Starting a New Chapter - First Steps
Starting a New Chapter? We're here to help.
1. Chapter Charter Application (DOWNLOAD) to firstname.lastname@example.org
2. Chapter Constitution (DOWNLOAD) to email@example.com
3. Membership Roster (DOWNLOAD) to firstname.lastname@example.org
4. $100 one-time startup fee: Pay via Paypal (www.paypal.com) by sending payment to email@example.com, or contact firstname.lastname@example.org if you would like to mail a check.
These forms can also be found on the "Forms" tab of this website.
a. Schedule early in the semester. You’ll be competing with the limited time that medical students have to devote to extracurricular activities. Also be conscious of both 1st and 2nd year class schedules as well as other well-established organization’s meetings (i.e. AMA, AMSA, etc) to find the optimal time for your meetings. Many schools have orientation packets for incoming students which you may request to add an APAMSA flyer.
b. Even before the semester starts, a personalized letter on APAMSA letterhead (contact the Membership VP for APAMSA’s official letterhead file) to the new incoming students can really attract some new members. Be sure to include a membership application form (download from website) to get them signed up even before starting school. Your Office of Admissions will usually give you a list of incoming APA students if requested.
c. Announce the meeting well in advance (1 week minimum) to avoid potential last minute conflicts with other medical student activities. Also give yourself time so you can reserve rooms and order food.
d. Announce your meetings via numerous mediums (email, class announcements, flyers, student government, chalk boards, etc.) to try to contact as many potential members as possible. Try to have some free food to attract members as free food is the easiest way to attract an audience.
b. Remind members that national APAMSA registration is FREE.
c. Plan out what you want to do for this first year. An easy community service project that most of APAMSA’s chapters do their first year is a bone marrow drive or the hepatitis B awareness project. More information can be obtained from our website and MVP.
d. Announce officer elections if you don’t have one already.
e. Have at least the next scheduled meeting ready to announce (even better if you can have the whole semester scheduled to lock in dates, reserve rooms, and avoid conflicts with other organizations’ meetings). f. It would be advantageous to have someone, preferably the chapter secretary, to write down minutes for meetings. This way you may email your discussions to interested members who were unable to attend and keep them “in the loop.”
a. The conference schedules some of the top APA leaders within the country year after year to speak and present workshops. It’s an amazing experience to meet and learn from these dynamic speakers over a variety of topics.
b. If you’re having problems recruiting members and getting current ones to be active, attend the conference and invigorate your membership. The conference is the best way to learn about APAMSA and find out how APAMSA can help you.
c. Networking and making new friends with APAMSA members who share the same vision and goals as you makes the conference worthwhile.
d. Get involved on the National level. The conference is where national officers, standing committee chairs, and regional directors are elected.
e. The conference is also where the annual National Business Meeting takes place. This is where your chapter gets an update on what’s happening with National and has a say in directing APAMSA’s future, including national elections. The business meeting is also where your chapter can present a resolution or amendment to the constitution. National APAMSA could not exist without the support and participation of you, the local chapter.
f. Check out 2016conference.apamsa.org for the latest info on the coming National APAMSA conference.
Community Service Events
APAMSA’s Fight to Break the Hep B Cycle: Hepatitis B is a devastating illness that affects millions of APAs. Asians have the highest rate of hepatitis B infection of all ethnic groups. One out of 4 people with chronic hepatitis B virus infection who became chronically infected during childhood will die of HBV-related liver cancer or cirrhosis. That’s 100 million of the 400 million chronic HBV infected people in the world. Hepatitis B is a completely preventable disease through vigorous education, screenings, and immunizations. Join us in our quest to break the Hepatitis B Cycle by participating in APAMSA’s Fight in your community! Contact the APAMSA Hepatitis B Chair for more information: email@example.com
Chapter Leadership Tips
Tips on Being a Great Officer
Annual Officer Timeline
Congratulations on being elected a chapter officer, here’s a timeline to guide you through the year. Here’s a timeline of events to help guide you through the year. Feel free to adapt it so it meets the needs of your chapter.
Late Spring/Summer Timeline
After being elected, make sure you speak to the old officers and get their old files and advice about how to be a good officer.
1. Submit your Chapter Profile with the new officer contacts at www.apamsa.org. Get the supplies, financial reports, and other contacts from previous officers.
2. Register your new officers with your Student Activities office, if you can.
3. Include a welcome letter from APAMSA in the new student’s packet mailer, if your school permits.
4. Subscribe yourself to the chapter officers list serv by registering here: www.apamsa.org
5. During the summer, prepare your recruitment supplies such as fliers and posters so you can post them when new students arrive.
Early Fall Semester
Everyone’s now back at school and things are moving fast.
1. Plan on recruitment activities
2. Hold your first general meeting. Check out the Chapter Officer Tools and Educational Resources at www.apamsa.org for recruiting materials.
3. Prepare ahead to attend the national conference.
4. Elect first year officers—UPDATE New officer information by submitting a chapter profile at www.apamsa.org.
5. Subscribe yourself to the list serv: www.apamsa.org
6. Register with your group with Student Activities office if you haven’t already.
7. Represent your chapter at your Student Activities Fair
Late Fall Semester
National Conference is usually in the Fall
1. Announce if your chapter is going to National Conference this year, and solicit attendees
2. Get the Treasurer to file for Travel Funds with your school
3. Look for sample Fundraising Letters and Fundraising idea documents at the Chapter Resources page.
4. Book your flights, accommodations, and make sure your attendees have registered for the National Conference ahead of time.
5. Submit proposed amendments to the Constitution, Letters of Intent, CV if you want to run for National Positions or change the Constitution.
6. Turn in First Bi-Annual Chapter report to the MVP.
At National Conference:
1. Attend the workshops and keynote talks, bond with your chapter, see the sights!
2. Run for National or Regional Office, talk about APIA health, and have FUN!
Late Fall/ Winter
1. Get in contact with your newly elected Regional Directors. Contact firstname.lastname@example.org for their contact inf.
2. Try and hold an observance for Diwali
3. Start planning to participate in the National Hepatitis B campaign and Bone Marrow Drive.
1. Participate in the National Hepatitis B campaign and Bone marrow drive.
2. Stay tuned for info from your regional directors to participate in regional conferences.
3. Try and observe the Asian Lunar New Year, which is usually around January/February.
4. REQUIRED Chapter Reports will be due early (February or March) this semester.
1. Hold elections for new chapter officers and do your best to give them as much information as possible, so that your APAMSA chapter can remain active.