Establishing a Local or Student Chapter

Students and members of the American Association of Public Health Dentistry can form local chapters. The Association encourages local chapters as a means of advancing its mission, increasing membership, and preparing individuals for leadership roles on the national level. The following guide provides information on the process of forming chapters.

Why Go Local?

The American Association of Public Health Dentistry is an effective national organization that delivers a range of benefits to members. Many things can be accomplished on a local level much more effectively. Local chapters serve as a venue for members to get together, exchange views, and attend continuing education courses and social activities. Local chapters can regularly interact in a local community to provide programs or activities that directly impact oral health. And, most importantly, a local organization is aware of and sensitive to the needs that are unique to every community. For these reasons, the creation of a local chapter would make sense and provide value to oral health professionals.

What You Need To Get Started

Starting a chapter is not a difficult process, but it is a process that requires commitment. It requires oral health professionals who agree with the AAPHD's mission and wish to take a proactive role in accomplishing the mission Without this commitment an effective chapter cannot exist.

Next Steps

  1. CONTACT THE NATIONAL OFFICE. Individuals interested in starting a new Student Chapter need to fill out the New Chapter Letter of Intent Form and contact the AAPHD National Office.

  2. SECURE A FACULTY ADVISOR.  Student Chapters must identify a Faculty Advisor who is an AAPHD professional member and is willing to serve in this capacity. Faculty Advisors must be current members in good standing or must complete an online membership application. A Faculty Advisor Intention Form must be completed and submitted with the new chapter application.

  3. RECRUIT FOUNDING MEMBERS. Organizers recruit a minimum of six members (can include its officers), and hold a meeting to vote for officers: President, Vice President, Secretary, and Treasurer. It is recommended that founding members and/or officers include a mixture of; D1, D2, D3, D4, and/or Dental Residents for the continuity of the chapter.

  4. SUBMIT A FORMAL APPLICATION PACKET.  A formal Letter of Intent,  New Chapter Application, Faculty Intention Form, and Roster of Founding Members must be submitted via email to the AAPHD National Office. 

  5. INITIAL REVIEW PERIOD. The National Office forwards the New Chapter Application and the Faculty Advisor Form to the Executive Director within 3 working days of receipt to place on the agenda for the next Board of Directors meeting for approval and recognition.

  6. APPROVAL. The National Office notifies the designated chapter contact of approval or about additional information needed and shares the chapter Handbook for governance & guidance.

  7. ON CAMPUS RECOGNITION. The chapter applies for recognition as an official Student Organization at the College or University (if applicable).

  8. CHAPTER CHARTERING DOCUMENTS. Once approved, the chapter approves the Chapter By-Laws and submits a copy to the national office.

  9. FINAL RECOGNITION STEP. Chapter then submits a copy of the final chapter Bylaws to the National Office to complete the recognition process.

  10. The National Office shares the AAPHD and AAPHD Chapter logos for use by the chapter.

What To Do, Once You Are Started

  1. Hold an organizing and recruiting meeting. Hold this in the evening at someone's house or office or a location on campus.  Serve refreshments. Invite everyone who may be interested. Include current members of the AAPHD and potential members. At the meeting be prepared to:
    • Sign up new members to both the local chapter and the national association.
    • Discuss the organization's mission and goals.
    • What do you want to accomplish in the first year?
    • Disseminate a schedule of events, or to at least receive suggestions.
    • Recruit members for committees and specific activities.
    • Most importantly: Generate enthusiasm for the new local chapter.
  2. Open your bank account. Student chapters will need to become recognized as a student organization by their college or university. Then a bank account may be set up through the school. If that is not an option, AAPHD staff will walk you through the process under the Association's policies.
  3. Set up a system for record-keeping and accounting.
-At a minimum, you will need to track:
-Member contact information
-Dues received and owed
-Expenses

4. Designate a location (s) for your meetings. The location will depend upon the type of meetings you will be holding. Generally locations are easy to arrange, such as small meeting rooms at hotels or banquet rooms at a restaurant. For student chapters you may find locations within the University to hold meetings. These facilities are eager to host and cater professional meetings. Locations can include:
 
-Officer's meetings: Restaurant, dental office, officer's house, library.
-Educational meetings: Hotel, library.
-Board meetings: Dental office or officer's home.
-University facility
-Publish a schedule of events. Be sure to contact local oral health associations to place announcements in their journals or newsletters.
 

Activities

The chapter exists to do things. The chapter must have a mix of activities and a structure to its activities. This will entice membership as people may join for different reasons and it will bestow the professional creditability appropriate to a chapter of the American Association of Public Health Dentistry. Current chapters engage in the following activities:

  1. Continuing Education. The chapter may provide CE classes using the National Association's CE number. Contact the national AAPHD office for requirements and restrictions. Generally, it is not difficult to find speakers and programs for a professional group. Dental specialists, financial experts and vendors are usually willing to provide presentations. Depending upon the venue, it is appropriate to charge a fee above and beyond membership dues for a continuing education session, especially if dinner is provided.
  2. Community Events. AAPHD local chapters may participate or organize:
    • Health Fairs
    • Free Clinics
    • Mentoring
  3. Social Events can encourage professional networking and provide organizational cohesiveness.
  4. Advocacy. The AAPHD national office will provide information and updates on issues the Association is working on.
  5. Organize job referral services.

Forms, Documents & Supplies

Any organization requires paper to function. Be prepared to develop or acquire the following forms.

  1. Membership application
  2. Receipt books
  3. Flyers for events
  4. Newsletters or informational mailings
  5. Schedules of events
  6. Renewal notices
  7. Banner

Conclusion

Don't worry about doing everything right away. Organizations grow and develop. The important thing is to start. The American Association of Public Health Dentistry Membership Committee stands ready to assist any members in starting a local chapter. The AAPHD can connect members and facilitate the many tasks required.

 

 

Special Thanks to the Student Chapter Sponsor: