Chapter By-Laws

Governing Documents

(Revised Spring 2008)

I. NAME

The organization shall be known as the "Texas Tech Student Society of Health-System Pharmacists," herein after referred to as the TTSSHP.

II. MISSION

TTSSHP shall adopt the mission and objectives of the Texas Society of Health-System Pharmacists (TSHP) and the American Society of Health-System Pharmacists (ASHP). In addition, TTSSHP shall have the following mission:

"The mission of the Texas Tech Student Society of Health-System Pharmacists (TTSSHP) is to make students aware of pharmacy practice in health systems; provide information to students about career directions in and credentials needed for pharmacy practice in health systems; and encourage membership and participation in the state (TSHP) and national-level (ASHP) health-system pharmacist organizations as a student and upon graduation."

III. MEMBERSHIP

Membership requirements of TTSSHP:

  • Full time Pharm.D. Candidate enrolled in the Texas Tech University Health Sciences Center School of Pharmacy (TTUHSC-SOP)

  • Good academic standing

  • Submission of a membership application to the TTSSHP treasurer

  • Pay all required state, national, local, and student dues in full

  • Support the objectives of TTSSHP

Member dues to TTSSHP include all national, state, and local dues. Hence, a member of TTSSHP automatically becomes a student member of:

  • American Society of Health-System Pharmacists (ASHP)

  • Texas Society of Health-System Pharmacists (TSHP)

  • Respective local society of the regional campus the TTSSHP member is affiliated with

    • Lubbock Area Society of Health-System Pharmacists (LaSHP)

    • Metroplex Society of Health-System Pharmacists (MSHP)

    • Panhandle Society of Health-System Pharmacists (PSHP)

TTSSHP membership is valid for one academic school year. Membership renewal and membership drives must occur in the fall semester of each academic year.

TTUHSC-SOP policies regarding non-discrimination and applicable rules and regulations shall be adhered to.

IV. OFFICERS

The officers of TTSSHP shall be:

  • President

  • President-Elect

  • Vice President

  • Secretary

  • Treasurer

  • Regional Campus Liaisons

These officers shall constitute the Executive Committee of TTSSHP. In this body, the authority for the governance and general operation of TTSSHP shall be vested. The Faculty Advisor serves as an ex-officio member of the Executive Committee.

The office of Treasurer shall be based in Amarillo.

V. DUTIES OF OFFICERS

President:

  • Principal elected officer of TTSSHP

  • Presides at all business meetings

  • Appoints, in consultation with the Executive Committee, various committees and committee chairpersons.

  • Represents TTSSHP at the TSHP Annual Seminar and ASHP Midyear Clinical Meeting.

  • Retains the privilege of serving TSHP according to the bylaws of TSHP.

  • In consultation with the Executive Committee, shall recommend other students for TSHP student appointments.

  • Should remain aware of the activities and affairs of the ASHP Student Forum and TSHP Student Section and be active members within the respective national, state, and local-level organizations through committee membership.

President-Elect:

  • Assumes the responsibilities of the President in his or her absence or incapacitation

  • Succeed to the office of the President upon completion of a one-year term as President-Elect or upon resignation of the President

  • Serves as the President’s deputy in assisting with general affairs

  • Assumes the responsibility of maintaining compliance and recognition to the guidelines of the ASHP Recognition for Student Societies of Health System Pharmacy Student Program.

  • Shall be assigned additional duties and responsibilities as determined by the President.

Vice President:

  • Serves as an ex-officio member of each TTSSHP standing and/or special committee, unless another Executive Committee member is so designated a member of a committee by authority of these bylaws.

  • Coordinates logistics for national (ASHP Midyear Clinical Meeting) and state Society convention (TSHP Annual Seminar) TTSSHP member attendance

  • Promotes TTSSHP member attendance through the provision of information regarding the national and state Society conventions

  • Shall be assigned additional duties and responsibilities by the President, consistent with the needs of the society.

Vice President for Membership

  • Serves as the coordinator for member recruitment/retainment efforts

  • Assists Treasurer in collecting and organizing new member information during each academic year's membership drive.

Secretary:

  • Forwards pertinent TTSSHP information to TSHP and ASHP on a regular basis, and shall also be responsible for the chapter's correspondence with the state and/or national organizations when necessary.

  • Records meeting minutes for all chapter meetings and Executive Committee meetings

  • Shall be responsible for all chapter meeting and Executive Committee meeting logistics

Treasurer:

  • Officer Residency Requirement: Amarillo

  • Maintains accurate TTSSHP business records

  • Maintains an accurate record of TTSSHP income and expenditures.

  • Signatures of the Faculty Advisor and the Treasurer or President shall be required to negotiate checks issued by TTSSHP.

  • Authorizes and coordinates all TTSSHP reimbursement logistics

  • Coordinates chapter meeting logistics requiring spending of TTSSHP funds

Regional Campus Liaison:

  • Officer Residency Requirement: Serves regional campus to which the TTSSHP member is assigned to

  • Serves as campus liaison for TTSSHP members assigned to each SOP regional campus.

  • Serves as the designated TTSSHP Student Representative to the respective local health-system pharmacy society and assumes the responsibility for disseminating local society activities and meetings to the general membership.

  • Shall be assigned duties and responsibilities by the President, consistent with the needs of TTSSHP.

Vacancies to any of the above offices, except for President, shall be filled within two weeks by Executive Committee appointment. The appointed individual shall complete the designee's term of office. A special election shall be called to fill any subsequent officer vacancies.

Faculty Advisor (or designated representative)

  • Advises the Executive Committee and chapter membership on matters requested

  • Shall be present and participate at all chapter and Executive Committee meetings.

  • Shall be appointed by the Executive Committee of TTSSHP and voted on by a majority vote of TTSSHP members should the search for a new Faculty Advisor be required in cases of vacancies and/or resignation.

VI. ELECTION OF OFFICERS

The officers of President-Elect, Vice President, Secretary, Treasurer, and Regional campus Liaisons for the next academic year shall be elected annually by secret ballot, by a majority vote of chapter members in good standing present and voting at the March meeting of each academic year.

The President and other officers for the upcoming academic year shall be installed at the April (or last) chapter meeting of each academic year.

Officers shall serve for a term of one (1) academic year. To hold office, a student shall be:

  • a member of TTSSHP

  • in good academic standing

  • completed at least, but no less than one (1), semester of the PharmD program.

  • Presumptive nominee shall also accept the nomination for placement onto the ballot.

    • When possible, two (2) names shall be submitted to the members for each available elected position by the general membership.

VII. DUES

TTSSHP member dues level shall be established annually by the Executive committee, in cooperation and consultation with the ASHP, TSHP, and local societies. Application for TTSSHP membership with the required dues for national, state, local, and student organizations shall be submitted to the Treasurer beginning the first day of the academic year and ending by a deadline determined by the Executive Committee. TTSSHP shall distribute the respective portion of dues to the ASHP, TSHP and PSHP. Members not renewing by the membership dues deadline date shall be dropped from membership rolls of TTSSHP, ASHP, TSHP, and respective local societies at the end of each respective organization's membership period.

VIII. FINANCE

TTSSHP shall maintain accounts with both TTUHSC and a local commercial bank. Expenditures require the signature of the TTSSHP President and/or Treasurer. The TTUHSC account should be used for all qualified expenditures and used completely before the end of the TTUHSC fiscal year. The commercial bank checking account is intended for reserve and expenses not qualifying for TTUHSC funding. All expenditures, from either account, require prior approval by the TTSSHP Executive Committee with evidence in the meeting Minutes to document this approval.

IX. MEETINGS

The following meetings shall be held: Regular Executive Committee business meetings and general membership meetings shall be conducted at lease once per month during the academic year or more frequently as deemed necessary by the President.

Upon notice, special meetings may be called by the President.

A general meeting of the TTSSHP shall be called if ten (10) TTSSHP members submit to the President a request for such a meeting with a proposed agenda at least seven days before such meeting is to be held.

A quorum to conduct the TTSSHP's regular business shall consist of ten (10) active members.

X. COMMITTEES

The President, in consultation with the Executive Committee, shall appoint standing and special committees, as necessary, to carry out the programs and activities of TTSSHP. Each standing or special committee shall consist of at least three active members, plus a chairperson. The Vice President shall serve as an ex-officio member of each standing or special committee, unless another Executive Committee member is designated to serve on the committee.

Standing Committees:

Community Service Committee:

  • Membership

    • Comprised of at least three active TTSSHP members, appointed by the President,

    • An additional member, appointed by the President who shall serve as committee chair.

  • Mission:

    • Planning, scheduling and conducting community service activities.

Fundraising Committee:

  • Membership

    • Comprised of at least three active TTSSHP members, appointed by the President

    • An additional member, appointed by the President shall serve as committee chair.

  •  Mission:

    • Planning, scheduling and conducting fund- raising activities.

    • Such funds shall be used to offset qualified TTSSHP expenses not supported by outside sponsorship.

XI. LIAISONS

In consultation with the Executive Committee, the President may appoint student member(s) as liaison(s) to other organizations with which an arrangement of this nature will be mutually beneficial.

Student Representative to Local Health-System Pharmacy Societies

  • Dissemination of information for local society activities and meetings

  • Reports to respective local societies on the activities and meetings of TTSSHP

  • Recruit and enlist licensed pharmacist preceptors for local events requiring pharmacist preceptors

  • Duties are assigned by default to Regional Campus Liaisons (ABL, DAL, LUB only) Should a higher-ranking officer be resident to a regional campus, the higher-ranking officer assumes the responsibilities of Student Representative

  • Appointments shall be made in conjunction with annual elections

ASHP Student Liaison

  • Appointed upon the recommendation of the President to the Faculty Advisor.

  • Serves as an information source to students about pharmacy practice in health-systems, residency training programs, and involvement within the national-level organization (ASHP)

  • Appointment shall be made in conjunction with annual elections

XII. AFFILIATION

TTSSHP shall be an affiliate of ASHP, TSHP, and the respective local societies of the SOP regional campuses.


XIII. REIMBURSEMENT

All members may be eligible for partial reimbursement for travel to National (ASHP) and/or State (TSHP) Meetings as TTSSHP funding allows.

Requirements for Reimbursement:

  • General Policy

    • Due to differing financial regulations of Health Sciences Center (HSC) campuses, and that several TTUHSC-SOP campuses are not HSC campuses (Dallas, Abilene campuses), a case-by-case basis will be utilized by the Executive Committee to determine member reimbursement eligibility due to differences in reimbursement fund resources and campus policies. In addition, student classification shall be a factor of consideration to reimbursement. The Executive Committee, in an effort to protect the integrity of the TTSSHP, the School, and the University, reserves the right to recommend to respective Regional Senates, the release or denial of reimbursement to the reimbursement applicant.

  • REIMBURSEMENT ELIGIBILITY CRITERIA

    • Member of TTSSHP, ASHP, TSHP, and local society in good standing

    • Attendance of at least two (2) regularly scheduled general membership meetings per semester within one academic year. Attendance shall be documented at each regular meeting throughout the academic year and reflected within the meeting minutes.

    • Participation in one (1) TTSSHP-organized community service event

    • Proof of meeting attendance

      • Official convention program

      • Identification name tag

    • Upon verification of the above criteria, reimbursement will be equally allocated to each member in attendance at the National and/or State meetings. Full reimbursement for each member in attendance at the National and/or State meeting should not be expected, however budget allocations per meeting will be equally divided among travelers.

Instructions for Submitting Documentation for Reimbursement:

  • The reimbursement applicant is expected to maintain his/her integrity and follow all HSC (University) and SOP guidelines in regards to the student travel approval process as so described by the HSC and SOP codes of student conduct.

  • HSC SOP Campus (AMA, LUB) Reimbursement Procedure

    • SOP Professional Leave form

      • Completed prior to travel departure

      • Approved by the SOP Office of Professional Affairs

      • This form should be filled out only if travel occurs during class days, clinical rotations, and/or clerkships.

    • HSC “Prior to Travel” Form

      • Completed prior to travel departure

      • Submitted to the TTSSHP Treasurer twenty-one (21) days or three (3) weeks prior to date of trave;

    • HSC “Student Senate Reimbursement Form” (Attachment D)

      • Completed AFTER returning from travel

      • Submitted to the TTSSHP Treasurer within fourteen (14) days or two (2) weeks after return.

      • Original receipts, copy of credit cards used must also be submitted to the TTSSHP Treasurer with the Student Senate Reimbursement Form

  • Non-HSC SOP (ABI, DAL) Campus Reimbursement Instructions

    • SOP Professional Leave Form

      • (See above instructions)

    • Original Receipts, copy of credit cards used must also be submitted to the TTSSHP Treasurer

XIV. AMENDMENTS

These documents may be amended at any regular general membership meeting by a two-thirds (2/3) vote of the members present. Any proposed changes shall be presented by the TTSSHP Executive Committee or by two or more student members to the President in writing at least two weeks prior to a regularly scheduled general membership meeting. The President shall schedule the amendment as an item of new business at the next Executive Committee meeting at which time it will be voted on by the Executive Committee. Once approved, it shall then be submitted at the next regularly scheduled meeting at which time it will be voted on and approved by a simple majority of members present.

XV. PARLIAMENTARY AUTHORITY

Robert's Rules of Order, latest revision, shall be the parliamentary authority with respect to all procedures not specified in the governing documents of the TTSSHP. The Faculty Advisor (or designated representative) shall act as the Parliamentarian at all TTSSHP business meetings.

XVI. DISSOLUTION

In the event of the liquidation and dissolution of the TTSSHP, any properties, funds or monies, securities or other assets remaining in the treasury of, or to the account of TTSSHP shall be disposed of as follows:

  1. All liabilities and obligations of the Society shall be paid and discharged, or adequate provision shall be made.

  2. Assets held by the TTSSHP subject to legally valid requirements for their return, transfer or conveyance, upon dissolution and liquidation, shall be returned, transferred or conveyed in accordance with such requirements.

  3. All remaining assets held by the TTSSHP shall be transferred or conveyed, without obligation or restrictions, to the TTUHSC SOP Student Senate

As approved by the General Membership on November 18, 2008

2007-2008 Copyright © Texas Tech Student Society of Health-System Pharmacists (TTSSHP)