Policy on Rising Scholar Best Paper Award

Policy on Rising Scholar Best Paper Award

Nov 11, 2016

A. purpose and overview

The Rising Scholar Best Paper Award (thereafter referred to as “the Award”) is to recognize outstanding peer review publications authored by CHPAMS members who are in their early career stage.  Each year, CHPAMS honors 1-2 members for their published scientific papers.  The publications should be consistent with the mission of the China Health Policy and Management Society (CHPAMS).  The candidates are CHPAMS members who are either current students, or within five years since receiving their last academic degrees. 

B. Eligibility

A nominee must meet the following eligibility criteria:

·      The nominee must be a registered CHPAMS member.

·      The nominee must be a current student, or, within five years since receiving his/her last academic degree.

·      Each nominee can have only one publication for consideration for the Award each year.

·      The nominee must be the first author, corresponding author, or senior author (defined as the last author) for the publication.

The nominee’s publication for consideration for the Award must meet the following criteria:  

·      The paper was published in print, or, was accepted by a peer reviewed journal and available online this year.

·      The paper has not been nominated in the previous year.

·      The paper has not been nominated by another author.

C. nomination procedure

Any registered CHPAMS members can nominate and self-nominate candidates for the Award.  To apply, the nominator must send the following documents to the Award Committee Chair by the designated nomination deadline.

·       A brief one-page cover letter describing the nominee and the nominated publication

·       A statement that the first, corresponding and senior authors concur with the submission of the publication for this Award

·       A PDF copy of the paper in the final published or in press form

·      Nominee’s short bio or resume (one or two pages)

D. selection procedure and award

The Award Committee will screen and review all nomination materials to ensure the nominees and their publications meet the eligibility criteria.  The Award Committee will then evaluate the nominated publications based on scientific quality, public health implication, potential impacts, etc.  The Award Committee will discuss the nominations and vote on the final winner(s).  Depending on the number of nominations, the Award Committee may set up sub-categories to evaluate publications in different areas, such as health policy, epidemiology, etc.  Up to two winners can be chosen each year.

 CHPAMS will announce the winner in March of the following year through CHPAMS website, newsletter, and other media releases.  The winner will receive a plaque and a $100 or equivalent reward.

Policy on Inspiration Award

Policy on Inspiration Award

Date First Published: 05/25/2016

Date edited: 08/07/2016; 09/05/2016

A.   Purpose

This award is to recognize CHPAMS members’ extraordinary determination to challenge the “status quo”, overcome significant barriers and achieve accomplishments in scientific research, community service, or innovative activities that are beyond-expectation. The accomplishments should be in line with the mission of the China Health Policy and Management Society (CHPAMS). The preferred candidates are CHPAMS members who are in their early career stage. The awardees’ actions or achievements should have challenged others’ existing view on a particular subject in health-related fields to better serve CHPAMS’s mission, and therefore, inspire others to act in the same manner.

B.   Selection Criteria

A nominee must be a registered CHPAMS member and demonstrates the qualifications satisfying at least one of the following criteria:

·      The nominee challenges and addresses a scientific question in health or health-related fields that may significantly change the established view, form a breakthrough, or substantially benefit large populations;

·      The nominee demonstrates persistence, dedication, or leadership in serving the health needs of a particular vulnerable group that might be otherwise ignored or underserved by the existing health system. The community service must be exemplary and exceed the normal expectation.

·      The nominee creates innovative tools, methods, or other intellectual products that may not fit into a formal research field but can motivate others and benefit the health of a specific or general population.

If the achievement is completed by a group of individuals, only the leader or the key person(s) who played a significant beyond-duty role is(are) qualified as long as they meet the requirements as defined in this policy and agreed upon by the group members unanimously.

C.   Application Process

CHPAMS will form an award committee of five members that consist of President of CHPAMS or his/her designee, CHPAMS advisors and other distinguished members or guests and one member will be elected as the Chair of the Committee. 

The nominating member should email the following documents to the Chair of the Award Committee by October 1 of the award year:

·      A cover letter of no more than 1,000 words in English to describe the qualification of the nominee.

·      Additional documents or materials (optional but no more than three documents or a total of 10 pages)  that describes the inspiration of the nominee’s actions and/or demonstrates the outcome, such as media report, award certificate, witness testimony, or any other evidence that supports the nominee’s application.

D.   Selection Process

The Award Committee will screen and review all nomination materials and may conduct phone or in-person interviews with the finalists. The Award Committee will have a formal meeting to discuss the nominees and vote on the final winner. CHPAMS will announce the winner on February 1 of the following year. The winner will receive $500 at minimum and an award plaque. The award amount may be increased by the CHPAMS Board of Directors with additional resources available.

 The Award Committee will uphold a high standard in the selection process. If no nominee meets the expectation from the award committee, the award funding will be rolled over to next year. No more than two winners can be awarded in any given year.

INSTITUTIONAL MEMBERSHIP

Institutional Membership

Adopted on March 29, 2016

Institutional membership is designed to recognize the shared value and vision between CHPAMS and institutional members to promote health and health equity in China or among Chinese population. CHPAMS will assist the members with developing, supporting and sustaining their institutional activity. CHPAMS can be a catalyst for members’ institutional recruitment, information dissemination, and professional networking.

Institutional members are entitled of a number of benefits, such as the following:

1.     Institutional members can host recruitment events through CHPAMS webinars and in CHPAMS conferences, and, publish recruitment announcements on China Health Review, the official publication of CHPAMS (up to twice a year);

2.     CHPAMS can recommend CHPAMS members as potential speakers for institutional members’ seminar or conference (up to four speakers a year). Final arrangement is upon the mutual agreement between institutional member and the speaker;

3.     CHPAMS can recommend its members as hosts for visiting scholars from institutional members (up to four hosts a year). Final arrangement is upon the mutual agreement between the visiting scholar and the host;

4.     CHPAMS can organize consultation meetings, webinars, or clinics on academic papers, scientific projects, and proposals from institutional members (up to twice a year);

5.     Institutional members will be highlighted on www.chpams.org;

6.     Individuals from the institutional members can participate without additional cost in CHPAMS receptions during international conferences, such as AcademyHealth, International Health Economics Association, and International Society for Pharmacoeconomics and Outcomes Research (ISPOR), Global Symposium on Health Systems Research;

7.     CHPAMS can provide additional services based on discounted fee-based agreements between CHPAMS and institutional members.

In addition, institutional membership exemplifies the institution’s commitment to excellence, professionalism, and integrity, which is valued by individual members across disciplines and countries. Institutional members join with many other prestigious organizations lead by CHPAMS members to achieve their professional goals.  The international network allows CHPAMS to be particularly effective in assisting institutional members.

Institutional due for regular membership is $1,000 (July 1st– June 30th). For new institutional members participating later than January 1, the membership is prorated at $500.  With a special approval from CHPAMS Board of Directors, the membership can be reduced or waived for institutions that can significantly promote the interests of CHPAMS but have limited financial resources.  All institutional members come together as a unified voice to promote health improvement in China. Interested institutions can contact CHPAMS via member@chpams.org.

POLICY ON CONFLICT OF INTEREST

POLICY ON CONFLICT OF INTEREST

Adopted on January 17, 2016

A. Purpose

The purpose of the conflict of interest policy is to protect CHPAMS’s interests when it is contemplating entering into a transaction or arrangement that might benefit the private financial interest of an officer or director of CHPAMS or might result in a possible excess material benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

B. Definitions
 

1. Interested Person

Any director or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

2. Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

a. An ownership or investment interest in any entity with which CHPAMS has a transaction or arrangement,

b. A compensation arrangement with CHPAMS or with any entity or individual with which CHPAMS has a transaction or arrangement, or

c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which CHPAMS is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

C. Procedures
 

1. Duty to Disclose

In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the board of directors considering the proposed transaction or arrangement.

2. Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, the remaining board of directors except the interested person shall decide if a conflict of interest exists.

3. Procedures for Addressing the Conflict of Interest

An interested person may make a presentation at the board of director meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

4. Violations of the Conflicts of Interest Policy

a. If the board of directors has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the board of directors determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

 

Email: contact@chpams.org; Website: www.CHPAMS.org

VOLUNTEER POLICY

Policy on Volunteer Recruitment, Utilization, and Supervision

September 1, 2015

A.    Purpose

The purpose of this policy is to establish an orderly recruitment, utilization, and supervision of volunteers in the China Health Policy and Management Society (CHPAMS). CHPAMS welcomes volunteers with different background, including members or non-members, such as students, researchers, or other professionals.

B.    Definition

“Volunteer” is defined as anyone who performs a task at the direction of and on behalf of CHPAMS without compensation or expectation of compensation beyond reimbursement. Volunteers must be at least 18 years of age.

Special case volunteers – Post-Completion OPT Volunteers: Per the U.S. Immigration and Customs Enforcement (ICE)’s 2010 Student and Exchange Visitor Program (SEVP) Optional Practical Training (OPT) Policy Guidance (ICE, 2010), CHPAMS can accept F-1 students with OPT as volunteers to satisfy the students’ OPT employment requirement if the student-volunteer satisfies the applicable immigration requirements and regulations, as well as the other applicable requirements established by the CHPAMS board of directors. 

In order to qualify for Post-Completion OPT Status with CHPAMS, F-1 Volunteers generally must meet the following requirements:

1.    Volunteers must receive endorsement for Post-Completion OPT employment by his/her University/Designated School.

2.    Volunteers will also need to apply for and receive an Employment Authorization Document with U.S. Citizenship and Immigration Services through his/her University.

3.    The student-volunteers’ degree program(s) needs to be directly related to the mission of CHPAMS and/or the activities of the organization.  (NOTE:  You will need to consult your University/Designated School Official in order to determine if your degree program(s) relate to volunteering with CHPAMS.)

4.    In order to qualify for Post-Completion OPT, the volunteering work must be at least 20 hours per week. 

5.    The volunteer must also be a registered member of CHPAMS.

These requirements do not apply to all volunteers and are strictly applicable to full time student-volunteers seeking full time volunteer employment to meet the requirements of Post-Completion OPT.

C.    Procedure

C.1. Potential volunteers will contact the President of CHPAMS or his/her designee. If needed, volunteers need to submit the resume, CV, F-1 OPT Documentation, Employment Authorization Document, or other background information for review.

C.2. The President or his/her designee will review the documentation.  If the President approves the volunteer’s status and the volunteer has the appropriate authorization from his/her University and the applicable immigration authorities, the volunteer can officially start to work in or on behalf of CHPAMS.

C.3. The President or his/her designee will assign a CHPAMS member as the volunteer’s supervisor.

C.4. The volunteer’s hour of service will be recorded and verified by the volunteer and the supervisor.  (NOTE:  The volunteer will need to contact his/her University/Designated School Official in order to confirm which documentation the University and/or immigration services will need to verify full time Post-Completion OPT status.)     

C.5. The volunteer should maintain professional behaviors and should not risk the interests of CHPAMS in any way, including the reputation, finance, and relationship with other parties.

C.6. All volunteers’ work should be properly credited by the supervisor and CHPAMS.

D.    Volunteer of the Year Awards

D.1. Volunteers are the cornerstone of the organization. Each year, CHPAMS honors 1~3 individuals for their excellent contributions to the organization and outstanding volunteerism in the field.

D.2. Eligibility and nomination procedure

·      Only a CHPAMS Board of Director (BoD) member can make the nomination

·      The nominee is a registered member of CHPAMS

·      The nominator writes a brief letter describing the efforts and contributions of the nominee. A short bio of the nominee should be included.

D.3. The BoD members who did not make any nomination will choose the recipient(s) of this award. The nominator may present the nomination to the board, but must excuse himself/herself from the discussion and voting process. 

D.4 Upon acceptance of the award, recipient(s) will receive a plaque and public recognition through website, newsletter, or other media releases.

Reference

US-ICE (2010). Policy Guidance 1004-03 – Update to Optional Practical Training. Available at http://www.ice.gov/doclib/sevis/pdf/opt_policy_guidance_042010.pdf

 

CHAPTER POLICY

Guidelines for Establishing a CHPAMS Regional Chapter

1/2/2015

The purpose to establish a regional chapter is to facilitate member communication, to coordinate CHPAMS activities, and to promote CHPAMS mission at the regional level. A well-established chapter may offer needed support to local CHPAMS members on an ongoing basis, and be a strategic channel between the headquarters and local members. The CHPAMS headquarters strongly encourage academic and professional activities within regional chapters and will support activities with available resources.

This policy provides guideline to establish and organize a regional chapter:

A. Application

  • Any CHPAMS member with valid membership status can initiate a regional chapter as specified by the headquarters. This member will be identified as the founding President of the regional chapter
  • The founding President of the regional chapter should submit an application letter to establish a regional chapter to the President of CHPAMS
  • The application letter should include the following information:

i.     At least 10 valid CHPAMS members’ endorsements with their names, current title and institutions, and contact information (address, email, phone numbers, or social media accounts)
ii.     Identification of an institute as the host institution for chapter activities
iii.     Identification of geographic areas covering the chapter’s membership and activities and the chapter will be named after the region
iv.     Discussion of any possible themes in line with CHPAMS’ mission, existing networking among local members, and proposed activities in the chapter
v.     Acknowledgement that “The CHPAMS Chapter - ____ (Region) will comply with the bylaws and mission of CHPAMS, and comply with any applicable regulations, policies, and laws. Any liabilities contracted for or incurred by the Chapter shall remain the sole liability of the Chapter. The Chapter shall indemnify CHPAMS and hold CHPAMS harmless from and against any loss, expense cost or damage by reason of the activities conducted as the CHPAMS chapter.”

B. Review

  • The Board of Directors of CHPAMS headquarters will review the application letter and cast a vote on the establishment of the regional chapter. The approval requires 2/3 of favorable votes of the quorum

C. Chapter Organization and its Relationship with the Headquarters

  • The Chapter President will be the primary responsible party for all chapter activities and the primary contact person or liaison for the headquarters.
  • The Chapter can decide their own organization and activities under the name “CHPAMS Chapter - ____ (Region)”, as long as it complies with the bylaws of CHPAMS and other applicable regulations, policies, and laws.
  • The Chapter should submit annual report on the membership, any changes in chapter leadership, activities, or any budget request to the headquarters
  • The headquarters will direct new CHPAMS members in the region to contact regional chapters
  • Regional chapters should work with the headquarters regarding any fund raising activities or other financial matters
  • The headquarters will support regional chapters with available financial or other resources

D. Dissolution

  • The Board of Directors of CHPAMS reserves the right to dissolve the regional chapter with no active activities, significant disputes within the chapter, or other legitimate reasons
  • The dissolution requires a two-thirds (2/3) vote of the Directors of the headquarters.
  • Upon dissolution, no activities can be used under the CHPAMS chapter names. All chapter properties or assets shall be donated to the headquarters or other charitable or not-for-profit organization after provisions for payment of all liabilities have been made. 

POLICY ON BUDGET REQUEST AND REIMBURSEMENT

POLICY ON BUDGET REQUEST AND REIMBURSEMENT

1/2/2015

If any CHPAMS member needs to spend money on CHPAMS-related business activities, the member has to apply for the budget with the request form in advance. The amount requested is estimated based on the applicant’s best information.

Based on the bylaws (Section 6.10), President, Secretary, or Treasurer are the officers to maintain the daily operation and any of them can approve the budget request. Based on the bylaws (Section 9.5), if the requested amount is over $500, 2/3 of the Board has to approve.

Once the budget is approved, the applicant can spend the money and submit the reimbursement form with receipts or other supporting documents.

Another officer (President, Secretary, or Treasurer), who is different from the officer who approves the budget, verifies the amount and approves the reimbursement. Therefore, any transaction will be approved by at least two officers. Based on the bylaws (Section 6.4), only President and Treasurer can write a check, so only these two officers can approve the reimbursement.  Once approved, a reimbursement check will be issued.  If President or Treasurer applies for the budget, another officer needs to approve the request in advance.

If there is any issue in the process, the officers will try to resolve in the first place. If there is dispute between the officers, the Board will review and settle the case.  

Download reimbursement form as a Word document.