Agd house of Delegates (hod) Policy Manual



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Publication credits




2014:205R-H-6


“Resolved, that the guidelines for awarding continuing education credit for publications be amended as follows:


F) Authorship of a case report, technique paper or clinical research report in a dental or scientific journal published in or after July, 2000.
Credit will be award as follows:
Published scientific article in a refereed journal: .............................40 hours

Published scientific article in a non-refereed journal:.......................... 20 hours

Published dental textbook ....................40 hours per chapter up to a maximum of 150 hours

Chapter in a published dental textbook...................40 hours per chapter

Published case report, or technique paper or clinical research report in a refereed journal .........................10 hours

Published case report, or technique paper or clinical research report in a non-refereed journal .....................5 hours”


Requirements for application submission




2010:201RS1-H-7


“Resolved, that the Fellowship Award Guidelines be amended as follows:



Fellowship Requirements

  1. Successful completion of the Fellowship Examination. Any active general dentist member joining the AGD after February 2010 be subject to a 90-day waiting period prior to applying for or sitting for the Fellowship Exam in order to verify their membership status. The Fellowship application and examination must be completed and the application postmarked by the December 31 deadline.”


Self-instruction, 150 credit hours of Fellowship/Mastership credit allowed

97:38-H-8


“Resolved, that the AGD allow 150 credit hours of Fellowship/Mastership credit for self-instruction (audio, video, journal, etc.).”




Group Benefits
Mastership Award

99:46-H-7


“Resolved, that the document ‘Mastership Award Guidelines’ (See Guidelines) which conforms in its entirety to current policy, be accepted as policy, and be it further


Resolved, that all subsequent policy changes to the requirements of the Mastership Award, as stated herein, be accomplished through a revision of these Mastership Award Guidelines.”


Lifelong Learning and Service Recognition Program


2003:3-H-7

“Resolved, that the AGD offer the Lifelong Learning and Service Recognition (LLSR) program to recognize the accomplishments of AGD Masters for their continuing education and volunteer service to dentistry, and be it further
Resolved, that the document Lifelong Learning and Service Recognition (LLSR) Guidelines be adopted.”


Guidelines for
Section 4


2006:5B-H-7

“Resolved, that section 3 under Mastership Requirements of the Mastership Guidelines be amended as follows:
1100 total hours of FAGD/MAGD-approved continuing dental education credit, 400 of which must be in participation courses. Participation hours can be earned at any time during membership with an implementation date of January 1, 2007.


Program Approval for Continuing Education (PACE)
Approval, retroactive

97:35-H-8


“Resolved, that requests for retroactive program provider approval will be accepted only from program providers initially reviewed and approved by the Program Approval for Continuing Education (PACE) Committee at a previous meeting, under the following guidelines:


1. If the request for retroactive approval exceeds 12 months, the request must be accompanied by an explanation of the reason for the lapse, a fee of $150, and an application for retroactive approval. The application will include a listing of the courses given during the requested dates of retroactive approval and information on any changes made in administration during the period in question. If granted, the period of retroactive approval will not exceed one half of the most recent period granted by the Committee.


2. If the request for retroactive approval equals 12 months or less, the Committee has the authority to determine the length of the period of retroactive approval it grants, if any, and be it further
CERP Review Committee, inclusion on list of Program Providers


2014:202-H-6


“Resolved, that HOD Policy 98:30-H-7 be amended so that it reads:

“Resolved, that program providers who successfully complete the Continuing Education Recognition Program (CERP) application and approval process be identified as offering courses that are FAGD/MAGD accepted with approval dates as determined by the CERP Committee, unless the Program Approval for Continuing Education (PACE) Committee has credible evidence of non-compliance with AGD’s Program Approval for Continuing Education (PACE) Program’s standards and criteria.”



Criteria for approval

92:37 H 7


"Resolved, that national, non profit continuing dental education providers meeting the following criteria may apply to the Academy of General Dentistry's Program Approval for Continuing Education (PACE) Committee for waiver of the program provider approval application fee:


Criteria #1: The program provider must be registered in their state or province as a non profit organization, and must be able to document that status with incorporation documents, or they must be an AGD organization covered under the group tax exemption.


Criteria #2: The program provider must generate no more than $50,000 in gross income annually, as documented by the most recent annual financial statement or Treasurer's report.
Criteria #3: The program provider must not have a reserve fund balance of greater than $3,000, as documented by the most recent annual financial statement or Treasurer's report.
Criteria #4: The program provider must complete both the application for Program Provider Approval and the application for exemption of the program provider fee at least six weeks prior to the meeting of the Program Approval for Continuing Education (PACE) Committee. If the application for fee exemption is rejected, the program provider must submit a check for the program provider fee before the PACE application can be reviewed."
Guidelines


2014:204b-h-6

Resolved that HOD Policy 2007:202-H-6 be amended so that it reads:
“Resolved, that changes to the published PACE Guidelines be adopted upon approval by the PACE Council and the Board”


Jurisdiction


88:46 H 7

"Resolved, that the House of Delegates agree that administration of the Program Provider Approval Program means that the Program Approval for Continuing Education (PACE) Committee shall have jurisdiction over:

A. Application forms and procedures;


B. Notification procedures;
C. How program provider approval statements are worded."
One-year provisional approvals


2003:11-H-7

“Resolved, that the PACE Council may grant 1-year provisional approvals subject to monitoring and/or additional documentation from providers.”


Study clubs, approval

90:52 H 7


"Resolved, that study club provider approval be based on AGD Standards and Criteria for program provider approval as determined by the AGD House of Delegates, and be it further


Resolved, that the appropriate national, intrastate, or intraprovincial application process be used by study clubs in the same manner as the approval process of other national or intrastate program providers, and be it further


Resolved, that the Chicago office will send out reminder notices to all intrastate program providers to renew their intrastate approval three months prior to their approval expiration with a carbon copy to the constituent approval representative."

Meeting Services


Annual Meeting
Course Managers, credit given

2014:116D-H-6


“Resolved, that 90:36-H-7 be amended following approval of the separation of governance and the scientific session.”

"Resolved, that participation credit be given to those individuals acting as Course Managers for participation courses at the scientific session who pay 50% of the participation course fee and complete the requirements for the participation course, and be it further

Resolved, that lecture credit be given to those individuals serving as Course Managers who are in full attendance at a scientific or participation course at the scientific session effective with the 1990 annual meeting.”




Exhibit space
List rental

2014:116C-H-6


“Resolved, that 98:17-H-7 be amended following approval of the separation of governance and the scientific session.”

“Resolved, that the process for scientific session registration list rental to exhibitors at the AGD’s scientific session

each year be standardized to follow existing AGD list rental approval and rate-setting procedures by amending Section F of the document Advertising policies of the Academy of General Dentistry so that it reads:


‘F. Rates




    1. Rates for advertising in the official publications of the AGD, including display and course listing entries, and for the rental of AGD membership labels shall be established by the executive director in cooperation with the director of communications and the AGD advertising representative, and adjusted as appropriate.

2. Rates for rental of the scientific session registration list to exhibitors at the AGD’s scientific session shall be established by the executive director and director of communications in cooperation with the director of meeting planning.


Note: Rates for the rental of membership labels to AGD constituents shall be established by the executive director in cooperation with the director of membership.
3. Rates for classified advertising in AGD Impact shall be established by the executive director in cooperation with the director of communications’
Local Advisory Committee
Councils and Committees, eligibility for appointment/reappointment

96:39-H-7


"Resolved, that the Regional Directors and members of the Local Advisory Committee be eligible for appointment or reappointment to a council or committee of the AGD."


Resolved, that the Speaker of the House should recognize such individuals in proper sequence when it is obvious that they need to provide input to the HOD on any proposed change affecting their areas of jurisdiction."


Expenses

97:6-H-8

“Resolved, that the $5,000 Local Advisory Committee fund be increased to $6,000 beginning with the 1997/1998 budget.”



Use of $6,000 appropriation

2014:116B-H-6


“Resolved, that 99:11 H 7 be amended following approval of the separation of governance and the scientific session.”

“Resolved, that $6,000 be appropriated for the use of each Local Advisory Committee, and be it further

Resolved, that up to $2,000 may be withdrawn by the Chairperson only during each of the first two years in which the meeting is planned, with the remaining expenses reimbursable in the third year with the total three-year expense not to exceed $6,000:




      1. To help offset the cost of holding Local Advisory Committee meetings.




      1. To pay for recruitment efforts of volunteers’ telephone costs connected with the scientific session.




      1. To provide travel expenses for certain members of the Local Advisory Committee to come to the preceding scientific session.




      1. To help promote the scientific session on a local level.




      1. To identify at a cost of no more than $500 the local volunteers for the scientific session.”



Past Presidents
Registration fees and special identification badges for

79:17 H 6


"Resolved, that AGD past presidents be presented with a permanent identification badge, and that their registration fees for attending the annual meetings be waived."




For Trustees to attend

Plaque for, at the closing session

80:15-H-7


"Resolved, that the president be presented with an appropriate plaque at the close of the annual meeting, and be it further


Resolved, that the other six (6) officers make a determination of appropriate gifts to be presented to the president and spouse at the President's banquet, and be it further


Resolved, that the total amount to be spent in recognizing the President and spouse shall not exceed $1,000."
Registration fees for Annual Meeting
Clinicians


2014:116A-H-6

“Resolved, that 86:39 H 7 be amended following approval of the separation of governance and the scientific session.”

"Resolved, that the registration fee be waived for all clinicians participating in the Scientific Session, including those giving mini clinics, table clinics, participation courses, and scientific sessions.”





Participation courses

2014:116E-H-6


“Resolved, that 84:15-H-7 be amended following approval of the separation of governance and the scientific session.”

"Resolved, that effective with the 1985 annual meeting all individuals registering for participation courses in conjunction with a scientific session must pay the registration fee appropriate to that scientific session."


Membership Services
Annual Meeting
Membership recruitment and retention award

94:10 H 7


"Resolved, that a merit based membership award system be adopted that will be awarded to constituents according to their size and the outcome of specific programs, and be it further

Resolved, that this award system replace the current membership award system effective with the membership year ending April 30, 1995."



Dues
Back dues, consideration of requests for

96:45-H-7

REVISED

HOD 7/99


AMENDED HOD 2010

"Resolved, that the following guidelines be adopted for consideration of requests for back dues:



For new Members:
If an individual is delayed from joining the AGD as a result of mishandling of the application by either the headquarters or a constituent office, that individual will automatically have their enroll date backdated to the date of the initial attempt to join. The decision to require payment of back dues will be at the discretion of the director of membership if more than one year has elapsed. Under NO circumstances will an individual who has never held membership previously be allowed to pay back dues for the sole purpose of receiving retroactive credit for courses taken prior to membership unless this is the result of mishandling of their application.”

2010:101-H-7


"Resolved, that HOD policy 96:45-H-7 is amended by striking the ‘For Prior Members’ clause.”




Consideration for dentists in full time medical training

83:18 H 7


"Resolved, that dentists in full time medical training be given the same dues consideration as member dentists taking full time dental postgraduate education."




Credit card payment

96:38-H-7


"Resolved, that the AGD permit new members and existing members to pay dues by credit card."




Hardship cases, negotiated by Executive Director

85:31 H 7

REVISED

HOD 7/99



"Resolved, that the Membership Services Director be granted the authority to negotiate individual dues payment plans with members in hardship cases as long as all dues are paid within the subject calendar year, and that the nature of these negotiations be reported to the Membership Council at each of its meetings."


Payment plan, failure to adhere to

88:59 H 7

REVISED

HOD 7/99



"Resolved, that the following guidelines be established for administering

situations when a member fails to adhere to the negotiated payment plan:




l. That when negotiating payment plans, the Membership Services Director or the Manager of Member Records communicate the stipulation that once a payment plan has been agreed to the member is not entitled to have any portion of their payment(s) refunded if the full amount is not paid; and
2. That the member be kept on the active member roster only as long as he abides by the payment plan; and
3. That the member be sent a payment reminder once he is in arrears by more than 30 days, and if the payment is not received within 60 days of the original due date, that member be removed from the active member roster with an effective withdrawal date equal to the due date for the last payment which was missed; and
4. That a letter is sent from the Executive Director advising of this action; and
5. That any partial payments previously remitted be maintained in a holding account until the end of the calendar year, to allow the proper allocation of dues when an individual pays the full balance by the close of the year; and be it further
Resolved, that should the member decide to pay prior to the end of the year, he may do so only upon receipt of all delinquent installment payments, at which time he may be returned to the active member roster."
Payment structure, categories, half year

84:19 H 7

REVISED

HOD 7/99



"Resolved, that the half year dues payment structure currently in effect which states that members joining between July 1 and September 30 pay only one half the National dues amount, pertain only to the following categories of membership:

1. Second year out of dental school or residency program;


2. Third year out of dental school or residency program;


    3. Fourth year out of dental school or residency program; and

4. All other new members who are otherwise subject to payment of full national dues


and be it further
Resolved, that those joining before the end of their first full year out of dental school or residency program, pay the full reduced national dues amount established no matter what time of the calendar year they join AGD."
Reduced for dentists educated outside US and Canada

81:13 H 7



"Resolved, that dentists educated outside the United States and Canada who establish practice in one of these two countries be granted the privilege of having reduced dues as recent graduates based on their graduation date from a United States or Canadian accredited dental school or their date of licensure, whichever is earlier, rather than their date of graduation from the foreign dental school where they originally acquired their dental education."


Uniform system for collecting

76:28 H 11


"Resolved, that a uniform system for collecting dues be maintained by the AGD's national office and that under this system, only the national and constituent dues be collected by the national organization, and be it further


Resolved, that the constituent's bylaws determine the manner in which the component Academies collect their dues."


Waivers of, for financial reasons

85:33 H 7


AMENDED HOD 2010





2010:107-H-7


"Resolved, that HOD policy 85:33-H-7 be amended as follows:

"Resolved, that the Membership Council use the following guidelines for the purpose of considering granting waivers of dues for hardship for one year periods of time.

These guidelines apply toward a member who has suffered a catastrophic property and/or financial loss due to a federally declared natural disaster; local natural disaster, fire, accident, or other catastrophe.”


Waivers of, for reasons other than total disability

83:29 H 7


AMENDED HOD 2010





2010:109RaS2-H-7


“Resolved, that HOD policy 83:29-H-7 be amended as follows:

"Resolved, that the Membership Council be granted the authority to determine whether an individual should be granted a waiver of dues, and be it further

Resolved, that the Membership Council develop guidelines for approving requests for waiver of dues, and be it further


Resolved, that these guidelines be adopted by the Board before any such dues waivers are granted, and be it further
Resolved, that all future waivers of dues shall fall within these guidelines, and be it further
Resolved, that the Membership Council does have the authority to grant waivers of dues subject to guidelines adopted by the Board."


2006:19R-H-7

AMENDED HOD 2010




2010:108b-H-7

"Resolved, that Policy 2006:19R-H-7 be amended as follows:
“Resolved, that the Membership Council modify the dues waiver application to allow members with permanent disability to not have to re-apply annually.


Federal Services
Federal Dental Services
Advice about members separating from

2000:38-H-7



“Resolved, that all individuals separating/separated from the Federal Dental Services be advised of how to transfer membership to the constituent AGD in which they practice or reside, and be it further




Resolved, that constituent membership chairs be advised as members from the Federal Dental Services relocate into their respective areas, and be it further
Resolved, that the Membership Council consider mechanisms for facilitating the orderly transfer of separating/separated dentists from the Federal Dental Services to the respective constituent academies.”
Dentists working exclusively at federal installations eligible for

membership in

97:23-H-8



“Resolved, that those dentists who are employed to work exclusively at federal installations/reservations and are not practicing dentistry elsewhere within the state where the federal installation/reservation is located be considered eligible for membership in the respective federal service constituent in which they are working.”




Members
Foreign graduates not licensed to practice, may be classified as student


81:14 H 7

"Resolved, that foreign graduates not yet licensed to practice dentistry in the United States or Canada, but taking undergraduate or graduate education in the United States or Canada, may be classified as student members only."


Retired
Must have retired prior to March 31 to qualify


2001:25-H-8

“Resolved, that to be considered for retired membership, an individual must have retired prior to March 31 of the year in which dues are payable.”


Membership
Change of address information/change in constituent status

2001:22-H-8

“Resolved, that the AGD obtain information from those members changing addresses from one state or province to another and the reason for the address change, so as to ascertain the nature of the change that would alter a member’s constituent status, and be it further
Resolved, that this information should be distributed to the appropriate constituent officers on a semi-annual basis.”


Council on
Investigate new approaches to recognize Honorary Fellows


2004:8-H-7

“Resolved, that the Membership Council implement ways to address the benefits received by existing Honorary Fellows and determine ways to recognize future awardees, and report to the January Board.”


Directory

Produced bi-annually


2008:107RS-H-7


“Resolved, that a hard copy version of the Membership Directory not be printed by the AGD, as budgeted in 2008, and be it further
Resolved, that no funds will be appropriated to the production of a hard-copy version of the Membership Directory in the future.”


Processing fee eliminated


2002:18-H-7

“Resolved, that the $15 processing fee for new members be eliminated effective October 1, 2002.”


Reinstatement of

One-time basis without evidence of CDE


2008:203R-H-7


“Resolved. that the following resolution be amended to read:
90:38-H-7 Resolved, that the CE credit start date for the Fellowship Award be defined as the earliest date at which credit is accepted under AGD policies, i.e.:
the dates at which credit is accepted for new members, as defined by the House policy, or

the date on which credit begins to accrue for recent dental school graduates,

The date of residency completion for those joining within 12 months of that completion.
And be it further
Resolved, that the following resolution be amended to read:
90:39-H-7 Resolved, that credit for the Fellowship Award begin with the CE credit start date rather than the date of membership.
And be it further
Resolved, that resolution 2003:31-H-7 be substituted to read:

The AGD recognizes members who wish to resume their membership in the AGD. In order to accommodate these members, two mechanisms are available as follows:


Previous members can rejoin the AGD by paying all applicable current dues. Members that rejoin will not be eligible to submit any CE acquired while not a member but they can claim credit to CE earned during their previous memberships. Members rejoining will receive a new join date.
Previous members can be reinstated into the AGD for us up to 3 years by6 paying all applicable back dues, current dues, plus a $50 administrative fee. Reinstatement also allows these members to submit eligible CE acquired during their membership lapse and have it applied to their previous membership CE credits. In order to be reinstated, members must attest to meeting the current membership maintenance requirements of CE credit for each year lapsed. Reinstate members will be able to claim their cumulative membership time.
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