Section Officer Guidelines and Duties

Junior Fellow
DISTRICT and SECTION Officer Guidelines & Duties

Junior Fellow Leadership

Elected Junior Fellows represent ACOG at the National, District, and Section levels.

  • National:  Junior Fellow College Advisory Council (JFCAC) Chair, Vice Chair, and Immediate Past Chair
  • District:  Junior Fellow District Chair, Vice Chair, Immediate Past Chair, and Secretary-Treasurer
  • Section:  Junior Fellow Section Chair and Vice Chair 

JUNIOR FELLOW DISTRICT OFFICERS

Junior Fellow District Chair

The Junior Fellow Chair shall be the executive officer of the District. He/she shall be the Chair of the Junior Fellow District Advisory Council and perform such functions as the District directs. The Junior Fellow Chair shall act to promote association and cooperation among the Fellows and Junior Fellows in the District. He/she shall assist and initiate activities in the District in furtherance of the aims and purposes of the College.

OBJECTIVES

  • To seek a close working relationship with the District Fellow officers. The Junior Fellow Chair must communicate with the Fellow Chair and Fellow Treasurer regarding Junior Fellow activities, budget provisions, and meeting attendance.
  • To assist the Junior Fellow District Vice Chair prepare for his/her Chair year by forwarding him/her copies of all correspondence.
  • To identify Junior Fellow concerns within the District and to communicate these to the Junior Fellow District Advisory Council and the Junior Fellow College Advisory Council.
  • To establish and maintain contact with the Junior Fellow Section Chairs and Vice Chairs within the District. Coordinate District Junior fellow activities.
  • Facilitate and oversee the annual transition of District and Section Officers to their new positions.

DUTIES

District Officer Rosters

It is the responsibility of the Vice Chair to notify in writing (immediately following your fall District meeting), the Department of Junior Fellow Services of all names, addresses, and telephone numbers of your Junior Fellow District and Section Officers. Any changes throughout the year must be forwarded to the Department of Junior Fellow Services as soon as possible.

Meeting Attendance

The Junior Fellow District Chair is a voting member of the Junior Fellow College Advisory Council (JFCAC) and the Junior Fellow District Advisory Council. He/she shall attend the JFCAC interim meeting in January, the JFCAC meeting at the Annual Clinical Meeting in May, in addition to their Junior Fellow District meetings. The Junior Fellow District Chair also attends the JFCAC Executive Board meeting, which is held in August. Attendance at the JFCAC meetings is funded by ACOG National and the District.

District Meeting

It is the responsibility of the Junior Fellow District Chair to work with the Fellow District Chair and the General Program Chair to coordinate Junior Fellow activities at the fall Annual District Meeting. In an effort to stimulate activity at the District level, special Junior Fellow activities should be organized, for example:

  • Junior Fellow luncheon/business meeting
  • Junior Fellow District Advisory Council Meeting (to include the Junior     Fellow Section Officers)
  • “Stump the Professors” session or ”Trivia Challenge”
  • Special interest programs i.e. professional liability issues/practice management

If the JFDAC meeting does not occur at the fall Annual District Meeting, a separate Junior Fellow meeting should be arranged.

Reports

The Junior Fellow District Chair shall be responsible for submitting a written report regarding the District activities for the two Junior Fellow College Advisory Council meetings held each year.

The Junior Fellow District Chair shall be responsible for submitting a report for the JFDAC interim and annual meetings, and for the Fellow District Advisory Council (DAC) interim and annual meetings. Your reports to the JFDAC and Fellow DAC should include information from the JFCAC meetings and business pertaining to the Junior Fellows in your District.

It is the responsibility of the Junior Fellow District Chair to inform the Junior Fellows in your District of pertinent information. Articles in the District newsletter (written by the Junior Fellow District Chair) and blast emails can effectively accomplish this.

Budget

Before January 1st of each year, the Junior Fellow District Chair should contact the Fellow Treasurer to discuss a budget for the Junior Fellows of your District.

Committee on Nominations

The Chair of this committee shall be the most recent available Junior Fellow Past Chair. Please refer to the Junior Fellow District Policies & Procedures, Article V, District Officers: Nominations, Election and Duties; Section 2 – Nomination and Election, for further information.

Election of District Officers

The Junior Fellow officers of the District shall consist of a Chair, Vice Chair, and Secretary-Treasurer. Only Junior Fellow members having and maintaining their official address within the District’s geographic confines shall hold District offices.

** See election process in this section.  

Junior Fellow District Vice Chair

OBJECTIVES

  • To observe and assist the Junior Fellow District Chair and become familiar with the duties of the office of District Chair.  The Junior Fellow District Vice Chair serves for a term of one year, and at the time of the fall Annual District Meeting, the Vice Chair automatically becomes Junior Fellow District Chair.
  • To assist and cooperate with the Junior Fellow District Chair regarding District activities, meeting planning, and recruitment.
  • To identify Junior Fellow concerns within your District and communicate these to your Junior Fellow District Chair.
  • To assist the Junior Fellow District Chair in facilitating and overseeing the annual transition of District and Section Officers to their new positions

DUTIES

** Send the Junior Fellow District Chair copies of all your correspondence.

Meeting Attendance

The Junior Fellow District Vice Chair is a voting member of the Junior Fellow College Advisory Council (JFCAC) and the Junior Fellow District Advisory Council. He/she shall attend the JFCAC interim meeting in January and the JFCAC meeting at the Annual Clinical Meeting in May, in addition to their Junior Fellow District meetings. The Junior Fellow District Vice Chair attends the two JFCAC meetings at the expense of the District. In the event of the District Chair's absence from these meetings, the District Vice Chair will represent the District.

Election of Officers

The Vice Chair shall assist and cooperate with the Chair.

When, for any reason, the District Chair is unable to serve in his/her capacity as District Chair, the District Vice Chair shall replace him/her to complete the remaining term of office.  When, for any reason, the District Vice Chair is unable to perform his/her duties, the Junior Fellow District Advisory Council will appoint a Junior Fellow as District Vice Chair to complete the remaining term of office as Vice Chair and subsequently serve as Chair and Immediate Past Chair.

District Officer Rosters

It is the responsibility of the Vice Chair to notify in writing (immediately following your fall District meeting), the Department of Junior Fellow Services of all names, addresses, and telephone numbers of your Junior Fellow District and Section Officers. Any changes throughout the year must be forwarded to the Department of Junior Fellow Services as soon as possible.

Junior Fellow District Secretary/Treasurer

The Secretary-Treasurer is a member of the Junior Fellow District Advisory Council. This is a one-year position; however one may run for a second term. The responsibilities are listed below. However, the Junior Fellow District Chair may delegate additional duties to the Secretary-Treasurer.

DUTIES

Minutes

The most important responsibility is to record the minutes of meetings, from the first meeting after election up to and including the annual JFDAC meeting after which a new Secretary-Treasurer takes office.

Minutes of each meeting are to be provided to the Junior Fellow District Chair for his/her review. After the Junior Fellow District Chair approves the minutes, it is the responsibility of the Junior Fellow Secretary-Treasurer to distribute the minutes to all members of the Junior Fellow District Advisory Council and the Fellow District Officers for their review and approval.  (Mailing labels are available in the Department of Junior Fellow Services). A copy of these minutes must be sent to the Department of Junior Fellow Services, ACOG, for your District files.

See "Guidelines for Keeping Proper Minutes at Junior Fellow Meetings" and the "Sample Minutes" attached.

Finance

The District Secretary-Treasurer shall prepare the District’s Junior Fellow budget in consultation with the Junior Fellow District Chair and the Fellow District Treasurer.  The written budget report shall be submitted to the Junior Fellow District Advisory Council.  This officer should also be fully aware of the various funds allotted to the District and sections for Junior Fellow activities and reimbursement for meeting attendance.  A budget should be prepared by January 1st of each year.

Meeting Attendance

This officer should discuss with the Junior Fellow District Chair the meetings he/she must attend either by virtue of the office or by invitation. The Junior Fellow District Chair and the Fellow District Chair or Fellow Treasurer should clarify the funding available for meeting attendance.

Records

Maintenance of records of District activities is the responsibility of the Secretary-Treasurer. He/she should establish a record keeping system including a historical file that will permit quick retrieval of District records.  These records should be passed on to the successor of this office at the time of his/her election and/or copies sent to the Department of Junior Fellow Services for the District files.

JUNIOR FELLOW Section Officers

Each Section Chair and Vice Chair should be informed as to the purposes and policies of the College. In addition, the Section Chair shall act to promote association and cooperation among the Fellows and Junior Fellows in the Section. He/she shall assist and initiate activities in the Section in furtherance of the aims and purposes of the College.

OBJECTIVES

  • To communicate with your Junior Fellow District Chair, the Fellow Section Chair, and the Junior Fellow Section Vice Chair regarding all Junior Fellow Section activities, including budget provisions and meeting attendance.
  • To identify problems in the Section that should be brought to the attention of the Junior Fellow District Chair and the JFDAC.
  • To hold annual elections for Section Vice Chair (Chair-Elect) and to communicate with and assist him/her by sending copies of all correspondence
  • To organize a Junior Fellow Section activity at least annually.

DUTIES

Meeting Attendance

The Section Chair and Vice Chair will serve as members of the Junior Fellow District Advisory Council and should attend interim and annual Junior Fellow District Advisory Council meetings, Fellow meetings if invited, and Section meetings.

Reports

The Junior Fellow Section Chair must submit a written report detailing the Section activities to the Junior Fellow District Chair for the interim and annual JFDAC meetings.

Election of Section Officers

Every year, each Section shall elect a Section Vice Chair.  Each Section Chair shall appoint a Section nominating committee consisting of the Chair, at least one other Junior Fellow from the Section and the Junior Fellow District Advisor (ex officio), at least four months prior to the annual meeting of the District.

a.       This nominating committee shall propose a candidate or candidates, for the office of Section Vice Chair.

b.       Each Section Vice Chair shall be elected by the members of the Section. The newly elected officer shall assume office at the end of the District meeting following his/her election.

c.       Each Section Vice Chair’s commitment shall be two consecutive years, one as Vice Chair and one as Chair.

See the Junior Fellow Policies and Procedures at the end of this section - Election of Officers.

Section Activities

Organize a Junior Fellow Section activity, project, or meeting utilizing "Ideas for Section Meetings" and "Points to Consider When Planning a District or Section Meeting" on the Junior Fellow page of the ACOG website. Assistance may be obtained by contacting your Junior Fellow District Chair or ACOG's Department of Junior Fellow Services. You should also contact your Fellow District Treasurer to inquire about funding available for Section meetings.

ACOG Section Officer Transition Checklist

Responsibilities of ACOG Section Officer

1)     Attend Junior Fellow District Advisory Council (JFDAC) meetings twice yearly: a spring JFDAC interim meeting, and a fall JFDAC annual meeting. These meetings may be held in conjunction with the ACOG Annual Clinical Meeting in the spring, and/or the Annual District Meetings in the fall.

2)     Establish and maintain a list of residency program Key Contacts within your Section.  The Section Chair distributes a newsletter after each JFDAC meeting to the Key Contacts.

3)     Organize a Junior Fellow Section project annually to provide an opportunity for Junior Fellows within your Section to meet and exchange ideas.  A Junior Fellow Luncheon in conjunction with a resident research symposium, or a dinner meeting with a speaker are common formats.

4)     Establish a contact for each medical student OB/GYN interest group within your Section and organize activities with the medical students. If a medical school within your Section does not have an interest group, contact Colleen Flood at cflood@acog.org for information on starting an interest group.

5)     Organize Section Elections.  Send information to the Key Contacts and recruit residents interested in getting involved with ACOG.  Section elections typically occur during August, and the newly-elected Vice Chairs assume office at the end of the fall Annual District Meeting. It is important to emphasize that his position is a two-year commitment; please encourage Junior Fellows to run for these positions if they will be in the Section for the duration of the position.

Timeline

June - July: Call for nominations for Junior Fellow Section Vice Chair; submission deadlines for Richardson Prize paper candidates.

August: Section Vice Chair elections occur

Sept – Nov: JFDAC Annual Meeting and Annual District Meetings occur; Section Chair Reports required. Newly-elected Vice Chairs assume office following the Annual District Meeting.

November- January: Submission deadlines for Shingo Exchange candidates, Stump the Professors, Essay Contest submissions, ACOG Future Leaders, Congressional Leadership Conference, UNC Leadership Institute

March - April: Interim JFDAC meetings may occur; Section Chair Report required for JFDAC interim meeting. Congressional Leadership Conference occurs, Wyeth Resident Reporter deadline, Shingo Exchange occurs.

May: ACOG Annual Clinical Meeting, some interim JFDAC meetings occur at the ACM.

Contacts

Current Section Key Contacts: Names/phone/email

Past Section JF Chair: Name/phone/email

Current Fellow Section Chair and Vice Chair: Names/phone/email

Current Junior Fellow District Chair, Vice Chair, Past Chair: Names/phone/email

District Project Manager at ACOG:

Contact:

Christine Himes
Manager
chimes@acog.org 

Wanda Proctor
Project Coordinator
wproctor@acog.org

For information about membership, please contact:
ACOG Membership Department
(202) 863-2404
membership@acog.org