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ASPR Chapter and Regional Group Guidelines

The ASPR Board of Directors has determined the necessity to develop a guideline regarding its relationships with the ASPR Chapters and the regional/special interest groups of in-house physician recruitment professionals. It is important that ASPR remains unbiased towards each of these groups yet is supportive of their efforts. For the purposes of this guideline the different entities will be defined as follows:

  • ASPR Chapter: A Chapter of ASPR is comprised of in-house physician recruitment professionals who have decided to collaborate with each other to meet a shared need that may not be addressed by ASPR on a larger scale. Chapters have a formal written contract with ASPR with defined benefits and responsibilities, and which meets the requirements listed later in this document. All members of the Chapter are also members of ASPR.
  • Regional Group: A regional group is comprised of in-house physician recruitment professionals within a specified region of the US or Canada. Some regional groups are incorporated as independent non-profit organizations and some are less formal groups designed to encourage cooperation, collaboration, and/or education for their members. Although some members of a regional group may also be members of ASPR, a regional group as an organization does not have any formal affiliation or relationship with ASPR.
  • Special Interest Group:A special interest group is comprised of in-house physician recruitment professionals from across North America (generally not regional) who have a similar special interest in common, for example, a group of in-house physician recruiters who recruit only pediatric specialists. Some regional groups are incorporated as independent non-profit organizations and some are less formal groups designed to encourage cooperation, collaboration, and/or education for their members. Although some members of the special interest group may also be members of ASPR, the special interest group as an organization does not have any formal affiliation or relationship with ASPR.

Purpose of Support

ASPR Chapters and regional/special interest groups are independent from ASPR, but their purposes often parallel those of ASPR including mutual interest in organizational growth, member education, and networking. ASPR supports the establishment, growth, and development of ASPR Chapters and regional/special interest groups. To this end, ASPR has created a Chapter and Regional Relations Committee. The goal of the Chapter and Regional Relations Committee is to assist new Chapters and regional/special interest groups throughout the U.S. and Canada with their start up activities and to enhance communication between/among them and ASPR. ASPR offers the following support to Chapters and regional/special interest groups:


ASPR Support Available for All Chapters

  • ASPR will provide up to $2,000 for legal costs including such expenses as incorporation and legal fees. Related to this, ASPR will provide a resource guide, which outlines the steps necessary to become incorporated with non-profit status, documents for bylaws, and other related issues.
  • ASPR may provide interest-free loans as approved by both entities’ Officers/Boards to enable greater establishment and enhanced operations of the Chapter (amount and repayment terms will be mutually agreed upon).
  • All Chapter members will receive a $50 discount on their annual ASPR dues.
  • ASPR will cover up to $125 per year for Chapter conference calls.
  • ASPR will facilitate Chapter access to services provided by ASPR’s Association Management Company (AMC). Assistance is available at cost and dependent upon the AMC’s availability. Costs for such services will be billed directly to the Chapter by the AMC. The following services are available to Chapters:
    • Webinar development; the cost of one webinar during the first year will be free to the new Chapter
    • Guidance on obtaining sponsorships and discounted pricing for future webinars
    • Communication assistance (e-newsletters, sections on the ASPR website for the chapter information, joint function, events registration, social media assistance)
    • Administrative support for finances – set up bank account: Accounts Payable/Accounts Receivable; financial statements
    • Events Management
    • Website hosting
  • ASPR can provide centralized membership renewal via the ASPR website.
  • ASPR may allow the Chapter annual meeting to be incorporated into ASPR Annual Educational Conference depending upon time and space availability; meeting space and AV requirements will be paid for by ASPR, but all other meeting costs will be billed to the Chapter.
  • ASPR will assist with promoting the Chapter annual meeting at the request of the Chapter; ASPR will email members at no charge, but all other direct costs for promotion will be billed to the Chapter.
  • ASPR will not sponsor any Chapter conferences or programs.
  • ASPR may bring Fellowship programs (101, 201) to the Chapter, dependent on the Fellowship program’s availability.
  • ASPR Officers, board members, and committee co-chairs will make themselves reasonably available for conference call consultation. On site consultation is available for regional, state, and special interest groups who are planning to become Chapters of ASPR.
  • ASPR will share contact information for speakers from the ASPR Speaker’s Bureau.
  • ASPR will provide listserve resources to the Chapters. The Chapters will maintain the service.
  • ASPR will post new Chapters and Chapter events on the ASPR website and Events Calendar (Chapter is responsible for supplying ASPR with the information in a timely manner).
  • ASPR will provide a link on its website to the Chapter’s website if a reciprocal link is also placed on the Chapter’s website to ASPR’s website.
  • ASPR will share its membership list with the Chapter.
  • Chapters may utilize the "ASPR Chapter” Logo.

ASPR Chapter Requirements

In order for a group to be considered a Chapter of ASPR – the following requirements must be met:

  • Formal contract must be signed between the Chapter and ASPR.
  • Chapter’s by-laws require all Chapter members to be ASPR members in good standing.
  • Chapter must have its own tax-exempt status and Federal ID number separate from ASPR’s.
  • Chapter must have its own by-laws, governing Officers/Board and operations consistent with the by-laws and governing Board of ASPR.
  • Chapter has its own member dues and financial record keeping system separate from ASPR, but will adhere to the general financial standards of a non-profit, educational association in parallel with ASPR, including an annual financial report to the ASPR Board for review.
  • Chapter will provide an annual report to the ASPR Board in August.
  • Chapter will not take any official actions as approved by its Officers/Board that would be inconsistent with ASPR’s purpose.
  • Chapter cannot obligate in any way ASPR to take actions or make decisions in its operations or that which is contrary to ASPR’s purposes and goals.
  • ASPR reserves the right to de-certify an official Chapter if it is found by the Board to be at fault for the above actions.

ASPR Support Available for Regional Groups

  • ASPR will share contact information for speakers from the ASPR Speaker’s Bureau, as requested.
  • ASPR will provide access to resources for start-up including forms, guidelines, national contacts, template bylaws, as requested.
  • ASPR will share its membership list with regional groups if the regional group shares its membership list with ASPR.
  • Regional groups may use the official copyrighted ASPR Logo only with explicit written permission from ASPR. The ASPR Logo should only be used in conjunction with a web link to ASPR and listed as a member resource. The use of the ASPR Logo does not and cannot imply endorsement of or a formal relationship with the regional groups.
  • ASPR will not provide any financial or personnel resources beyond what is stated in this guideline.

ASPR Support Available for Special Interest Groups

  • All of the support available for regional groups is also available for special interest groups.
  • Because national special interest groups are unable to meet on a regional basis, ASPR may allow the special interest group to hold a meeting at the ASPR Annual Educational Conference if no additional costs are incurred by ASPR. Meeting space is dependent upon limited time/space availability and on a first come/first served basis. All actual meeting costs will be billed to the special interest group.
  • Special interest groups may use the official copyrighted ASPR Logo only with explicit written permission from ASPR. The ASPR Logo should only be used in conjunction with a web link to ASPR and listed as a member resource. The use of the ASPR Logo does not and cannot imply endorsement of or a formal relationship with the special interest group.
  • ASPR will not provide any financial or personnel resources beyond what is stated in this guideline.

Approved: BOD Meeting November 16, 2010
Revised: December 22, 2010
Revised: December 19, 2011
Revised: January 16, 2013
Revised: January 21, 2014

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