Executive Board and Committee Descriptions

MHPG POLICY

Roles and Responsibilities of the MHPG Executive Committee Members and MHPG Standing Committees

All standing committee and taskforce chairs will write an annual report and submit it to the Chair prior to the Annual Meeting of the MHPG Board of Directors.

MHPG Executive Board Responsibilities 

CHAIR:

  • Responsible for overseeing the activities of each of the Board Members, as well as the Standing Committees and Task Forces
  • Following the annual meeting, writes letters to committee chairpersons, executive committee and course chairperson(s) outlining duties for the year and explaining “chain of command”
  • Writes column for ASRM News as directed by ASRM
  • Writes column for MHPG Newsletter as directed by Chair-Elect
  • Arranges teleconference calls with Executive Committee as needed and specifically after the annual meeting and in August prior to the next annual meeting
  • Drafts annual report to ASRM and sends to all seven Executive Board members prior to the meeting
  • Solicits funds for cocktail party and organizes its inner workings, e.g. special invitations, food, speech, acknowledgment of sponsors, etc.
  • Oversees all details of the annual meeting (i.e. program, meeting times, etc.)
  • Moderates Board Meeting, Committee Meeting and Business Meeting at annual meeting ending his/her term
  • Oversees relevant committees as designated in the flow chart 

CHAIR-ELECT

  • Assists in selecting the postgraduate courses for the year he/she will be Chair and provides supervision to this postgraduate faculty during the year
  • Responsible for newsletter. Each newsletter includes a letter from the Editor, a letter from the Chair, a book review from the Education committee, an article from the membership committee, a review from Scientific Development Chair and other pertinent content.
  • The first newsletter should include a flow chart of committees with telephone numbers, email and fax numbers
  • One Newsletter should announce location of next year’s meeting and include announcement of upcoming nominations with a call for nominations ballot or election ballot depending on the timing.
  • Contacts ASRM to assure plaques are made for outgoing Chair and for prize paper
  • Presents plaque to outgoing Chair and conducts second half of the business meeting after Chair steps down
  • Presents one agenda that he/she wishes to accomplish in the coming tenure as Chair
  • Oversees relevant committees as designated in the flow chart 

VICE-CHAIR-Program Chair

  • Calls for submission of roundtables, symposia, seminars and MHPG activities for upcoming annual meeting
  • Organizes and selects roundtable submissions and sends to ASRM
  • Works with the Executive Committee to finalize symposia and seminars for annual meeting
  • Works with Abstract Chair in the Spring who evaluates the abstract submissions
  • Works with ASRM to arrange meeting spaces for all meetings including the business meeting, board meeting, task force & committee chairs breakfast meeting, cocktail party and additional meetings such as a speed mentoring meeting, clinical consultation and a welcome to MHPG meeting
  • Writes column for Newsletter regarding upcoming annual meeting content
  • Oversees relevant committees as designated in the flow chart 

SECRETARY/TREASURER

  • Prepares and distributes minutes of annual meeting to all seven Executive Board members
  • Compiles list of various committees with chairs and members for flow chart
  • Prepares and distributes minutes of all meetings and teleconference calls and sends them to the executive committee. The minutes of the board meeting are sent to all seven Executive Board members (including those rotated off the active board)
  • Contacts incoming secretary/treasurer to orient them to responsibilities at upcoming annual meeting
  • Oversees relevant committees as designated in the flow chart

Nominating Committee:

The Nominating Committee establishes slates for elections within the MHPG. The elections may be for

(1) the Executive Committee, (2) Standing Committees, or (3) to represent the MHPG on any other ASRM committee or in any other professional organization.

The Nominating Committee shall consist of the Executive Committee. The committee will solicit nominees from the membership. Members may nominate themselves or others, and all nominees who have agreed to serve will be placed on the ballot. Elections will be held by e-mail voting prior to the MHPG Annual Business Meeting and results will be announced to the membership via email or at the MHPG Annual Business Meeting. Write–ins are allowed. In the event that someone who does not wish to serve is elected by write-in ballot, then the person with the highest number of votes who is willing to serve shall be elected. 

Bylaws, Policies, and Procedures Committee (BPPC):

The Bylaws, Policies and Procedures Committee archives the bylaws, policies and procedures of the MHPG. It monitors the application of bylaws, policies and procedures, and initiates discussion with the Executive Committee when issues are identified. It drafts revisions to the bylaws, as needed, and drafts new policies and procedures when directed by the Board of Directors or the Executive Committee. The BPPC Committee has four members, elected by MHPG members. During the fourth year of service, the member serves as committee chair.

a. New or revised policies and procedures shall be sent from the BPPC to the Executive Board for comments, then to the membership-at-large, and finally back to the Board of Directors for approval.

b. Revisions to the MHPG bylaws must be approves by a majority of the BPPC, by the MHPG Board of Directors, by the Board of Directors of ASRM, and the by the MHPG membership. 

Abstract Committee:

The Abstract Committee reviews all abstracts submitted for presentation at theASRM Annual Meeting. It scores the abstracts, determines acceptance, and determines if a presentation should be oral or by poster. When a prize paper is to be identified, the Abstract Committee makes the designation. The Abstract Committee has four members, elected by MHPG members. During the fourth year of service, the member serves as committee chair.

Scientific Development Committee:

The Scientific Development Committee oversees research-related activities (e.g., surveys, questionnaire construction) initiated by the MHPG standing committees and task forces, solicits/provides journal article reviews for the newsletters, and is available to consult with the MHPG members regarding research ideas, designs, and methodological issues. The chair of the Scientific Development Committee is elected by the MHPG membership for a two-year term. 

Membership Committee:

The Membership Committee is responsible for recruitment and retention of members. The Membership Committee has three embers, elected by MHPG members. During the third year of service, the member serves as a committee chair.

 E-communication Committee:

The E-communication Committee oversees the MHPG listserv, apprisesmembers of listerv policy, and notifies members and the executive committee of policy violations. The E-communication Committee has three members, elected by the MHPG members. During the third year of service, the member serves as committee chair and acts as ASRM web coordinator for the group.

Mentoring and Training Committee:

The Mentoring and Training Committee is responsible for pairing less experienced members of the MHPG with more seasoned members to assist them with broad practice issues. The Mentoring Committee Member-at-Large serves on the committee for three years, and in his/her third year serves as Chair of the committee.

Continuing Education Committee:

The CE Committee works on obtaining continuing education credits for attendees to MHPG courses and webinars, makes MHPG courses and relevant professional programs known to fellow professional via listserv. The CE Committee has three members, elected by MHPG members. During the third year of service, the member serves as committee chair. At least on member of the Continuing Education Committee much be a licensed psychologist to comply with MHPG/APA CE sponsorship. 

Educational Resources Committee:

The Educational Resources Committee solicits/provides book reviews for newsletters, keeps bibliographies current, and oversees the process of writing educational materials for patients and medical offices. The Educational Resources Committee has three members, elected by MHPG members. During the third year of service, the member serves as committee chair. Connections Teleconference Group Committee: The Connections Teleconference Group Committee provides MHPG members with the opportunity to “meet” once a month throughout the calendar year to talk about current topics in our field. The Connections Teleconference Group Committee has three members, elected by the MHPG membership. During the third year of service, the member serves as committee chair.

Connections Teleconference Group Committee:

The Connections Teleconference Group Committee provides MHPG members with the opportunity to “meet” once a month throughout the calendar year to talk about current topics in our field. The Connections Teleconference Group Committee has three members, elected by the MHPG membership. During the third year of service, the member serves as committee chair. 

Social Work CE Committee

The Social Work CE Committee works independently and collaboratively with the CE Committee on obtaining NASW and other relevant Social Work continuing education credits relevant to social workers from all states who attend MHPG courses and webinars. They also make MHPG courses and relevant professional programs known to fellow professionals via the Listserv. As such, committee members should be aware of the NASW (and other relevant) CEU course monitor’s requirements (e.g., need for sign in/out sheets, how CEU certificates are distributed). The Social Work CE Committee is responsible for maintaining a list of state social work associations. The Committee will work to establish relationships with the leaders of associations and works to promote the MHPG’s presence at state association annual conferences. The Social Work CE Committee has four members, elected by MHPG members. During the fourth year of service, the member serves as committee chair. The committee chair is considered the MHPG representative to NASW, and works with ASRM to ensure the required paperwork is completed to allow ASRM to sponsor NASW credits for ASRM Congress events. This includes reviewing all PC courses where NASW credits will be given, while in the development process, so that a Social Worker has had input on the course (a requirement for sponsoring NASW credits). At the beginning of their year as Chair, the Chair/NASW representative should proactively contact the Vice Chair of the MHPG who also serves as the MHPG Representative to the ASRM Scientific Congress Committee as well as any MHPG member serving on the ASRM Scientific Congress Committee, to become involved in the development of NASW relevant courses. Although ASRM completes all relevant forms and pays the associated fees, the committee Chair/NASW representative will sign off on the NASW CEU application. The NASW representative also must obtain a copy of the course evaluations to send with a summary. These evaluations must be tabulated, completed on the NASW form, which includes a summary of course(s) evaluations, and submitted to the NASW within the time period required by the NASW. 

Social Media Committee

The Social Media Committee works to assess ways in which the MHPG can be more visible to MHPG members and nonmembers via social media, and works to promote the MHPG’s presence on social media. The Social Media Committee is also responsible for using social media as a means to connect and engage members, grow the membership base, and position the MHPG as the “go to” resource for counseling and research in reproductive medicine. Committee members are responsible for creating a forum where members can regularly connect and interact; ultimately raising the profile of the MHPG through the use of social media to market events, membership, research, and clinically relevant issues. As such, committee members are responsible for moderating posts to our social media sites in a timely manner. Committee members also must work closely with the appropriate Executive Committee member responsible for overseeing the Social Media Committee to ensure all postings to MHPG social media sites are relevant and appropriate. Committee members will maintain current knowledge of any relevant ASRM guidelines regarding use of social media and stay abreast of technological advances in social media and evaluate the applicability of advances for the MHPG. Committee members also will work with the Executive Committee to monitor and implement MHPG social media guidelines. The Social Media Committee has four members, elected by MHPG members. During the fourth year of service, the member serves as committee chair. 

The Certificate Course Committee

The MHPG has worked to develop online educational modules which address the unique issues faced in our field. They are intended to provide the fundamental knowledge and required expertise for all mental health professionals, newcomers and experienced clinicians who are working in the field of reproduction medicine. The Certificate Course Committee members will be responsible for working with the Executive Committee and ASRM to edit these modules so that they include the most current, relevant research and knowledge. Modules must be updated every three years. Committee members will be responsible for identifying content for use in current modules, as well as recommending new module topics based on suggestions from committee members and other MHPG members. It is important that all professionals working in the field of reproductive medicine have an understanding of the emotional and ethical issues faced by patients. Therefore, the committee will also work to promote the MHPG’s online educational modules within the MHPG, ASRM at large, and the broader relevant mental health community. The Certificate Course Committee has four members, elected by MHPG members. During the fourth year of service, the member serves as committee chair.

 POLICIES:

Term of Service:

Standing Committee members who have completed their terms of service on a committee must step out for one calendar year before they can be nominated to serve again on the same committee.

Vacancies:

When a Standing Committee Chair position is vacant prior to the end of the term on a committee with a rotating chairperson, the member next in line to become the Chair shall take over the position for the remainder of the year and shall continue as Chair for the following year (their final year of service). A new committee member will be elected at the next annual election. When a standing committee Chair position is vacated prior to the end of the term on a committee without a rotating chairperson, the Executive Committee shall appoint a person to fill the Chair until the next annual election cycle. The Executive Committee also has the option to appoint a committee member to a rotating or non-rotating standing committee to complete the year should a vacancy arise. That appointed committee member will serve full term, the same as an elected member.

Should there be a vacancy in the Executive Committee the past chair who most recently served on the Executive Committee will be asked to assume the responsibility of the vacant position until the next election. At the end of the year, all committee member’s junior to the vacant position will move up to the next most senor position that is unfilled and elections will be held for both Vice-Chair and Secretary/Treasurer positions.

Unspecified Policies:

If an unanticipated situation arises which is not covered in these policies, decisions may be left to the discretion of the Mental Health Professional Group Executive Committee.