Of REGION IX of
THE STUDENT NATIONAL MEDICAL ASSOCIATION
Region IX of the Student National Medical Association
ARTICLE I: Members
Section 1. Classes of Membership. The members of SNMA, Region IX shall be Active,
Associate, Supporting Physician and Chapter.
Section 2. Qualifications for membership.
i. Active membership in SNMA, Region IX shall be granted upon payment of prescribed dues to
any medical student, resident, or fellow in good standing at an accredited medical school with an
official SNMA chapter in the region as defined by the SNMA Constitution and Bylaws.
ii. Associate membership in SNMA, Region IX shall be granted, upon payment of prescribed
dues to any Associate Member as defined by the SNMA Constitution and Bylaws matriculated at
a post-secondary institution in the region with an active MAPS Chapter.
iii. Supporting Physician membership shall be granted, upon payment of prescribed dues to any
individual holding a doctorate in allopathic or osteopathic medicine who lives, practices or
volunteers in the region as defined by the SNMA Constitution and Bylaws.
iv. Each accredited medical school in the region as defined in the SNMA Constitution and By-
laws shall be considered a chapter if they have met the qualifications set forth in the Constitution
for a charter.
Section 3. Dues
i. Membership dues assessed by the SNMA constitution and bylaws shall be paid by all
members in an amount and deadline as determined by the national office.
ii. National dues shall be paid through the member’s affiliate chapter or directly to the
national office as determined by the chapter bylaws (where applicable).
iii. Each active/official SNMA, Region IX chapter shall pay chapter dues in an amount
determined by the region.
iv. Chapter dues in the amount of seventy dollars ($70) shall be sent to the Regional
Treasurer by the end of the regional due date set forth by the first quarterly financial
v. Chapters will be notified if they have become delinquent in payment within two
weeks after the regional due date.
vi. Chapters delinquent in payment one month after the regional due date shall have their
voting rights at all regional meetings suspended until payment is made in full.
ARTICLE II: Officers
Section 1. Officers. The officers of the SNMA, Region IX, shall be a Regional Director,
Associate Regional Director (1-3), Secretary, Treasurer, Community Service Liaison, MAPS
Liaison, Parliamentarian, MAPS Undergraduate Liasion, HLA Liaison, Regional Professional
Section 2. Nomination of Officers.
A. Any candidate for regional office must submit the following credentials to the Regional
Director prior to the date of the National Convention:
i. A current curriculum vitae
ii. A letter of intent
iii. A letter of good academic standing from the registrar, Dean, or any other official
of their medical school.
iv. A signed statement of receipt of documents outlining officer responsibilities
B. If no member has expressed interest in the outlined procedure described above,
nominations may also take place from the floor at the time of regional position elections.
A. Section 3. Elections. The election of Regional Officers shall be held at the National
Convention during the last scheduled Regional Meeting of the Convention. The Regional
Director shall be elected at the National Convention held during odd numbered years.
B. Ballot Election. The officers shall be elected by blind ballot. Each chapter will have the
same number of votes as determined by the House of Delegates for that Annual Medical
Education Conference. Elections shall be conducted by blind ballot. Candidates must obtain
a simple majority (51 %) to win.
Section 4. Terms of office. The Regional Director shall serve for two years and all other regional
officers shall serve for one year and their term of office shall begin at the close of the annual
meeting at which they are elected
No officer shall serve for more than two consecutive terms of office.
Section 5. Office-Holding Limitations. No member shall hold more than one office at a time.
Section 6. Oath of Office. The incoming regional officers shall take an oath of office. A bible
must be present. The person taking the Oath shall place his/her right hand on the Bible and raise
his/her left hand. The person(s) attesting shall hold the bible. The Oath shall be repeated as
“I [State your name], in the presence of almighty God and the membership of the Student
National Medical Association, Region IX here assembled do solemnly swear that I will faithfully
execute the duties of my office, [state your office] to the best of my ability; that I will preserve,
protect and defend the Constitution and Bylaws of the Student National Medical Association and
the Bylaws of SNMA, Region IX so help me God.”
The Oath of Office may be altered to suit the religious beliefs of the person taking the Oath.
Before declaring the Member(s) duly elected, the person administering the Oath shall charge
each to a dynamic and progressive tenure of office for the betterment of the Student National
1. The Oath of Office shall be taken by all elected officers of the regional Executive Board.
They shall have voting rights where appropriate immediately after they have been
administered the Oath of Office as specified. Nothing in this Section shall prevent the
Oath of Office from being administered at additional times should a vacancy occur, as
determined by the Members of the regional Executive Board.
a. The Regional Director shall be given the Oath of Office after the completion of all
elections, administered by the outgoing Regional Director (or other designee), and
attested by two Associate Regional Directors or an Associate Regional Director
and the Parliamentarian
b. The Associate Regional Director(s), the Treasurer and the Parliamentarian shall
be given the oath of office after the completion of all elections. The oath shall be
adn1inistered by the Regional Director (or other designee) and attested by the two
Associate Regional Directors, or an Associate Regional Director and another
member of the regional executive board.
c. If it is an odd numbered year, then all oaths of office shall be administered by the
outgoing Regional Director. If it is an even numbered year, then all oaths of office
shall be administered by the current Regional Director.
Section 7. Method of Filling Vacancies. Vacancies in any regional office due to natural causes,
resignation or dismissal may be filled by appointment by the Regional Director. The regional
board must vote for ratification of the member by a simple majority. In the case where the
vacancy is in the office of Regional Director, an Assistant Regional Director shall be chosen by
the Board to serve as interim regional director until the body can elect a new Regional Director
at the next regional meeting.
Section 8.. Dismissal from Office
1. Any regional Officer who fails to execute the responsibilities of his or her office as
defined in the regional by-laws and/or agreed upon between the officer and the regional
director may at any time be considered for dismissal from office by the regional director.
2. The regional director must bring forth the dismissal action for review to the regional
Executive Board. After review, a vote for dismissal will be taken
3. Dismissal requires 75% of the Executive Board to vote in favor of dismissal
4. In the event that the ability of the regional director to execute his or her duties is in
question, a motion to dismiss the regional director can be brought forward at a regional
i. Consideration for dismissal of the regional director must be formally initiated by the
Executive Board via a telephone call and in writing (e.g. via Electronic Mail, US mail).
All chapters in the region must be immediately informed that the regional director is
being considered for dismissal.
ii. The regional director shall have up to a maximum of thirty days from the date of
formal notification to formally respond to the issue(s) that have lead to the
consideration of his dismissal. An emergency regional business meeting shall be
scheduled for the first weekend following the end of the thirty days.
iii. The motion for dismissal of the regional director requires 2/3 of the quorum regional
votes to pass.
ARTICLE III: Duties of Officers
A. Regional Director
The office of Regional Director is the main link between the individual chapters and the Board of
Directors. The Regional Director shall:
1. Serve on the Board of Directors as a voting member and is therefore
responsible for ensuring adequate regional representation where his/her
presence is required.
2. Submit a written report quarterly to the Board of Directors outlining the
plans and activities of the region.
3. In the case of his/her absence from a Board meeting, submit a written
report no later than two weeks prior to the meeting to the Board of
4. Be responsible for implementing the directives of the organization at the
5. Maintaining correspondence with the National Office and with other regions.
6. Develop and coordinate projects and programs for the region.
7. Work closely with regional representatives on National Committees
8. Coordinate and provide support for the activities of the various chapter
officers in accomplishing their goals and objectives.
9. Preside over all regional meetings as the chairperson.
B. Assistant Regional Director(s)
The number of Assistant Regional Director(s) shall be 1-3, to be determined by the region
at the annual national convention.
The Associate Regional Director(s) shall:
1. Plan/Coordinate the Regional Conference with the host chapter as the regional
2. Assist the Regional Director when and where necessary.
3. Provide support for activities of officers and chapter presidents in accomplishing their
goals and objectives.
4. Officiate for the Regional Director in his/her absence or at his/her request.
5. Assume the responsibility for filling the office of Regional Director in case of the
Director's removal by resignation, illness, death, or other.
6. Recruit and maintain active and/or associate chapters to the organization.
7. Organize the selection of the Chapter of the Year Award
C. Regional Treasurer
The Regional Treasurer shall:
1. Help develop and implement plans for ensuring the financial stability of the region.
2. Advise regional and chapter officers on financial matters.
3. Maintain accurate financial records for the business year beginning immediately after
her/his election, by the accurate method of accounting.
4. Identify and establish contacts with outside sources willing to provide support for the
regular activities and special projects of the region.
5. Chair the Finance Committee
D. Regional Recording Secretary
The Regional Secretary shall:
1. Attend all regional meetings and prepare and distribute minutes of these meetings.
2. Maintain contact with the various chapters and keep an updated list of all chapter
officers, members, and activities.
3. Coordinate the distribution of all internal correspondence originating at any level within
the region or from outside the region.
4. Coordinate the preparation and distribution of various reports to outside agencies and
maintain a file of such correspondence.
F. Regional MAPS Liason
The Regional MAPS Liason shall:
1. Serve as regional voice and advocate for pre-medical students and MAPS chapters in the
2. Recruit and maintain associate chapters to the organization.
3. Keep MAPS chapters abreast of the regional and national affairs of SNMA.
4. Serve as coordinator of all MAPS activities at the regional level.
5. Serve as a resource to local MAPS Coordinators (SNMA chapter MAPS Liaisons) at the
6. Plan/Coordinate the Annual Regional MAPS Conference with the host chapter.
7. Maintain and update regional database of all MAPS chapters in the region
8. Maintain the two ARD MAPS email accounts
9. Select annual MAPS chapter of the year for the region.
G. Regional Community Service Liaison
The Community Service Liaison shall:
1. Work with local chapters on how to properly carry out and document community service
2. Serve as a resource to the National Vice President and Community Service Co-Chairs ensuring
proper documentation and reporting of both positive and negative results from protocol and non-
3. Submit quarterly reports to the Regional Director.
4. Submit quarterly reports to the National Vice President.
5. Work with MAPS Liaison to ensure proper documentation of MAPS community service
H. Regional Political Advocacy Liaison
The Regional Political Advocacy Liaison shall:
i. Shall serve as a conduit of information between the National Political Advocacy
Chair, the National BOD and the Regional and Chapter leadership.
ii. Shall plan regional advocacy efforts.
iii. Shall maintain regular contact with and assist the Political Advocacy
Representatives (PARs) at each school.
iv. Shall be responsible for planning a political advocacy workshop for the annual
Region IX Regional Conference
v. Shall prepare a quarterly report documenting the political advocacy work in the
Region for the Co-Chairs of the Health Policy and Legislative Affairs Committee
I. Regional Parliamentarian
The Regional Parliamentarian shall:
1. Be responsible for the collection of all amendments to the Regional By-laws and their
distribution to chapters within thirty (30) days after the National Convention or after the
regional meeting at which changes were ratified by the region.
2. Be responsible for reviewing the region IX by-laws and assuring that they are not in
conflict with the national constitution.
3. Work with the chapter parliamentarians to ensure that the chapter constitutions are not in
conflict with either the regional constitution and by-laws or the national constitution and
4. Assist chapters that do not currently have by-laws in creating chapter by-laws.
5. Be responsible for assisting members of the region in drafting amendments to the region
6. Be responsible for reviewing proposed amendments to the national SNMA constitution
and by-laws as well as reviewing proposed amendments to the regional by-laws and
presenting those amendments to the region.
7. Be responsible for reviewing parliamentary procedures and providing the regional
officers as well as the region at large with a review of the basics of parliamentary
procedures at least once at the beginning of the academic year and once within one month
prior to the national convention.
8. Ensure that proper parliamentary procedure is observed in all general body meetings and
Executive Board meetings.
9. Respond to all parliamentary inquiries made by members of the region and members of
the regional executive board.
10. Attend all general body meetings and all Executive Board meetings of the region.
J. MAPS Undergraduate Liaison(s) to the Regional Executive Board
The MAPS Undergraduate Liaison(s) to the Regional Executive Board shall:
1. Be a current SNMA paid member in good academic standing (documentation required).
2. Be an active member of a MAPS affiliate chapter who has completed a minimum of one
year of college academic requirements and is enrolled for the academic year
corresponding to the term of position.
3. Serve a one year term
4. The MAPS Undergraduate Liaison to the Regional Executive Board shall be appointed
by the Regional Director and the Regional MAPS Liaison (s).
5. Be responsible for contacting MAPS affiliate chapters at least once a financial quarter as
assigned by the Regional MAPS Liaison.
6. Attend every Region IX meeting, and any other meeting/event the RD and/or the
Regional MAPS Liaison arrange for in order to facilitate open communications between
the regional officers, medical school SNMA chapters, and the undergraduate MAPS
7. Assist in the organization and implementation of any region IX activities concerning
undergraduate SNMA members, MAPS chapters, and any other events the RD and/or the
Regional MAPS Liaison assign to them
K. Regional Professional Board Member
The Regional Professional Board member shall:
a. Be an active Supporting Physician of SNMA
b. Attend Regional Meetings when feasible
c. Lend knowledge and resources to the benefit of the Regional Board
ARTICLE IV: Meetings
Section 1. Interim Meetings. There shall be three interim Regional meetings between Annual
Medical Education Conferences. Each meeting shall be held prior to the corresponding quarter’s
Board of Director’s Meeting. No school shall host more than one interim meeting within a
twelve month period. A chapter shall be represented by at least one active student member in
attendance. The interim meeting immediately after the Annual Meeting shall also serve as the
Regional Leadership Conference.
Section 2. Annual Regional (AR) Meeting. There shall be an annual regional meeting of SNMA,
Region IX held at the Annual Medical Education Conference of the Student National Medical
Association. The host chapter for the Regional Conference and Pre Medical Convention will be
selected at the AR meeting.
Section 3. Special Meetings. Special meetings may be called by the Regional Director or by the
Executive Board and shall be called upon written request by one of Regional Board members.
The purpose of the meeting shall be stated in the call or email. Except in case of emergency, at
least three days’ notice shall be given.
Section 4. Voting at meetings
A. i. Quorum. A simple majority of active chapters of the Region shall constitute a quorum for
all meetings except for the Annual Regional Meeting. For the AMEC, a simple majority of
the total number of delegates from Region IX shall constitute a quorum. Representation -
Each chapter shall have two votes at the interim meetings and conferences with the exception
of the election and voting process for Regional Officers at the National Convention. If a
chapter should have only one delegate present at the Regional Meeting, then that member
shall serve as a proxy and carry both of the chapter's votes.
B. Motions pass via simple majority, fifty-one (51) percent of the quorum.
The voting strength for the AR meeting shall be the total number of regional officers and
delegates from Region IX registered with the Annual Medical Education Conference at the time
of voting. The regional officers shall not be considered chapter delegates for the purpose of
voting at the AR meeting.
ARTICLE V: Conferences
Section 1: Conference Planning. No chapter shall host the convention more than twice in a four
(4) year period. The Regional Executive Board will accept and approve proposals for host
chapter of the regional convention. After proposal approval by the Regional Executive Board,
the host chapter of the regional convention shall be selected via a majority vote by the region at
the annual regional meeting. The location shall be confirmed by the first interim meeting after
the annual meeting. The date of the conference(s) shall be announced no later than three months
prior to the respective conference. The theme of the Regional Convention shall be confirmed by
the host chapter either prior to or at the time that the location is selected. The Committee shall
consist of members of the host chapter, an assistant regional director, the community service
liaison, and at least one member at-large. The Committee shall report to the Regional Executive
Board through the Assistant Regional Director.
Section 2. Regional Conference. There shall be a Regional Conference held annually within the
region. The host chapter shall be determined at the annual meeting. The Regional Conference
shall be held in the month of October or November. The Regional Conference shall be equal to
or greater than four weeks from the Pre Medical Convention except for when they are hosted as a
Section 3. Pre Medical Conference. There shall be a Pre Medical Conference held annually
within the region. The host chapter shall be determined at the annual meeting. The location shall
be determined by the first interim meeting after the annual meeting. The Pre Medical
Conference can be held in any month. It shall be held greater than four weeks from the Regional
Conference unless it is held in conjunction with the Regional Conference.
ARTICLE VI: Executive Board
Section 1. Board Composition. The officers of the Region shall constitute the Executive Board.
Section 2. Board’s Duties and Powers. The Executive Board shall have general supervision of
the affairs of the Region between its interim and annual regional meetings, make
recommendations to the Region, and perform other duties as are specified in these bylaws. The
Board shall be subject to the orders of the Region, and none of its acts shall conflict with action
taken by the Region.
Section 3. Board Meetings. Unless otherwise ordered by the Board, regular meetings of the
Executive Board shall be held on the first Sunday of each month. Special meetings of the Board
may be called by the Regional Director and shall be called upon the written request of three
members of the board.
ARTICLE VII: Committees
Section 1. Chapter Presidents’ Committee. A Chapter Presidents’ Committee composed of the
Regional Director, Associate Regional Director(s), Secretary and the Chapter Presidents shall be
formed at the annual meeting. It shall be the duty of this committee to meet and disseminate
program information to the membership between regional meetings.
Section 2. Finance Committee. The Finance Committee shall be composed of the Regional
Treasurer and the Chapter Treasurers. It shall be the duty of this committee to
Section 3. MAPS Committee. The MAPS Committee shall be composed of the Regional MAPS
Liaison, the Undergraduate MAPS Liaison, and at least three of the chapter MAPS Liasons
within the sub-region of the Pre-Medical Conference during the given year.
Section 4. Community Service Committee. The Community Service Committee shall be
composed of at minimum, the Regional Community Service Liaison, the HLA Liaison and at
least three of the chapter Community Service Liaisons.
Section 5. Regional Conference Committee. The Regional Conference Committee shall be
composed of at minimum, the Assistant Regional Director(s), the Community Service Liaison,
and the host chapter with its chairpersons. The committee shall report to the Executive Board
throught the Assistant Regional Director.
Article VIII National Convention
A. Reports to be considered for business in the House of Delegates should be submitted to the
Regional Director by November 1st of the corresponding academic year.
B. Nominations and credentials for National Office shall be submitted to the Regional Director
no later than two months prior to the National Convention.
C. Pending proposal approval by the regional executive board, the host chapters of both the
regional convention and the pre-medical convention will be selected via a majority vote by
the region at the national conference.
Article IX Resolutions
A. Proposed resolutions may be submitted by any active member or chapter of the region.
B. Resolutions shall be considered if submitted to the Regional Director by the due date of the
chapter report for the corresponding regional meeting.
C. To vote on a resolution, a quorum, as defined in Article 4, Section 4, of the bylaws must be
D. To adopt a resolution it must be passed by at least two-thirds of the vote.
Article X: Chapter Responsibilities
A. To inform members of all SNMA activities.
B. To pay regional dues as stated in Article I. Section 3iv. Of the bylaws.
C. Chapter reports:
1. All chapters will submit two (2) copies of their written chapter reports by the quarterly
2. A chapter unable to attend a regional meeting must contact the Regional Director to
inform him/her that they will not be present at least two weeks prior to the corresponding
Article XI: Amendments to the By-laws
A. Any portion of the region IX By-laws may be amended.
B. Amendments to the region IX By-laws go into effect immediately upon adoption.
C. For an amendment to be considered, it must be endorsed by a chapter from the region or by
the regional Executive Board.
D. To vote on an Amendment to the Bylaws, a simple majority of the chapters or delegates must
be present. For adoption, an Amendment must receive two-thirds of the votes cast.
E. For an amendment to the Regional Bylaws to be considered, it must have been forwarded to
all chapters in the region via email at least one week prior to its consideration at a regional
Chapter 12: Governing rules
Any item of regional business not covered by these Bylaws shall be referred to the national
SNMA constitution and by-laws for clarification. If the item of business is not fully addressed in
the national SNMA constitution and by-laws, then that item of business shall be referred to the
latest available edition of Robert's Rules of Order for further clarification.