered credential ticket to the staff at the credentials desk. The entering and exiting delegates must each sign a log sheet containing their name and school. The credential ticket is then transferred to the entering delegate. Alternatively, the exiting delegate may simply hand the blue voting ballot directly to the entering delegate at a credentials desk.

Seating
Delegates are seated on the House floor by chapter and district. Trustees are seated on the House floor with the delegates from their respective districts. The Executive Committee is seated on the front stage with the Speaker and Secretary of the House. Invited guests and council chairs are traditionally seated at the back of the House floor. Alternate delegates and other staff members and guests are traditionally seated behind the House floor.

The Secretary and staff shall arrange for the seating of delegations in the House of Delegates following district numeric order, provided that in each successive year the first set of delegations comprising a region will be returned to the end of the list for the next Annual Session.

Microphones
Delegates wishing to state a position or make another motion must approach a microphone and wait to be recognized by the Speaker. While waiting, the delegate wishing to speak informs the microphone page whether he/she is speaking in favor or in opposition of the pending motion, or if he/she is making a new motion. If the delegate is making an interrupting motion (e.g., point of order), the delegate should either approach the Priority Microphone or should bypass the line at the closest microphone to immediately notify the microphone page. After being recognized by the Speaker, the delegate states his/her name, school, position, and if applicable, whether they are in favor or opposed. The Delegate then presents his or her position on the motion. For example,

“John Doe, State University, First Delegate, I speak in favor of the motion/resolution.”

Microphone pages employ a system of colored cards to communicate with the Speaker of the House. The Speaker should make every effort to alternate between supporting and opposing commentary, and to recognize interrupting motions immediately.

  • Green is for speaking in favor of pending motion,
  • Red is for speaking in opposition of the pending motion,
  • White is for making a new motion,
  • Yellow is for making an interrupting motion.

The number of microphones and specific method for use is determined by the Speaker of the House.

Speaking on the Floor
The privilege to speak on issues before the House of Delegates is held by delegates, officers of the Association, the Immediate Past President, and trustees. Members of councils, task forces, and reference committees who do not already have speaking privileges in the House of Delegates are permitted to participate in debate on their respective reports at the discretion of the Speaker of the House.

Speaking privileges do not confer the right to introduce motions or to vote. Only credentialed delegates are allowed to make motions on the floor of the House of Delegates. Members of the Board of Trustees, central office staff, past national leaders, and any other non-delegates are not allowed to make motions. Motions must be made using proper parliamentary procedure.

Speakers are encouraged to be organized, factual and concise when granted the floor, and must practice proper decorum in their remarks and behavior at all times, including periods of recess for the purpose of caucusing.

Comments must be directed to the Speaker of the House and not to other members. Questions may be asked of other members, but may not be rhetorical in nature and must be done through the Speaker of the House in the form of a Point of Information from the Priority Microphone.

Parliamentary Procedure
The Bylaws identify The Standard Code of Parliamentary Procedure by Alice Sturgis, (hereafter referred to as The Standard Code) as the parliamentary authority. Sturgis governs the deliberations of the House of Delegates in all cases in which they are applicable and not in conflict with the Bylaws or Special Rules of Order.

Some are reluctant to take an active role at meetings because the rules of parliamentary procedure can be intimidating. All participants should remember that the rules of parliamentary procedures are designed to keep order and to facilitate participation, not to block or inhibit it. All business in the House is conducted with good faith and fairness.

Additional resources on using parliamentary procedure can be found in ASDA training material. Delegates should not hesitate to approach the Speaker of the House, their Trustee, members of the Executive Committee, or staff members with any questions about House rules or parliamentary procedure.

Delegates and Alternate Delegates


ASDA members at each chapter elect or select delegates to represent their interests and concerns at the Annual Session. Each chapter is entitled to be represented by two delegates, and may send one or more alternate delegates to the Annual Session.

As noted by our parliamentary authority (The Standard Code of Parliamentary Procedure), the first duty of each delegate is to consider what is best for the Association as a whole and for each of its members. The second duty of a delegate is to consider what is best for their constituents in particular. At the convention, a delegate learns new facts and listens to the arguments of others from different localities and with differing viewpoints. Frequently, a proposal is changed so completely by amendments adopted at the convention that it is really a different proposal from that originally offered. For these reasons, a delegate is free to weigh the advantages and disadvantages and vote according to what appears to be the wisest course. Therefore, a delegate should understand thoroughly how constituency members feel about the proposals to be voted on and must also be trusted to exercise good judgment in voting on measures as they are finally presented for decision.

Each Delegate and Alternate Delegate must be a member in good standing with a predoctoral chapter of the Association. Delegates and alternate delegates are any member not holding a national position and are registered for and in attendance at the Annual Session. All Delegates and alternate delegates must be certified and acknowledged before the beginning of Annual Session according to any registration deadlines set by the central office.

Delegates, and all House participants, are advised to review and be familiar with the governance documents, rules of order, policies, and other resources of the Association, including:

  • ASDA Bylaws
  • Special Rules of Order
  • The Standard Code of Parliamentary Procedure by Alice Sturgis (current edition)
  • Standing Rules of the House of Delegates
  • Current Statements of Position and Policy
  • The current Strategic Plan
  • Selected Actions of the House of Delegates

Guests


Representatives of other student associations are traditionally invited to the House of Delegates meeting which may include by not limited to:

  • American Dental Education Association
  • Student National Dental Association
  • Society of American Indian Dentists
  • European Dental Student Association
  • Hispanic Dental Association
  • National Student Research Group
  • American Association of Women Dentists

These representatives must be student members in good standing of the organization that they represent at the time of the ASDA House of Delegates. Representatives shall be seated together on the floor of the House of Delegates in a location determined by the Speaker and Secretary of the House.

Delegate Reviewers


Each trustee selects a delegate reviewer from their district prior to Annual Session. Delegate reviewers serve an essential function in the smooth and efficient operation of the House of Delegates. They are experienced, responsible, informed members.

Each delegate reviewer serves on a reference committee. Most of the remaining members of the reference committee are also members of the council that will have sponsored many of the resolutions before the reference committee. The inclusion of delegate reviewers provides an important check on the process by which resolutions are brought to the House.

Delegate reviewers form the Committee on Credential, Rules, and Order. This committee presents the list of registered delegates, these Standing Rules of the House of Delegates, and the agenda for the House at the beginning of the first business meeting. These items are required to operate a properly constituted delegate assembly.

Delegate reviewers serve as sergeants-at-arms and assist the trustees in ensuring that their district’s delegates are seated on time for the beginning of each session of the House. In addition, they assist the Speaker in keeping order by discouraging unruly conduct among delegates and escorting members and guests to and from the podium.

Delegate reviewers serve as microphone pages during transaction of House business. The Speaker may ask delegate reviewers to serve as tellers to assist in determining the results of any action taken by a vote.

Lastly, delegates reviewers are asked to assist in other capacities as requested by the Speaker of the House to ensure efficiency.

Schedule and Order of Business


The Speaker and Secretary of the House of Delegates are responsible for the day-to-day business of the House, including the order of business, the agenda and the sequencing of resolutions. Since the House of Delegates typically meets only once a year, it is obvious that many important issues must be considered and decisions made at the Annual Session. The volume and complexity of the issues which are placed before the House of Delegates make it impossible to handle them without having a well-established routine for the conduct of business. This routine demands the close cooperation of the members of the House, national officers, members of the Board of Trustees, nationally appointed leaders, and the central office staff. The House of Delegates business meeting schedule is determined by the Council on Sessions, but may be subject to change. It is advised that the Speaker of the House serve on the Council on Sessions so that the House of Delegates is carefully planned for within the schedule of Annual Session. Under extenuating circumstances, additional meetings of the House of Delegates during an Annual Session may be called by majority vote of the House.

Reference Committees


Duties
The Executive Committee determines the number, type and composition of the reference committees each year and appoints the chairperson for each. These references committees may address the areas of:

  • Governance
  • Professional Issues
  • Education
  • Licensure
  • Membership

The primary duty of a reference committee is to receive and evaluate opinions and information so that it may present a well-informed recommendation to the House of Delegates. This can be done best by evaluating all resolutions referred to the committee, by basing recommendations on the best information and advice available, and by making decisions in the best interest of the public, the Association and the dental profession. Reference committees do not prevent the House of Delegates from taking action on any matter that has been presented. The reference committees may not only act on resolutions before them, but may also propose resolutions on their own initiative dealing with matters placed before them.

Hearings and Testimony
Reference committee hearings are scheduled for the day before resolutions are presented on the floor of the House of Delegates. The chair of the reference committee presides at the hearing to maintain order and to facilitate the transaction of business. The chair will not permit the making of motions or the taking of formal votes at an open hearing, since the objective of the hearing is to receive information and opinions and not to make decisions of any sort that would bind the reference committee in subsequent deliberations. The proper place for debate is during the House of Delegates business meetings.

The chair should encourage all members to speak in reference committee hearings and ensure that all who want to be heard have an opportunity to speak, mindful of the prolonged holding of the floor by one or more persons. The chair, with the consent of the committee, may place reasonable limitations on any discussions. All members of the American Student Dental Association have the right to attend Reference Committee hearings and participate in the discussion, whether or not they are members of the House of Delegates. Non-members of the Association may participate in the discussion at hearings only if permitted by the chair of the reference committee. The members of the Reference Committee should record any testimony given at the hearing.

To speak at an open hearing, participants should proceed to the appropriate microphone, wait to be recognized, state their name, position, and school; note whether they are speaking for or against the resolution, and then make their comments. Microphones may be identified specifically as “in favor” or “in opposition” testimony.

Delegates who wish to speak in favor or against a given resolution at either a hearing or on the floor of the House of Delegates should keep these points in mind:

  • Address your comments and questions to the Reference Committee Chair only. You may not directly question, address or respond to another Delegate. Such actions may only be done “through the Chair.”
  • Organize your thoughts so that your comments are communicated clearly and persuasively. Do not attack the resolution or its author; rather, appeal to the majority to consider your point of view.
  • Know the facts; don’t rest your case on false premises.
  • Avoid elaborate speech. Keep your comments concise, and know when you’ve said enough and it’s time to sit down.
  • Strongly consider submitting your comments, suggested changes, or amendments in written form to the reference committee.

Any delegate who has sponsored a resolution should be present when that resolution is discussed at an open hearing. The reference committee may need clarification or additional information about the resolution.

Staff members present at hearings may provide background information and points of clarification only, and should not be engaged in debate or asked to provide an opinion on a resolution.

Reference Committee Business Meetings
After evidence and information has been received at the open hearings, reference committees retire to a business meeting to reach decisions about each resolution. Reference committee business meetings are considered closed session. Only the chair and members of the reference committee and officers of the House of Delegates are allowed to attend. The reference committee may invite any individual to attend a portion of a business meeting for further discussion or clarification.

Reference committees may combine any resolutions that are repetitive. They may, in consultation with the Speaker and Secretary, set aside any resolution that reiterates existing policy, a matter of common Association practice, or items that do not require a vote by the House of Delegates.

Reference committees may make editorial changes to any resolution and may reword for better understanding without the permission of the sponsor. Such alterations are not considered amendments.

Reference committees may propose amended or substitute resolutions based on testimony provided at the open hearings. Amended resolutions will carry the original resolution number followed by the designation “RC” for “reference committee”.

If a reference committee feels that a resolution is too poorly constructed to amend, or that they cannot support the adoption of a resolution for any other reason, the chair will move the resolution with a recommendation to vote no, and will explain the committee’s reasons to the House of Delegates. Prior to this, the sponsor may withdraw the resolution, rewrite it, and resubmit it to the House of Delegates for consideration at the time established for new business.

Presentation of Reports to the House of Delegates
During the business meetings of the full House of Delegates, the report of the reference committees are presented to the House of Delegates by their reference committee chair. Background material contained in the reports of reference committees should not be read by the chair, unless the chair and members of the committee feel that is it necessary and important to do so. In the event of debate or discussion, the chair and members of a reference committee are free to reply to any questions or to comment if recognized by the Speaker of the House.

If an RC substitute resolution exists, the House votes on whether to substitute the RC version for the original resolution. A majority vote in the affirmative disposes of the original resolution and places the RC version on the floor for consideration. A majority vote in the negative disposes of the RC version and places the original on the floor for consideration. Debate is limited to the wisdom of choosing the RC version of the resolution over the original language of the resolution.

The Speaker of the House will call upon the chairperson to read the committee’s report. Each chair will present the reference committee’s assigned resolutions to the House as well as a recommendation that reflects the reference committee’s recommendation for how the House should vote on that resolution. The chair states the number and title of each resolution and then reads the resolution in the form of a motion. For example,

Resolution 1, Delegate Qualifications.
Resolved, that candidates for the position of Delegate be required to submit a curriculum vitae and a letter of intent.

The Chairman moves Resolution 1, with a recommendation to vote yes”.

If the reference committee supports the resolution, the chair will move the resolution with a recommendation to vote yes. If the committee opposes the resolution, the chair will move the resolution with a recommendation to vote no.

Resolutions


Writing Resolutions
A resolution is a formal written proposal submitted for action by an assembly. Resolutions may not be verbally proposed from the floor and must be submitted electronically by any announced deadlines. Resolutions can be used to direct the Association to research a particular concern, change the way it operates, take an official position on an issue, or implement new policies. Any member of the American Student Dental Association may submit a resolution to the House of Delegates. Many resolutions are drafted by delegates or by groups of members such as the Board of Trustees. A resolution should be devoted to a single, coherent issue and must call for action of some sort. A resolution is introduced with the words “Resolved, that”. The issue should be stated simply and the action desired by the author should be clear. The Bylaws, Current Statements of Position and Policy, the Strategic Plan and other relevant documents should be consulted before writing resolutions to determine current policy and procedures. Brevity and clarity are important.

Resolutions which merely reaffirm or restate existing Association policy, commend or congratulate an individual or organization or memorialize an individual shall not be introduced in the House of Delegates. Preamble, introductory, or “whereas” clauses are not in order. Since such clauses are intended to explain or justify the action that is called for in the resolution, they may be included in the background statement as a simple preliminary expression of why the resolution is desirable.

A properly worded resolution accomplishes two important objectives; it enables the sponsors to gain intelligent consideration for their proposal and it enables the House of Delegates to make an intelligent decision on a single issue that is clearly stated.

In accordance with Sturgis, the author of a resolution has the right to change or withdraw his/her resolution without the House’s permission if done so before the Speaker of the House states the resolution to the House. After the resolution has been stated to the House, it is no longer property of the author, but of the House of Delegates, and may only be withdrawn with the House’s approval or amended.

For more information on writing resolution, consult ASDA training materials or the Speaker of the House.

Processing Resolutions
The sponsor of the resolution transmits it to the Secretary (Executive Director) who acknowledges its receipt. In accordance with the Bylaws, resolutions that are received prior to the established deadline for Board feedback are reviewed in advance by the Board of Trustees. Recommendations are made to the resolution authors if clarification or modification is warranted. All such resolutions as well as any others that are received well before Annual Session are posted on the Association’s website several weeks before the Annual Session. Any resolution submitted to the Secretary by the final deadline established by the Council on Sessions (typically 1:30 p.m. on Thursday) is distributed to participants before the reference committee hearings. Updated resolutions and reference committee recommendations are distributed prior to the open of business meetings each morning.

A resolution submitted after the established final deadline will be considered as new business if approved for consideration by the Executive Committee, but is not sent to a reference committee or reviewed by the Board of Trustees. A resolution submitted after the deadline for reference committee review and approved is distributed to participants at the soonest House business meeting possible.

Computer projection equipment is used during the business meetings of the House of Delegates so that resolutions can be clearly viewed by all participants. Amendments to resolutions will be projected on the screen for clarity and efficiency. Proposed amendments should be submitted in writing to the appropriate staff seated at the front of the House before it is moved on the House floor.

Elections


Candidate Information
Executive Committee candidate platforms can be found on the ASDA website at least three weeks prior to the Annual Session. Platforms are also published in the issue of ASDA News immediately prior to Annual Session and in the Delegate Handbook, which is distributed to participants at the Annual Session.

Presentation to the House of Delegates
Each candidate for President will have exactly seven (7) minutes to present his or her platform to the members of the House of Delegates. Each candidate for Speaker of the House will have exactly five (5) minutes to address the House of Delegates. Delegates are not permitted to pose questions to the candidates at this time. A staff member will keep time and signal the candidate.

Caucus Visits
The following guidelines have been established for those times during the Annual Session when Executive Committee and Speaker of the House candidates appear before joint district caucuses to answer Delegate questions:

  • Delegates and other leaders should submit written questions to their Trustees or other caucus chairman in advance of the caucus at which the candidates are to appear. The caucus will then select the specific questions to be asked during caucus visits.
  • Trustees should formally thank each candidate at the end of his/her presentation.
  • Each candidate selects an escort to walk him/her through the caucuses. Current and former officers of the Association may not serve as escorts.
  • The President, Immediate Past President, and Speaker of the House will hold a forum for election candidates to better prepare them for what to expect in the caucus sessions.

Each candidate will have 15 minutes to answer questions posed by Delegates during the joint district caucuses. Each caucus has their own caucus rules which may produce variations in the questioning from caucus to caucus.

Questioning Advancing Candidates
For candidates advancing from the first round of balloting, each candidate for President will have five (5) minutes and each candidate for Speaker will have three (3) minutes to answer questions submitted by the district caucuses and selected by the Speaker of the House. A staff member will keep time and signal the candidate.

Casting Ballots
Election polls are open on the first day of House of Delegates business, typically Saturday, in a room or area near the location of the House of Delegates meeting. Delegates are responsible for voting during this time period and must present valid credentials to the election staff in order to receive a ballot. Elections are conducted by secret written ballot. Only properly certified Delegates are permitted to participate in the elections of the House of Delegates.

Distribution of Materials


No material may be distributed in or to the House of Delegates without obtaining permission from the Speaker and Secretary of the House. Material to be distributed must relate to subjects and activities that are proposed for House action or consideration.

Amendment of Standing Rules of the House of Delegates


These Standing Rules of the House of Delegates may be amended by majority vote of the House of Delegates, or by the Board of Trustees by two-thirds (2/3) vote as an interim amendment when the House of Delegates is not in session. An interim amendment made by the Board of Trustees must be approved by majority vote of the House of Delegates at the next Annual Session.

 


Resolution Number: 403-2011

Title: Investigating the Possibility of an Election Process for Editor-in-Chief

Reference Committee Assignment: Governance

Sponsor(s): 2011 Reference Committee on Governance

Financial Impact: None

RESOLUTION

Resolved, that ASDA investigate the feasibility of developing an election process for the position of Editor-in-Chief, and be it further

Resolved, that ASDA present the results of this feasibility investigation to the 2012 House of Delegates.

Action: The Chair moves the adoption of Resolution 403-2011 with a recommendation of a yes vote.

House Action: Adopted by the House

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