J Dent Educ. 70(7): 722-739 2006
© 2006 American Dental Education Association
ADEA Bylaws
As approved by the 2006 House of Delegates
| Chapter I: |
Core Values |
723 |
| Chapter II: |
Membership |
723 |
| Chapter III: |
Elected Association Officers |
725 |
| Chapter IV: |
House of Delegates |
727 |
| Chapter V: |
Board of Directors |
728 |
| Chapter VI: |
Finance Committee of the Board of Directors |
729 |
| Chapter VII: |
Other Standing and Special Committees of the Board of Directors |
729 |
| Chapter VIII: |
Councils |
729 |
| Chapter IX: |
Corporate Council |
732 |
| Chapter X: |
Sections |
734 |
| Chapter XI: |
Special Interest Groups |
736 |
| Chapter XII: |
Rules for Councils, the Corporate Council, Sections, and Special Interest Groups |
736 |
| Chapter XIII: |
Executive Director |
737 |
| Chapter XIV: |
Editor and Official Publication |
738 |
| Chapter XV: |
Representatives to Other Organizations |
738 |
| Chapter XVI: |
Conflicts of Interest |
738 |
| Chapter XVII: |
Indemnification and Limitation of Liability |
739 |
| Chapter XVIII: |
Amendments |
739 |
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Chapter I: Core Values
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Section A.
The Association’s core values are:
- Promoting and Improving Excellence in All Aspects of Dental Education. The Association values the development of faculty, staff, and administrators as the key to improving dental education.
- Building Partnerships in Support of and Advocating for the Needs of Dental Education. The Association values partnerships with those who share an interest in improving dental education by ensuring a sufficient flow of resources and favorable policy options.
- Serving the Individual Needs of Members and Institutions. The Association values providing a broad range of services for the benefit of both individuals and institutions.
- Encouraging Communication and Sharing of Information Among the Association’s Members. The Association values intelligent, candid, and efficient communication among Association members, individual and institutional.
- Expanding the Diversity of Dental Education. The Association values diversity and believes that those who populate dental education—students, faculty, staff, administrators, and patients—should reflect the diversity of our society.
- Recognizing the Needs of Those the Association Serves. The Association values responsiveness to the needs of students, alumni, patients, and all other constituents.
- Promoting Oral Health. The Association values oral health care as being integral to the general health and well-being of individuals and society.
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Chapter II: Membership
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Section A. Categories.
The Association has eight membership categories.
- Institutional membership
- Active
- Provisional
- Affiliate
- Corporate
- Individual membership
- Individual
- Student
- Retired
- Honorary
Section B. Qualifications for Institutional Membership
- Active. A dental school granting a D.D.S. or D.M.D. degree as a part of an accredited college or university in the United States, Puerto Rico, or Canada, and having begun instruction of its first class of dental students, is eligible to apply for active membership. (Canadian dental schools have the option of selecting active or affiliate membership.)
- Provisional. A developing dental school planning to grant a D.D.S. or D.M.D. degree as part of an accredited college or university in the United States, Puerto Rico, or Canada is eligible to apply for provisional membership. (Developing Canadian dental schools have the option of selecting provisional or affiliate membership.)
- Affiliate. The following types of institutions in the United States, Puerto Rico, or Canada are eligible to apply for affiliate membership, provided that they are not eligible for active or provisional membership and that their dental and/or allied dental education programs are accredited by the Commission on Dental Accreditation:
- Canadian dental schools (may elect active or affiliate membership or provisional membership if a developing institution).
- Academic institutions—other than hospitals—conducting postdoctoral dental education programs.
- Hospitals that conduct postdoctoral dental education programs and that are not under the same governance as an active or provisional member institution. Hospital programs under the same governance as active or provisional member institutions are included in the parent school’s active or provisional membership.
- The United States Air Force, Army, Navy, Public Health Service, and Department of Veterans Affairs and comparable agencies of the Canadian government.
- Institutions conducting dental hygiene, dental assisting, and dental laboratory technology education programs. Such programs that are under the administrative control of an active or provisional member institution and that are conducted at the main teaching site of that active or provisional member institution are included in the membership of the active or provisional member institution and are automatically members of the Council of Allied Dental Program Directors. Dental hygiene, assisting, and laboratory technology education programs conducted at the main teaching site of an active or provisional member institution but that are not under the administrative control of that active or provisional member institution and dental hygiene, assisting, and laboratory technology education programs that are under the administrative control of an active or provisional member institution and are conducted away from the main teaching site of that active or provisional member institution must be affiliate institutional members in order to belong to the Council of Allied Dental Program Directors.
- Institutions conducting other dental or allied dental education programs recognized by the Association.
- Corporate. A company dealing with products and/ or services beneficial to dental education and/or dentistry is eligible to apply for corporate membership.
Section C. Election to Institutional Membership
Applications for active and provisional membership should be presented in writing at least sixty days before an annual session. Institutions are elected to membership by a majority affirmative vote of the House of Delegates. Memberships are effective the July 1 following House approval.
Applications for affiliate institutional membership can be submitted at any time for approval by the executive director. Memberships become effective on January 1, April 1, July 1, or October 1, whichever date first follows approval.
Applications for corporate membership can be submitted at any time for approval by the Board of Directors at its next meeting. Memberships become effective on January 1, April 1, July 1, or October 1, whichever date first follows approval. Corporate memberships are reviewed annually.
Section D. Institutional Membership Dues (effective July 1, 2004)
- Active and Provisional Members. Effective July 1, 2004, annual dues for active and provisional member institutions are $25,522.
Active and provisional institutional membership dues include one individual membership from each member institution.
- Affiliate Members. Effective July 1, 2004, annual dues for institutions that conduct allied dental education programs are $945. Effective July 1, 2004, annual dues for Canadian dental schools are $1,815.
Effective July 1, 2000, annual dues for the federal dental services are $3,922.
Effective July 1, 2003, annual dues for hospital-based postdoctoral dental education programs are $984. A portion totaling $76 of each such institutional membership shall be allocated as recommended by the Council of Hospitals and Advanced Education Programs and as approved by the Board of Directors.
Effective July 1, 2003, annual dues for institutions that conduct non-hospital-based postdoctoral dental education programs are $3,998. A portion totaling $76 of each such institutional membership shall be allocated as recommended by the Council of Hospitals and Advanced Education Programs and as approved by the Board of Directors.
Dues are payable by February 1, May 1, August 1, or November 1, whichever date first follows approval. Dues include one individual membership, with the institution to determine the individual member.
- Corporate Members. Effective January 1, 2006, annual dues are $3,400. Dues include up to ten individual members, with the corporation to determine the individual members. $500 of each member’s dues is designated to support the ADEA Annual Session.
Section E. Forfeiture of Institutional Membership
- Ceasing to meet the membership qualifications specified in Chapter II, Section B, of these Bylaws results in immediate forfeiture of membership.
- Active or provisional member institutions in arrears in payment of their dues at an annual session forfeit their memberships. Affiliate or corporate member institutions in arrears in payment of their dues more than six months beyond the dues payment date forfeit their memberships.
Section F. Reinstatement of Institutional Membership After Payment of Dues in Arrears.
Institutional memberships forfeited for nonpayment of dues may be reinstated upon payment and approval of the executive director.
Section G. Qualifications for Individual Memberships
- Individual. Any faculty member or other person employed by a dental, advanced education, hospital, and/or allied dental education ADEA member institution is eligible for individual membership.
- Student. Any student enrolled in a dental school, a postdoctoral dental education program, and/or an allied dental education ADEA member institution is eligible for individual membership.
- Retired. Any individual who has completely retired from dental education and dental practice and who has been an ADEA individual member is entitled to individual membership.
- Honorary. Any individual who has rendered a distinct service to humankind, made outstanding contributions to dentistry, and/or rendered exceptional service to the Association may be nominated by the Board of Directors for honorary membership.
- Affinity. Any individual with a demonstrable interest in dental, allied, or advanced dental education who is not currently a faculty member, employee, or student in an ADEA member institution.
Section H. Approval of Individual Memberships
- Individual. An individual membership may be activated at any time during the year. Memberships become effective as soon as the activation is processed and remain in effect for the following twelve months.
- Student. A student membership may be activated at any time during the year. Memberships become effective as soon as the activation is processed and remain in effect for the following twelve months.
- Retired. A retired membership may be activated at any time during the year. Memberships become effective as soon as the activation is processed and remain in effect for the following twelve months.
- Honorary. Individuals are elected to honorary memberships by a majority affirmative vote of the House of Delegates. Honorary members are entitled to all the privileges of individual membership except the right to vote. An honorary membership is effective for the member’s lifetime.
- Affinity. Applications for Affinity Individual Membership may be submitted at any time during the year. Memberships become effective as soon as the application is processed and remain in effect for the following twelve months.
Section I. Individual Membership Dues
- Individual Membership. Effective January 1, 2006, annual dues are $0, and include membership in any Section(s) or Special Interest Group(s).
- Student Membership. Effective January 1, 2006, annual dues are $0, and include membership in any Section(s) or SIG(s).
- Retired Membership. Effective January 1, 2006, annual dues are $0, and include membership in any Section(s) or Special Interest Group(s).
- Honorary Membership. Honorary members pay no dues.
- Affinity Membership. Effective January 1, 2006, annual dues are $125 for individuals with a demonstrable interest in dental, allied, or advanced dental education and are not currently a faculty member, employee, or student in a member institution. This fee includes membership in any Section(s) or Special Interest Group(s).
Section J. Forfeiture of Student Membership
- Student. Ceasing to meet the membership qualifications specified in Chapter II, Section G.2., of these Bylaws results in immediate forfeiture of student membership. However, the individual may then apply for regular individual membership.
Section K. Membership Voting Rights
- Voting. The House of Delegates shall represent the membership and shall have the right to vote on their behalf. Except as otherwise may be expressly required by statute or by the Association’s Articles of Incorporation, no class or category of member of the Association shall have any right to vote.
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Chapter III: Elected Association Officers
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Section A. Names.
The Association’s elected officers are:
- President
- President-elect
- Immediate Past President
- Vice President for Allied Dental Program Directors
- Vice President for Deans
- Vice President for Faculties
- Vice President for Hospitals and Advanced Education Programs
- Vice President for Sections
- Vice President for Students
- Vice President for the Corporate Council
Section B. Qualifications.
To be eligible for an elected office, a person must be an individual member of the Association. In addition, a person must be a member of a council to be eligible for the vice presidency of that council, with the exception that past Administrative Board members of the Council of Sections who may no longer be members of the council are eligible for nomination as vice president for sections.
Individuals may not serve simultaneously as a principal officer of ADEA (president, president-elect, or immediate past president) and as a member of the American Dental Association’s Council on Dental Education and Licensure and the Commission on Dental Accreditation.
Section C. Duties of Officers
- President
- To provide leadership in achieving the Association’s mission, objectives, and ongoing business;
- To serve as presiding officer of the House of Delegates and Board of Directors; and
- To serve as the Association’s official representative to other organizations.
- President-elect
- To serve in place of the president at the request or in the absence of the president; and
- To perform any duties requested by the president.
- Immediate Past President
- To serve in place of the president at the request of the president or president-elect or in the absence of both;
- To perform any duties requested by the president;
- To chair the Finance Committee of the Board of Directors; and
- To chair the nominating committee for president-elect.
- Vice Presidents. The duties of vice presidents are delineated in Chapter VIII (Councils) of these Bylaws.
Section D. Succession.
The offices of president-elect, president, and immediate past president are successive.
Section E. Nominations.
By April 1 each year, the Board of Directors invites the general membership to suggest nominees for the office of president-elect. Members should consider women and underrepresented minorities for nomination. Members may nominate as many individuals as they wish, including themselves. The deadline for submitting nominations is November 1. Council administrative boards may also nominate individuals.
Between November 1 and December 31, the immediate past president and the seven vice presidents meet as a nominating committee to consider all nominations and shall recommend one or more candidates to stand for election. If a vice president or councilor is a nominee, the chair from that vice president’s or councilor’s council serves on the nominating committee to ensure representation from the council. Any delegate may present additional nominations to the ADEA Executive Director for president-elect no later than thirty days prior to the Opening of the House of Delegates. Any delegate presenting a nomination must obtain the candidate’s consent to run and a copy of the candidate’s curriculum vita, which will be made available for delegates’ review prior to the annual session.
The methods of nominating council vice presidents are delineated in Chapter VIII (Councils) of these Bylaws.
Section F. Election.
If there is only one candidate for president-elect, he or she is declared elected at the Opening Session of the House. If there are two or more candidates, delegates cast secret ballots at the annual session during times designated by the Board of Directors. Ballot counting is monitored by two individuals selected by the Board of Directors. A plurality of the votes cast is required for election. The methods of electing council vice presidents are delineated in Chapter VIII (Councils) of these Bylaws.
Section G. Installation.
Elected Association officers are installed at annual sessions at the Closing Session of the House of Delegates.
Section H. Terms of Office.
The president-elect, president, and immediate past president serve one-year terms. Individuals who have served a full term as president, president-elect, and/or immediate past president may not succeed themselves in any of those offices. Vice presidents serve three-year terms.
Section I. Replacement.
If a president or president-elect dies, resigns, or is removed for any reason, the Association’s nominating committee nominates one or more candidates to fill the vacancy relating to such officer position. An election is then held by mail ballot of all delegates to the last House of Delegates. Ballots are accompanied by biographical sketches of the candidates. Space is provided on the ballots for write-in candidates. Ballots must be returned within fifteen days after mailing. Ballot counting is monitored by two individuals selected by the Board of Directors. A plurality of the votes cast is required for election. If an immediate past president dies, resigns, or is removed for any reason, the position remains vacant until the president assumes the office at the next annual session, provided, however, that if the person who most recently served as immediate past president (the "former immediate past president") prior to the death, resignation, or removal of the individual that created the vacancy in the office of the immediate past president is available and willing to serve as the immediate past president, then the former immediate past president may be appointed by the president to serve as the immediate past president until the next annual session when the president assumes such office. In such a case where a vacancy in the office of immediate past president is not filled, the president serves as chair of the Finance Committee and the nominating committee for president-elect. In the event of the death, resignation, or removal of one or more of the vice presidents, the vacancy created thereby shall be filled in accordance with the procedures set forth at Chapter VIII, Section C.9 of these Bylaws. An individual may not hold two or more elected Association offices simultaneously.
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Chapter IV: House of Delegates
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Section A. Function.
The House of Delegates is the Association’s governing and legislative body.
Section B. Composition.
The House of Delegates consists of the following members:
- Board of Directors
- The Council of Deans
- The Council of Faculties
- Representatives of the Councils of Allied Dental Program Directors, Hospitals and Advanced Education Programs, Sections, and Students, as specified in Chapter VIII (Councils) of these Bylaws.
- Representatives of the Corporate Council, as specified in Chapter IX (Corporate Council) of these Bylaws.
Section C. Powers and Duties.
The House of Delegates has the following powers and duties:
- To enact and, where appropriate, enforce policies of the Association;
- To approve all resolutions, opinions, and memorials in the name of the Association;
- To elect active, provisional, and honorary members;
- To approve changes in the Bylaws, Policy Statements, and Position Papers;
- To approve new sections;
- To approve the Association’s operating budgets;
- To establish branch offices of the Association or change the location of the Central Office;
- To elect the president-elect of the Association;
- To elect nominees for membership in other organizations when so requested; and
- To serve as an advocate on behalf of all Association policies and positions.
Section D. Sessions.
The House of Delegates normally convenes at the Association’s annual sessions. Special sessions may be called by the president or by request of the membership as specified in the Bylaws.
Section E. Official Call
- Annual Sessions. The executive director sends each institutional and individual member delegate an official notice of the time and place of each annual session or other House meeting. The notice is sent no fewer than thirty days before the first day of the session or meeting.
- Special Sessions. The executive director sends each institutional and individual member an official notice of the time and place of each special session along with a statement of the business to be considered. The notice is sent no fewer than thirty days before the first day of the session. No other business except that provided for in the call may be considered unless the members present unanimously agree to consider additional business.
Section F. Quorum.
A majority of the delegates constitutes a quorum for the transaction of business at regular or special sessions.
Section G. Presiding Officer.
The president is the presiding officer. In the president’s absence, the president-elect is the presiding officer. In the absence of both, past-presidents, in reverse order of service, are called on to preside.
Section H. Recording Officer.
The executive director is the recording officer and custodian of the House records. Staff and/or a professional recorder may be used to obtain a record of the House proceedings. The executive director ensures that a record of the proceedings is published annually in the Association’s Proceedings.
Section I. Parliamentarian.
The executive director, with the approval of the Board of Directors, appoints the parliamentarian.
Section J. Order of Business, Regular Session.
The order of business at a regular session of the House of Delegates is as follows, unless changed by a two-thirds affirmative vote of the delegates present and voting:
- Call to order,
- Report of quorum by executive director,
- Approval of minutes of previous session,
- Reports of officers,
- Report of Board of Directors,
- Referrals of reports and resolutions,
- Action on resolutions,
- Unfinished business,
- New business,
- Installation of officers, and
- Adjournment.
Section K. Order of Business, Special Session.
The order of business at a special session is as follows:
- Call to order,
- Report of quorum by executive director,
- Reading of call for special session,
- Transaction of business as provided in call, and
- Adjournment.
Section L. Rules of Order.
The rules contained in the latest edition of Sturgis’s Standard Code of Parliamentary Procedure govern the House’s deliberations when not in conflict with these Bylaws.
Section M. Presentation of Resolutions.
Resolutions may be presented to the House of Delegates at annual sessions by:
- The Board of Directors in writing at the Opening Session of the House, and
- Any delegate in writing at the Opening Session of the House of Delegates.
Between annual sessions, any individual member may submit a resolution to the Board of Directors, which may forward it to the House of Delegates at the next annual session with a recommendation for action. The Board of Directors may submit resolutions to an appropriate Association component group for advice before forwarding the resolution to the House of Delegates.
Resolutions proposing expenditure of Association funds must be accompanied by a cost impact statement estimating the amount of funds required and the period of expenditure. Staff assists resolution drafters in estimating expenditures and periods of expenditure, if requested to do so.
Resolutions proposing changes in the ADEA policies and Bylaws must specify how the ADEA Policy Statements and Position Papers and Bylaws would be affected.
Section N. Reference Committees.
Reference committee members are appointed annually by the Board of Directors. Reference committees hold hearings at the annual sessions on resolutions going to the House of Delegates and make recommendations on those resolutions.
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Chapter V: Board of Directors
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Section A. Function.
The Board of Directors is the Association’s administrative body.
Section B. Composition.
The Board of Directors consists of the Association’s elected officers, as specified in Chapter III of these Bylaws, and the executive director (an ex officio member), which comprise a board of eleven members.
Section C. Alternates.
A vice president who is unable to attend a Board of Directors meeting may designate one of the other elected council officers to attend in his or her place as a voting member of the Board of Directors for that meeting. The principal officers may not designate alternates.
Section D. Powers and Duties.
The Board of Directors has the following powers and duties:
- To serve as the Association’s administrative body;
- When the House of Delegates is not in session, to establish ad hoc interim policies, provided that such policies are not in conflict with existing Association policy and are presented for review at the next session of the House;
- To establish rules and regulations consistent with the Bylaws and to govern the organization, procedure, and conduct of those rules;
- To report its actions to the House of Delegates at each annual session;
- To conduct the Association’s planning, including the development of strategic, operational, and related plans, and to apprise the House of Delegates of those plans;
- To nominate 1) a candidate(s) for ADEA president; 2) candidates for honorary membership; and 3) candidates for membership in other organizations, as well as to appoint representatives to other organizations;
- To appoint and evaluate the executive director; and
- To ensure that all accounts of the Association are audited annually and to prepare for House approval of an annual operating budget for the following fiscal year.
Section E. Sessions
- Regular Sessions. The Board of Directors normally meets at least four times a year either in person or by teleconference.
- Special Sessions. The president may call a special session at the request of at least three board members, provided that notice of the special session is sent to each member at least ten days before the meeting. No other business except that provided for in the call may be considered unless the members present unanimously agree to consider additional business.
Section F. Quorum.
A majority of the board’s members constitutes a quorum for the transaction of business at regular or special sessions.
Section G. Presiding Officer.
The president is the presiding officer, and in the president’s absence, the president-elect. In the absence of both, the immediate past president is the presiding officer.
Section H. Recording Officer.
The executive director is the recording officer. Staff and/or a professional recorder may be used to obtain a record of meetings.
Section I. Rules of Order.
The rules contained in the latest edition of Sturgis’s Standard Code of Parliamentary Procedure govern the Board of Directors’ deliberations when not in conflict with these Bylaws.
Section J. Unanimous Consent Mail Ballots.
The Board of Directors is authorized to transact business by unanimous consent in the form of mail ballot. Mail ballots may be sent and returned by mail, facsimile transmission (fax), and/or electronic mail (email). The results of mail ballots are as binding as those obtained at official meetings. The following regulations apply to all mail ballots:
- Mail ballots should be initiated by an officer or appropriate staff member;
- Each mail ballot should set forth the specific actions to be considered by the Board of Directors and include a line for his or her signature;
- A unanimous vote of all the directors then in office is required for approval; and
- Ballots not returned within thirty days will not be counted.
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Chapter VI: Finance Committee of the Board of Directors
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Section A. Functions.
The Finance Committee is responsible for assisting the executive director in preparing the Association’s budget, monitoring the Association’s finances, and reporting progress and recommendations to the Board of Directors and House of Delegates.
Section B. Composition.
The Finance Committee consists of the immediate past president, who is chair, and the president and president-elect.
Section C. Sessions.
The Finance Committee meets as requested by the Board of Directors and normally in conjunction with Board meetings.
Section D. Quorum.
A majority of the committee’s members constitutes a quorum for the transaction of business.
Section E. Rules of Order.
The rules contained in the latest edition of Sturgis’s Standard Code of Parliamentary Procedure govern the deliberations of the Finance Committee when not in conflict with these Bylaws.
Section F. Fiscal Year.
The Association’s fiscal year runs from July 1 through June 30.
Section G. Budget.
The Board of Directors at each annual session submits an operating budget for the following fiscal year to the House of Delegates for approval.
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Chapter VII: Other Standing and Special Committees of the Board of Directors
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Section A. Authority.
The Board of Directors may appoint standing and special committees to assist it in performing its duties. In all such appointments, the Board of Directors should consider women and underrepresented minorities to serve on such committees. While committees of the board must always have two or more directors, and directors must constitute a majority of committee membership, the board may also appoint advisory committees. Advisory committees may include any individual member of the association and have no limitations concerning director membership.
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Chapter VIII: Councils
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Section A. Functions.
All but one of the councils (the Council of Sections) represent institutions and programs in each of the Association’s institutional membership categories. The Council of Sections represents the Association’s sections. In addition, each council has the following functions:
- To represent its constituency within the Association and at the member institutions;
- To recommend to the Board of Directors how the interests of the council’s constituency might be represented through the federal legislative and regulatory processes;
- To exchange information among its members, with other ADEA component groups, and among member institutions;
- To work with other ADEA component groups to encourage coordinated approaches to dental and allied dental education and health care delivery;
- To identify and provide consultation on projects, studies, and reports that will benefit the membership;
- To introduce resolutions to the Board of Directors and/or House of Delegates; and
- To meet at annual sessions.
Section B. Composition.
The Association’s councils consist of the following members. All council members must be individual members of the Association.
- The Council of Allied Dental Program Directors consists of the directors (or their alternates) of dental assisting, dental hygiene, and dental laboratory technology education programs in each active, provisional, and affiliate member institution. In member institutions offering more than one allied dental education program, the person (or an alternate) who is the department/division chair or head is also a member of the council. Council membership may also include the directors (or their alternates) of special allied dental education programs at the post-entry level that lead to a baccalaureate or advanced degree. In addition, a member of the Administrative Board who is no longer in any of the above categories may remain a member of the council for the duration of his or her term(s).
Representation in the House of Delegates. The Council of Allied Dental Program Directors is represented in the House by one delegate for every ten of its member programs (or major portion thereof) in each of its four membership categories—dental assisting education, dental hygiene education, dental laboratory technology education, and special allied dental education. Each category is represented by at least two delegates, except for the category of special allied dental education, which is represented by at least one delegate. Administrative Board members are delegates, even if they are additional delegates in their category. The council Administrative Board nominates two candidates for each delegate position that will not be filled by an Administrative Board member. Delegates are then elected by mail balloting of the entire council. Delegates are elected to one-year terms and may be reelected.
- The Council of Deans consists of the dean (or an alternate) of each active and provisional member institution, the chief dental administrator (or an alternate) of each affiliate member institution conducting non-hospital-based postdoctoral dental education programs, the chief dental officer or administrator (or an alternate) of each affiliate-member federal dental service, and the president (or an alternate) of the Association of Canadian Faculties of Dentistry. In addition, the council includes any members of its Administrative Board who are no longer in the above categories.
Representation in the House of Delegates. All members of the Council of Deans serve as delegates in the House.
- The Council of Faculties consists of one faculty member (or an alternate) elected by the faculty of each active and provisional member institution, in addition to any members of the Administrative Board who are no longer in the above category. Members are elected to three-year terms, and approximately one-third of the members are replaced or reelected annually according to a schedule maintained in the Central Office. The methods of electing members, removing members for cause, and electing new members to fill unexpired terms are left to the discretion of individual member institutions. Each faculty electing or reelecting a member in a given year is required to notify the Central Office of the name of its representative by January 1 preceding the annual session at which the incumbent faculty member’s term ends.
Representation in the House of Delegates. All members of the Council of Faculties serve as delegates in the House.
- The Council of Hospitals and Advanced Education Programs consists of the chief of hospital dental service and directors of each accredited residency program in active or provisional member institutions (including hospitals under the same governance as a dental school) and in hospitals that are affiliate members, in addition to any members of the council Administrative Board who are no longer in the above categories and one representative of all non-recognized specialty programs at each institution described above. Each ADEA-member federal dental service may appoint a nonvoting representative to attend meetings of the Council of Hospitals and Advanced Education Programs.
Representation in the House of Delegates. The Council of Hospitals and Advanced Education Programs is represented in the House by one delegate for every ten of its member programs (or major portion thereof). Regardless of the number of member programs, the Council is represented by at least sixteen delegates (the five members of the Administrative Board and one representative each from the recognized and/or accredited programs by the Commission on Dental Accreditation). All Administrative Board members must serve as delegates. The Council Administrative Board, at its annual interim meeting, nominates at least one candidate for each delegate position beyond the sixteen that will not be filled by an Administrative Board member or a recognized specialty representative. Delegates are elected at the ADEA annual session immediately preceeding the year of service. Delegates are elected to one-year terms and may be reelected.
- The Council of Sections consists of the councilor and chair (or their alternates) of each Association section, in addition to any members of the Council Administrative Board who are no longer councilors or chairs of their section. In addition, the chair-elect and secretary from each section are eligible to participate in council meetings and may vote at those meetings. Section chairs-elect and secretaries are not eligible for election to council office.
Representation in the House of Delegates. The Council of Sections is represented in the House by the chair of each section and a councilor elected by each section to a three-year term. Councilors may be reelected to one additional three-year term. Council Administrative Board members who are not section chairs or councilors also serve as delegates. If a section chair and/or councilor is unable to serve as a delegate, the section’s chair-elect and/or secretary serve as delegate alternates. Section chairs-elect and secretaries are not eligible to sit with the council in the House of Delegates unless they have been appointed delegate alternates.
- The Council of Students consists of students representing any of the following types of programs conducted by each active, provisional, and affiliate member institution: 1) one representative for a program leading to the D.D.S. or D.M.D. degree, 2) one representative for all students enrolled in postdoctoral education programs, 3) one representative for each dental hygiene education program, 4) one representative for each dental assisting education program, and 5) one representative for each dental laboratory technology education program. The methods of electing members, removing members for cause, and electing new members to fill unexpired terms are left to the discretion of individual member institutions. Each member institution’s chief administrator is required to notify the Central Office of the name(s) of its representative(s) within sixty days after an annual session. Members are elected to one-year terms and may be reelected.
Representation in the House of Delegates. The Council of Students is represented in the House by its Administrative Board, in addition to twelve predoctoral dental students, two each from the six regions recognized by the council; four postdoctoral dental students, two from hospital programs and two from non-hospital-based programs; and six allied dental students, two each from dental hygiene, dental assisting, and dental laboratory technology education programs. Delegates are elected to one-year terms and may be reelected. All delegates are elected by the Council of Students at the annual sessions.
- Alternates. Council members unable to attend a House of Delegates session or a council meeting, or who serve in the House in two or more positions (e.g., as a member of the Council of Faculties and Council of Sections), may appoint alternates to represent them. Members of the Councils of Allied Dental Program Directors, Hospitals and Advanced Education Programs, and Students must appoint alternates who are members of their council. Members of the Council of Sections must appoint the chair-elect or secretary of their section. Members of the Councils of Deans and Faculties must appoint individuals from their institutions. Delegates representing two or more councils in the House must decide which council they wish to represent and then appoint an alternate(s) for the other council(s) according to the foregoing guidelines. All alternates must be ADEA individual members.
Section C. Administrative Boards
- Names of Officers. Each council has an administrative board consisting of a chair, chair-elect (vice-chair for the Council of Students), secretary, member-at-large, and vice president (ex officio).
- Qualifications. A person must be an individual member of the Association and a member of his or her council to be eligible for a council office, with the exception that past Administrative Board members of the Council of Sections who may no longer be members of the council are eligible for nomination as vice president for sections.
- Duties
- Chairs. It is the duty of chairs:
- To provide leadership in meeting council goals and objectives;
- To chair council meetings; and
- To plan programs for council meetings.
- Chairs-Elect. It is the duty of chairs-elect:
- To chair council meetings in the absence of the chair;
- To perform any duties requested by the chair; and
- To serve as chair of the nominating committee to select candidates for council office.
- Secretaries. It is the duty of secretaries:
- To record the minutes of council and administrative board meetings or to see that they are recorded;
- To submit the minutes of council annual session meetings to the Central Office within sixty days after the session; and
- To perform any duties requested by the chair.
- Members-at-Large. It is the duty of members-at-large:
- To perform any duties requested by the chair.
- Vice Presidents. It is the duty of vice presidents:
- To serve as ex officio council officers and Association officers;
- To represent the councils’ interests on the Board of Directors;
- To serve as consultants from the Board of Directors to the councils in conducting their business and meeting their objectives; and
- To report Board of Directors’ actions to the council.
- Succession. Except for the Council of Students, each year, the member-at-large succeeds to the office of secretary, the secretary to the office of chair-elect, and the chair-elect to the office of chair. For the Council of Students, offices are not automatically successive.
- Nominations. Before each annual session, the chair-elect and two council members who are not officers nominate one or more individuals for the office of member-at-large (and vice president if the incumbent vice president will complete a term at the end of the annual session). For the Council of Students, the vice-chair and two council members who are not officers nominate one or more individuals for the offices of member-at-large, secretary, vice-chair, chair, and vice president. Additional nominations may be made from the floor at the councils’ annual session meetings.
- Election and Appointment. Council officers are elected at council annual session meetings. The method of voting is left to the discretion of the council chairs. For the Council of Students, immediately after the annual session, the four members of the new Administrative Board appoint a council member to serve as a member-at-large.
- Installation. All council officers, except vice presidents, are installed at council annual session meetings. Vice presidents are installed at annual sessions at the Closing Session of the House of Delegates.
- Terms of Office. All council officers, except vice presidents, serve one-year terms. Vice presidents serve three-year terms, except for the vice president for students, who may serve up to three consecutive one-year terms if the individual qualifies for membership on the Council of Students during that entire period. An individual who has served a full term as a vice president (three consecutive one-year terms as a vice president for students), chair, chair-elect, secretary, or member-at-large may not succeed him- or herself in any of those offices.
- Replacement. An administrative board member who ceases to qualify for membership on a council may continue as a council officer for the duration of his or her term(s) on the board. A board member who completely ceases to be active in dental and/ or allied dental education must resign his or her office on the council. In the event of the death, resignation, or removal of a council officer, the council administrative board appoints a non-board member of the council to complete the unexpired term(s) of office; provided, however, that if the vacancy created by such death, resignation, or removal is for the office of the vice president, then the council administrative board shall appoint a non-board member of the council to serve as the vice president until the next annual session meeting of the council, at which annual session an election (in accordance with this Chapter VIII) shall be held to fill the remainder of the term of the office of the vice president that became vacant by reason of such death, resignation, or removal.
- Alternates. Council officers may not send alternates to attend council administrative board or House of Delegates meetings in their place.
Section D. Sessions.
All councils meet at annual sessions. Administrative boards plan annual session programs and submit program details to the Central Office for publication in the annual session program. The schedule of council programs is determined by the Board of Directors. Councils able to provide funding may hold additional conferences between annual sessions.
Section E. Quorum.
A majority of the members of a council constitutes a quorum for the transaction of business.
Section F. Rules.
The rules for councils are included in Chapter XII (Rules for Councils, the Corporate Council, Sections, and Special Interest Groups) of these Bylaws.
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Chapter IX: Corporate Council
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Section A. Functions.
The Corporate Council has the following functions:
- To represent the corporate members within the Association;
- To apprise corporate members of relevant Association activities;
- To establish criteria for, and advise the Board of Directors on, approval of applications for corporate membership;
- To exchange information among its members, with other component groups of the Association, and among the Association’s member institutions;
- To serve in a liaison role between the corporate and academic members of the Association;
- To impart corporate members’ knowledge to other Association members;
- To work with other component groups of the Association to encourage coordinated approaches to dental and allied dental education and care delivery;
- To identify projects, studies, and reports that will benefit the Council’s and/or Association’s membership and to provide consultation on those projects, studies, and reports;
- To introduce appropriate resolutions to the House of Delegates and/or Board of Directors; and
- To meet at annual sessions.
Section B. Composition.
The Corporate Council consists of the official representative of each corporate member.
Section C. Representation in the House of Delegates.
The Corporate Council is represented in the House of Delegates by three of its four elected officers: the 1) chair, 2) chair-elect, and 3) vice president.
Section D. Officers
- Names. The Corporate Council has five officers: a chair, chair-elect, secretary, member-at-large, and vice president (ex officio).
- Qualifications. An individual must be a member of the Corporate Council to be eligible for a Corporate Council office.
- Duties
- Chair. It is the duty of the chair:
- To provide leadership in meeting Corporate Council goals and objectives;
- To chair Corporate Council meetings; and
- To plan programs for Corporate Council meetings.
- Chair-Elect. It is the duty of the chair-elect:
- To chair Corporate Council meetings in the absence of the chair;
- To perform any duties requested by the chair; and
- To serve as chair of the nominating committee to select candidates for Corporate Council office.
- Secretary. It is the duty of the secretary:
- To record the minutes of Corporate Council meetings or to see that they are recorded;
- To submit the minutes of the Corporate Council’s annual session meetings to the Central Office within sixty days; and
- To perform any duties requested by the chair.
- Member-at-Large. It is the duty of the member-at-large to perform any duties requested by the chair.
- Vice President. It is the duty of the vice president:
- To serve as a Corporate Council officer and a voting member of the Board of Directors;
- To represent the council’s interests on the Board of Directors;
- To serve as a consultant from the Board of Directors to the council in conducting its business and meeting its objectives; and
- To report Board of Directors’ actions to the council.
- Succession. Each year, the member-at-large succeeds to the office of secretary, the secretary succeeds to the office of chair-elect, and the chair-elect to the office of chair.
- Nominations. Before each annual session, the Corporate Council nominates one or more individuals for the office of member-at-large and vice president. Additional nominations may be made from the floor at the council’s annual session meeting.
- Election and Appointment. Corporate Council officers are elected at the council’s annual session meetings. The method of voting is left to the discretion of the council chair.
- Installation. All Corporate Council officers are installed at the council’s annual session meetings.
- Terms of Office. All Corporate Council officers except vice presidents serve one-year terms. Vice presidents may serve up to three consecutive one-year terms.
- Limitation of Terms. An individual who has served three consecutive one-year terms as a vice president, or as chair, chair-elect, secretary, or member-at-large, may not succeed him- or herself in any of those offices.
- Replacement. An officer who ceases to be a member of the Corporate Council must resign the office at the time he or she ceases to be a member. In such an instance, or when a council officer resigns for any other reason, the other officers appoint another council member to serve out the unexpired term (or successive terms) of office. An individual may not hold two or more Corporate Council offices simultaneously.
- Alternates. Corporate Council officers may not send alternates to attend meetings in their place, except that council officers unable to attend a House of Delegates session may appoint alternates to represent them. Such alternates must be members of the Corporate Council.
Section E. Sessions.
The Corporate Council meets at annual sessions and may meet at other times of the year as appropriate. The officers plan annual session programs and submit program details to the Central Office for publication in the annual session program. The scheduling of the Corporate Council’s program is determined by the Board of Directors.
Section F. Quorum.
A majority of the members of the Corporate Council constitutes a quorum for the transaction of business.
Section G. Rules.
The rules for the Corporate Council are included in Chapter XII (Rules for Councils, the Corporate Council, Sections, and Special Interest Groups) of these Bylaws. In addition, the following rule applies to corporate members: they may not cite corporate membership for commercial purposes, e.g., to imply ADEA endorsement of products and services.
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Chapter X: Sections
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Section A. Functions.
Sections are programmatic groups that provide an opportunity for the members of each to exchange information on that section’s specific academic and/or administrative interests. Both academic and administrative sections are periodically asked by the House of Delegates, Board of Directors, president, and executive director to undertake assignments and to comment on appropriate materials. Sections are further encouraged to undertake on their own initiative projects and studies of benefit to the Association and its members. Further, sections may submit resolutions to the House of Delegates.
Section B. Composition.
Each section consists of individual ADEA members (including student, retired, and honorary members) who are interested in the section’s particular academic or administrative area(s). The Association has the following thirty-six sections:
- Academic Affairs
- Anatomical Sciences
- Behavioral Sciences
- Biochemistry and Nutrition
- Business and Financial Administration
- Clinic Administration
- Clinical Simulation
- Community and Preventive Dentistry
- Comprehensive Care and General Dentistry
- Continuing Education
- Dental Anatomy and Occlusion
- Dental Assisting Education
- Dental Hygiene Education
- Dental Informatics
- Dental School Admissions Officers
- Development, Alumni Affairs, and Public Relations
- Educational Research/Development and Curriculum
- Endodontics
- Gerontology and Geriatrics Education
- Graduate and Postgraduate Education
- Microbiology
- Minority Affairs
- Operative Dentistry and Biomaterials
- Oral and Maxillofacial Pathology
- Oral and Maxillofacial Radiology
- Oral and Maxillofacial Surgery, Anesthesia, and Hospital Dentistry
- Oral Biology
- Oral Diagnosis and Oral Medicine
- Orthodontics
- Pediatric Dentistry
- Periodontics
- Physiology, Pharmacology, and Therapeutics
- Postdoctoral General Dentistry Programs
- Practice Administration
- Prosthodontics
- Student Affairs and Financial Aid
Section C. Membership in Sections.
ADEA individual members may join as many sections as they wish and may attend the meetings of any others. Section members may vote and participate in the business affairs of all sections to which they belong.
Section D. Formation.
Individuals wishing to form a new section should request an application from the Central Office. The completed application should be received in the Central Office no later than August 1. Staff submits the application (if received by that date) to the Council of Sections Administrative Board for consideration at its fall meeting. The board in turn forwards its recommendation to the Board of Directors. If one or both of those bodies approves the application, it is then forwarded to the House of Delegates. Only the House has the authority to officially approve new sections. If both the Administrative Board and Board of Directors disapprove the application, it is not forwarded to the House. However, the individuals wishing to form the section may, in effect, appeal these decisions by having a delegate introduce a resolution to the House proposing the formation of the new section. The following criteria are used in considering applications:
- Evidence that the subject area exists at a majority of the member institutions involved in the general area of which the subject is a component;
- The stated goals and objectives of the proposed section;
- Evidence that no existing section(s) could accommodate the needs of the proposed section;
- A statement outlining the themes and topics that the proposed section might address; and
- Estimated membership.
New sections begin operations immediately upon approval by the House of Delegates. New sections are on probationary status for two years following approval, and are then evaluated by the Council of Sections Administrative Board according to the criteria outlined in Section E below. During the probationary period, each new section is subject to all the privileges and responsibilities of regular sections, including the rights of its councilor and chair to sit in the House of Delegates and serve as voting members of the Council of Sections.
Section E. Review.
Each year, the Council of Sections Administrative Board reviews the sections, including any sections that have completed probationary periods at the most recent annual session. Reviews are based on criteria established by the Council of Sections Administrative Board.
The Administrative Board may recommend supportive or corrective actions for those sections that fail to submit their annual reports or to perform their prescribed functions. Recommendations that sections be put on probation, dissolved, merged, or changed to special interest group status are forwarded to the Board of Directors, which has the authority to impose probations, effective for one year from the next annual session. To be effective, all actions must be approved by the House, whose decision cannot be appealed.
Section F. Officers
- Names. Each section has a councilor, chair, chair-elect, and secretary.
- Qualifications. A person must be an individual member of the Association and a member of a section to be eligible for office in that section.
- Duties
- Councilors. Duties:
- To provide continuity of leadership for the section;
- To attend the ADEA annual sessions and interim meetings of the Council of Sections;
- To serve as a delegate in the House of Delegates during the annual sessions;
- To assist in planning, implementing, and assessing section programs and projects;
- To ensure the preparation of the section’s annual report that is submitted to the ADEA Central Office after annual sessions; and
- To serve as section liaison with the Council of Sections Administrative Board.
- Chairs. Duties:
- To provide leadership in the coordination of section activities;
- To chair section meetings;
- To plan programs for section meetings; and
- To serve as a delegate to the House.
- Chairs-Elect. Duties:
- To serve as chair in the absence of the chair;
- To perform any duties requested by the chair; and
- To serve as chair of the
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Chapter i: core values
Chapter ii: membership
