Policy & Procedures Manual

SNMA GOVERNING DOCUMENTS LAST UPDATED: APRIL 2026 BY THE HOUSE OF DELEGATES

STUDENT NATIONAL MEDICAL ASSOCIATION Governing Documents

Table of Contents 1. GOVERNANCE

1.1.Constitution 2. BYLAWS AND POLICIES

2.1. Membership 2.1 Appendix: A. SNMA Member and Event Code of Conduct Policy B. Procedural Review for Member Discrimination Concerns 2.2.House of Delegates (HOD) 2.3.Board of Directors (BOD) 2.4.Executive Committee 2.5. Officers 2.5 Appendix: A. Conflict of Interest Policy a. Conflict of Interest Statement b. Conflict of Interest Affirmation and Disclosure B. Code of Conduct Policy a. Conduct Policy Procedures C. National Officer Policy on Academic Standing a. National Officer Academic Self-Review Form D. Board Governance Standards and Culture Commitment E. National Leadership Performance Review and Improvement Policy a. PIP Template 2.6.National Committees 2.7.Strategic Planning Council 2.8. Chapters 2.8 Appendix: A. Chapter Charter Form B. Regional Certification 2.9. Regions 2.10. Guiding Policies 2.10.1 Executive Agenda (2026-2027) 2.10.2 Corporate Agenda (2026-2027) 2.10.3 Strategic Plan (2024-2029) 2.10.4 Elections Policy 2.10.5 Public Relations Policy 2.10.6 Amendment and Approval Policy 2.10.6 Appendix: A. Digital Amendment Form B. Print Amendment Form 2.10.7 Executive Session Policy

3 PROGRAMMATIC STRUCTURE AND PROCEDURES 3.1 Academic Affairs 3.2 Annual Medical Education Conference

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3.3 The Annual Dr. Wilbert C. Jordan Research Forum 3.3 Appendix: A. WCJRF Application 3.4 David E. Stacher, MD PhD Research Fellowship 3.5 External Affairs with External Policies and Organizations 3.6 Survey Request Policy 3.6 Appendix: A. Survey Request Application Form B. Fee Waiver Request Form 3.7 Health Policy and Legislative Affairs 3.8 Global Health Experiences Model Policy 3.9 Publications 4 FINANCIAL MANAGEMENT 4.1 Financial Management 4.1 Appendix: A. Quarterly Financial Statement B. Bank Account Forms C. Expense Authorization Form D. Travel Reimbursement Request E. Non-Travel Reimbursement Request 5 HELPFUL LINKS & DOCUMENTS

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GOVERNANCE: CONSTITUTION

STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

Constitution As amended by the 2023 House of Delegates ARTICLE I Name The name of this organization shall be the Student National Medical Association. ARTICLE II Purpose The purposes of the Student National Medical Association are: 1. To create an atmosphere wherein professional excellence and moral principles can find fullest expression; 2. To promote the dissemination of information relative to minority issues in the field of medical education; 3. To take necessary and proper steps to eradicate practices in the field of health profession education that compromise the goal of providing a quality education to minorities and women; 4. To promote the development of workable programs for the implementation of better urban and rural health care; 5. To provide national leadership in the promulgation of legislative policies for the provision of enhanced access to better health care; 6. To promote the sponsorship of programs for minority youth to encourage their entrance into the health professions; 7. To promote increases in the levels of minority student recruitment, admissions, and retention in schools training health professionals. 8. To encourage and promote the development of minority faculty in order to increase the presence of minority mentors and biomedical researchers in academic health centers. Mission The Student National Medical Association (SNMA) is committed to supporting current and future underrepresented minority medical students, addressing the needs of underserved communities, and increasing the number of clinically excellent, culturally competent and socially conscious physicians.

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Vision The SNMA commits to the empowerment of its members to take proactive steps to address minority health issues through advocacy and community service. As such, SNMA works to promote the professional development of its members, so that they may have the potential for being the underrepresented minority (URM) health leaders of tomorrow. SNMA commits to providing URM pre-health students with knowledge, skills and experiences that are both pre-requisite and concomitant to professional participation in the health care industry. SNMA commits to actively engaging in health advocacy to address inequities in medical education; racial/ethnic health disparities; and injustices in U.S. domestic and foreign health policy. SNMA will work to ensure equity in health care, serve as community health advocates, succeed as leaders in academic medicine, and direct health policy change. We encourage our membership to embody the ideals of the organization while maintaining leadership roles within SNMA; other professional organizations; and minority and underserved communities. We continue to advance the culturally competent URM medical student and future physician to achieve equal opportunity and health care for all. ARTICLE III Relation to Other Organizations Section 1. Relation to the National Medical Association Realizing that the Student National Medical Association (SNMA) will, in all probability, be the National Medical Association (NMA) of tomorrow, the SNMA: A. Establishes equitable affiliation through its Board of Directors with the NMA; B. Recognizes informed counsel from, to and/or with the NMA while maintaining internal integrity to deliberate that counsel; C. Allows official SNMA representation on the Board of Directors, and all other positions open in the NMA where this participation: (1) does not endanger the integrity of SNMA and (2) facilitates the proper delivery of health care, the education of health professionals, the status of health as these items relate to minorities and other medically underserved groups.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

D. Establishes an Official Delegate to the NMA House of Delegates subject to certifying credentials to be issued by the appropriate Official(s) of the National Medical Association. Said Delegate shall: i. Represent official positions of the SNMA within the NMA House of Delegates; ii. Be appointed by the President of the SNMA; iii. Provide a report to the President within thirty (30) days of the close of the NMA's House of Delegates; and iv. Be restricted to a two-year term as Official Delegate. Section 2. The SNMA reserves the following rights: A. The right of self-government; B. The right to shape and/or reshape the aims, objectives and priorities of the SNMA; C. The right to define, publish and influence the spirit and direction of medicine consistent with its purpose and objectives; and D. All other rights not mentioned or prohibited above. ARTICLE IV Membership Section 1. The Members of the SNMA shall be Active, Associate, Supporting Physician/Patron, Honorary, and Organizational/Institutional, lifetime, and emeritus. Section 2. Active Membership shall be granted, upon payment of prescribed Dues, to any medical student (any student matriculating at a medical school in ultimate pursuit of an M.D. or D.O.), resident, or fellow who recognizes the need for existence of the SNMA, and who believes in the ideas, aims and purposes upon which it was founded. Resident physicians and Fellows may remain eligible for Active Membership if the prescribed Dues were paid while still enrolled in medical school. (HOD 2026) Section 3. Associate Membership shall be defined as: A. Any pre-medical student (any student matriculating at an undergraduate institution or a post baccalaureate program who is enrolled in a pre-health professions curriculum). B. Any undergraduate or graduate allied health student, health professions student or anyone who is interested in the mission and understands the purpose of the SNMA who does not fit into any other membership category of Article IV of the SNMA Constitution. i. Such membership shall be granted, upon payment of prescribed Dues, to any student belonging to the aforementioned categories who recognizes the need for existence of the SNMA, and who believes in the ideas, aims

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

and purposes upon which it was founded. Section 4. Honorary Membership shall be granted to persons having made notable and outstanding contributions to enhance the purpose and objectives of SNMA, upon recommendation of the Board of Directors or the House of Delegates at the Annual Medical Education Conference. Section 5. Any organization/institution which chooses to enhance the purposes and objectives of the SNMA through the payment of Dues shall be granted Organizational/Institutional Membership. Membership in this category shall be elected by the House of Delegates or the Board of Directors. Section 6. Supporting Physician Membership shall be granted, upon payment of prescribed Dues, to any individual holding a doctorate in allopathic or osteopathic medicine who recognizes the need for the existence of the SNMA and who believes in the ideas, aims and purposes upon which it was founded. Patron Membership shall be granted, upon payment of prescribed Dues, to any professional or other individual who recognizes the need for the existence of the SNMA and who believes in the ideas, aims and purposes upon which it was founded. Section 7. Any corporation which chooses to enhance the purposes and objectives of the SNMA through the payment of Dues shall be granted Corporate Membership. Membership in this category shall be elected by the Board of Directors or the Executive Committee. Section 8. The honor of “emeritus” shall be awarded to distinguished past members of the National Board of Directors who, in the opinion of the House of Delegates or the Board of Directors, have made outstanding and notable contributions to the Student National Medical Association. These individuals should have exhibited exemplary service to the organization in their position and embody and promote the ideals and mission of the Student National Medical Association. Section 9. Lifetime Membership shall be granted, upon payment of prescribed dues to any medical student, resident, or fellow who recognizes the need for the existence of the Student National Medical Association, and who believes in the ideas, aims and purposes upon which it was founded. ARTICLE V Governance Section 1. This Constitution is the supreme governing document of the SNMA. All members, chapters, regions, and staff shall be governed by this document. No policy or activity of any SNMA member, committee, chapter, region, or of the BOD shall conflict

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

with the articles of this Constitution.

Section 2. All chapters and regions shall adopt self-governing constitutions which shall not conflict with that of the national organization. All chapter and regional constitutions and policies are subject to review by the SNMA BOD. ARTICLE VI Organization Section 1. House of Delegates A. The House of Delegates shall reflect the Active Members of each SNMA Chapter in proportion to the number of each chapter’s Active Members. B. The House of Delegates shall transact the business of the SNMA not otherwise specifically provided for in the Constitution and Bylaws and it shall elect the Executive Officers except the Chairperson of the Board of Directors, the National Treasurer and the National Secretary to be elected by the Board of Directors. C. The House of Delegates shall receive and have the power to act upon the various reports and recommendations of the Board of Directors, Committees and Officials of the SNMA. D. The House of Delegates shall have the power to rescind any policy of the Board of Directors upon a two-thirds (2/3) vote of the present voting delegates. E. The House of Delegates shall have the power to rescind any action of the Board of Directors and Executive Committee upon approval of two-thirds (2/3) of the present voting delegates. F. A quorum of the HOD shall consist of two-thirds (2/3) of the present voting delegates. Section 2. Board of Directors Board of Directors (BOD) shall serve as the supreme judicial and policy-making body of the SNMA during those times at which the HOD is not in session. A. The Board of Directors shall be comprised of the following: i. Voting Members a. The Regional Board Member (Regional Director) of each region b. The nationally elected President c. The nationally elected Vice-President d. The Premedical Board Member e. Up to four (4) Professional Board Members ii. Nonvoting Members a. President-Elect b. Executive Director c. Immediate-Past Chairperson and Immediate-Past President, serving immediately following his/her expired term

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

d. Chairpersons of National Committee e. The Chairperson of the Board of Directors f. Treasurer g. Secretary h. Parliamentarian B. A quorum of the BOD shall consist of the National President (or his/her duly appointed representative), the Chairperson of the BOD (or his/her duly appointed representative), and a simple majority of the voting Active Members of the BOD. C. In the event of a tie in voting, the Chairperson of the BOD shall make the deciding vote. Section 3. Executive Committee Executive Committee (EC) shall be empowered to oversee the daily business operations of the SNMA, including supervision and management of the National Headquarters staff and other personnel. All decisions of the Executive Committee shall be subject to approval by the BOD and/or the HOD. A. The Executive Committee shall be comprised of the following Members of the Board of Directors: i. Voting Members a. The President b. The Vice-President c. A Professional Board Member d. A Regional Director e. Premedical Board Member ii. Non-voting Members a. The Chairperson (he/she may vote to create or break a tie in the voting) b. The President-Elect c. The Treasurer d. Executive Director iii. The Treasurer and the President-Elect may vote by proxy for one of the other Members of the Executive Committee. B. The selection of the Professional Board Member and Regional Director to serve as Members of the Executive Committee shall be by simple majority vote of the Board of Directors. These Representatives to the Executive Committee shall represent the concerns of the other Professional Board Members and Regional Directors, respectively. C. The Executive Committee shall have the authority and responsibility to delegate certain responsibilities to the Executive Director and National Headquarters Staff, as appropriate, for the successful conduct of organizational affairs but not in conflict with this Constitution. D. A quorum of the Executive Committee shall consist of three (3) Voting Members.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

Section 4. Strategic Planning Council Strategic Planning Council (SPC) shall be responsible for the strategic planning and the continuity and accountability of the leadership of the SNMA. The SPC shall present an annual report to the HOD which shall outline the completion of short-term goals by the outgoing BOD and officers and any progress made towards completing long-term goals. Section 5. Regions A. Region I shall be: Alaska, Arizona, California, Hawaii, Idaho, Montana, Nevada, Oregon, Utah, Washington B. Region II shall be: Illinois, Iowa, Kansas, Minnesota, Missouri, Nebraska, North Dakota, South Dakota, Wisconsin, Wyoming. C. Region III shall be: Arkansas, Colorado, Louisiana, Mississippi, New Mexico, Oklahoma, Texas. D. Region IV shall be: Alabama, Florida, Georgia, North Carolina, South Carolina and the Caribbean. E. Region V shall be: Indiana, Michigan, Ohio. F. Region VI shall be: District of Columbia, Maryland, Virginia. G. Region VII shall be: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont. H. Region VIII shall be: Delaware, Pennsylvania, West Virginia. I. Region IX shall be: New Jersey, New York. J. Region X shall be: Kentucky, Tennessee. ARTICLE VII Chapters Section 1. SNMA Chapters may be granted charter at any allopathic or osteopathic accredited medical school campus at which there are at least two Medical Student or Lifetime members enrolled, upon approval by the House of Delegates. (2026 HOD) A. There shall be only one SNMA Chapter per medical school campus. B. All officers and members of SNMA Chapters shall be national dues-paying members of the SNMA. C. Each SNMA Chapter shall be represented in the House of Delegates by a number of delegates in proportion to the number of the said chapter’s Active Members. D. Each SNMA Chapter shall submit all proper and required documentation to secure the said Chapter’s specified number of delegates at least four (4) weeks prior to the annual meeting of the House of Delegates.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

Section 2. Minority Association of Premedical Students (MAPS) chapters may be granted charter at any post-secondary institution or program at which there are at least two Associate members enrolled, upon approval by the House of Delegates. A. There shall be only one (1) MAPS Chapter per institution or program. B. All officers and members of MAPS Chapters shall be national dues-paying Associate members of the SNMA. C. MAPS Chapters, upon proscribed annual registration, shall receive one vote each in the election of the Premedical Board Member. ARTICLE VIII Meetings A. There shall be an Annual Medical Education Conference (AMEC). B. There shall be an annual convening of the House of Delegates, taking place at the Annual Medical Education Conference. C. There shall be an annual Regional Conference in each of the regions of the SNMA. D. There shall be quarterly meetings of the Board of Directors. E. There shall be quarterly meetings of the Strategic Planning Council. (2026 HOD) F. There shall be regular meetings of the Executive Committee, at least once a month. ARTICLE IX Officers Section 1. The BOD shall, during their last regularly scheduled business meeting, (i.e. the third quarter meeting preceding the Annual Medical Education Conference), elect a Chairperson of the BOD; the procedure for said election to be at the option of the Members of the BOD. A. To be eligible for the Office of Chairperson of the BOD a candidate must: i. Have served a year as a member of the BOD prior to installation as Chairperson of the BOD; ii. Be an Active Medical Student Member. B. In the event that a Regional Director is elected Chairperson before completing his/her term, he/she shall be relieved of all regional duties. i. The affected region shall select a replacement who shall carry out the duties and powers granted by the vacated position. C. Prior to installation as the Chairperson of the BOD, the elected officer shall complete a formalized transition process, the components of which shall be determined by the Members of the BOD.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

i. ii.

Submit a letter of intent prior to the Annual Medical Education Conference; Present a platform to an open session of the House of Delegates.

Section 2. President-Elect, President, Vice President and Premedical Board Member A. Only Active Medical Student Members of SNMA are eligible for the Offices of President-Elect, President and Vice President. B. Active Medical Student Members and Associate Members are eligible for the Office of Premedical Board Member. C. The election of the President Elect, Vice-President and Premedical Board Member will be held at the Annual Medical Education Conference. i. Each candidate will present to the Board of Directors, each Region separately, and to the House of Delegates. D. The President-Elect shall assume the Office of President after having served in the former for one (1) term. E. Only Official Delegates at the Annual Medical Education Conference may vote for candidates for the respective positions, with the exception of the pre-medical board member, in which each MAPS chapter may carry one vote as stipulated by the MAPS by-laws. F. Voting must be by roll call, voice vote, or by secret ballot. G. Fifty percent (50%) plus one (1) vote will determine an election provided that two-thirds (2/3) of the House of Delegates are present. i. If no candidate receives fifty percent (50%) plus one (1) vote a runoff, for that position between the two (2) top candidates is required. H. Candidates must submit the proper credentials to the Elections Committee and present to the Board of Directors, each Region separately, and the House of Delegates. (2026 HOD) i. If less than four (4) candidate packets per office have been received by the deadline, other candidates' credentials will be accepted until the close of the first session of the House of Delegates.(2026 HOD) Section 3. Regional Directors A. Only Active Medical Student Members shall be eligible for the Office of Regional Director. B. The Regional Directors of the SNMA will be elected by their respective Regional constituents. i. New Regional Directors must be elected by the close of the last session of the House of Delegates at the Annual Medical Education Conference. C. The procedures to be followed in the election of the Director shall be determined by their respective Regional Bylaws. D. The Directors of Regions I, III, V, VII, and IX assume Office in odd-numbered years and the Directors of Regions II, IV, VI, VIII, and X assume Office in even-numbered years.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

E. Regional Directors must submit a Curriculum Vitae and Letter of Good Academic Standing from the Dean, Registrar, or other University Official within four (4) weeks after their election. F. Each Regional Director shall provide the National Headquarters with the names and addresses of all Regional Officers within four (4) weeks after their installation. Section 4. Professional Board Members A. Professional Board Members will be elected at the Annual Medical Education Conference. B. Procedure for selection will be as follows: i. Candidates may be submitted to the Board of Directors by any Member, Chapter, or Region of the SNMA. ii. Each candidate must submit to the Board of Directors: a. A complete Curriculum Vitae detailing biographical data, education, career milestones, community service activities, organizational memberships and/or citations; b. A descriptive account of his/her perceptions of SNMA and its goals and directions. iii. Efforts should be made to select Professional Board Members, including but not limited to physicians, with expertise in the following areas: health policy, legal affairs, medicine, and business/finance. iv. The Elections committee will review and compile formal recommendations to the Board of Directors. v. The candidates receiving recommendation by the Elections committee will present to the Board of Directors, each Region separately and to the House of Delegates. vi. Only Official Delegates at the Annual Medical Education Conference may vote for candidates for the respective positions. a. Each official delegate shall vote to fill up to the number of positions available. vii. Voting may be by roll call, by voice vote, or by secret ballot. viii. Fifty percent (50%) plus one (1) vote will determine an election provided that two-thirds (2/3) of the House of Delegates are present. ix. The Board of Directors and the House of Delegates reserves the right to remove Professional Board Member status from any individual. Section 5. Speaker of the HOD A. The Speaker of the House shall be elected at the Annual Medical Education Conference, by the House of Delegates, and shall serve as Chairperson of the House of Delegates during the Annual Medical Education Conference one year later. The Speaker of the House shall also serve as the Vice Chair of the Elections Committee and Chair of the HOD Subcommittee. (HOD 2022)

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

B. Candidates will submit the proper credentials to the Elections Committee, and present to the Board of Directors, each Region separately and the House of Delegates. C. In the event that a Speaker is not elected prior to the Annual Medical Education Conference, the Speaker shall be elected at the Opening Session of the Annual Medical Education Conference. D. Members of the Board of Directors shall not be eligible for the Office of Speaker of the House. E. If the elected Speaker cannot carry out his/her duties, for some reason, there will be a special election to be held at the next House of Delegates meeting. Section 6. Parliamentarian A. The Parliamentarian shall be elected at the Annual Medical Education Conference, by the House of Delegates, and shall serve as Parliamentarian throughout the following academic year as well as at the Annual Medical Education Conference one year later. B. The Parliamentarian shall also oversee the Constitution, Constitutional amendments adopted by the House of Delegates, and all proposed amendments during term of office. C. Candidates will submit the proper credentials to the Elections Committee, and present to the Board of Directors, each Region separately and the House of Delegates. D. In the event that a Parliamentarian is not elected prior to the Annual Medical Education Conference, the Parliamentarian shall be elected at the Opening Session of the Annual Medical Education Conference. E. If the Parliamentarian cannot carry out his/her duties, for some reason, there will be a special election to be held at the next meeting of the House of Delegates. F. The Parliamentarian will serve as the Alternate Speaker for the Speaker of the House in his/her absence as the need arises. Section 7. Terms of Office/Removal A. Members of the Executive Committee shall serve terms of Office of one (1) year's duration and shall not serve more than two (2) terms in the same position, unless the Professional Board Member position would otherwise go unfilled. B. Board of Directors: i. The Chairperson of the BOD shall serve a term of one year, with no more than two (2) terms in succession. ii. The President, Vice-President, President-Elect, and the Premedical Board Member shall serve terms of Office of one year's duration. iii. The Professional Board Members shall serve alternating terms of two (2) years' duration and shall not serve more than two (2) terms of Office in succession (provided no vacancy remains in any of the four [4] Professional Board Member positions).

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

iv.

The Regional Board Members shall serve terms of two (2) years' duration and shall not serve more than two (2) terms of Office in succession. Terms of Office begin at alternate times as prescribed in Article VIII, Section 2, Paragraph D. C. Removal of Members of the Board of Directors: i. Removal of nationally elected Officers prior to the end of their terms of Office shall be accomplished according to Article XI (Impeachment) of the Constitution. ii. Regional Directors are subject to removal from Office by and under the procedures established by Active Members of the SNMA within their respective Regions or by three-fourths (3/4) majority vote of the House of Delegates in the Annual Medical Education Conference. iii. Officers of the Board of Directors may be removed by ¾ majority vote of the voting members of the Board of Directors. (2026 HOD) D. The Chairpersons of National or Special Committees, or other appointees of the BOD, may be removed by their appointing Officer or by a simple majority vote of the Members of the BOD that are present at a BOD meeting. Section 8. Vacancies A. Any vacancy of office elected by the House of Delegates, excluding the Speaker of the House and Parliamentarian, shall be appointed by the National President. i. The selected individual will serve in an acting capacity once ratified by a two-thirds vote by the Board of Directors. B. The Chairperson of the BOD shall appoint any vacancy of office elected by the Board of Directors. i. The selected individual will serve in the appointed office once ratified by a two-thirds vote of the Board of Directors. C. Appointees must meet qualifications for office in question. D. Appropriate notice of nominee for office is to be given prior to the Board of Directors meeting in which they are to be ratified. E. Notice of appointment shall be distributed to all chapters within two weeks. ARTICLE X National and Special Committees Section 1. The SNMA shall have the following National Committees, namely: A. Academic Affairs B. Community Service C. Convention D. Diversity Research Committee E. Elections F. External Affairs

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

G. Finance H. Health Policy and Legislative Affairs I. Internal Affairs J. International Affairs Committee K. Membership L. Minority Association of Pre-Medical Students M. Osteopathic Schools N. Publications Section 2. All National Committee Chairpersons and subcommittee coordinators, excluding the Elections, Finance and MAPS committees, shall be appointed by the President-Elect (or the President if such appointments are made after the installation of the new officers) and ratified by the Board of Directors, after a formal presentation to the Board of Directors. Each newly appointed national committee chairperson will provide a rank list of committee members whenever possible. Section 3. The National Committees, excluding the Elections Committee, shall have such powers and responsibilities as designated by the President, subject to the approval of the Board of Directors, and/or the House of Delegates in the Annual Medical Education Conference. Section 4. The Elections Committee shall consist of the President-Elect, President, Vice-President, Speaker of the House, and Immediate-Past President. It shall be empowered to certify that all candidates' credentials are in order before the elections and to certify the results of national elections as delineated by the Constitution and Bylaws, subject to the approval of the House of Delegates and/or the Board of Directors. Section 5. The Elections Committee shall be responsible for announcing openings in HOD and BOD elected positions through communications, such as chapter mailings, newsletters, and the national website. The chair of the Elections Committee shall be responsible for obtaining and verifying the credentials of all candidates for National Headquarters. The vice chair of the Elections Committee shall work closely with the President-Elect to field elections questions, host elections-related events and maintain a just electoral process. (HOD 2022) Section 6. The Chair of the Elections Committee shall: A. Collect credentials for candidates running for Board-elected positions and forward them to the Chairperson of the Board of Directors upon receipt. Section 7. Special Committees may be created by the Board of Directors and/or the House of Delegates. The Chairpersons of such committees shall be appointed by the President in consultation with, and subject to the approval of, the Board of Directors and/or the House of Delegates.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

Section 8. All actions of Committees, National or Special, shall require review by the President, and approval by the Board of Directors, or the House of Delegates. Section 9. The National Treasurer shall serve as chairperson of the Finance Committee. The Premedical Board Member shall serve as Chairperson of the MAPS committee. ARTICLE XI Amendments A. Proposed amendments to this Constitution must be forwarded to the National Headquarters no later than two (2) weeks prior to the meeting of the BOD and at least eight (8) weeks prior to the annual meeting of the HOD. B. Within fourteen (14) days of consideration for endorsement by the BOD, the proposals shall then be forwarded to all Chapters. C. Before an amendment is presented to the HOD, it must be endorsed by the BOD, a Chapter or Region; a Chapter or Regional endorsement must be received by National Headquarters at least four (4) weeks prior to the annual meeting of the HOD. D. An amendment must receive approval of two-thirds (2/3) of the votes of the HOD. E. Amendments to this Constitution go into effect immediately upon their adoption. ARTICLE XII Impeachment Section 1. Failure to perform the duties of Office as prescribed in the Constitution and Bylaws or conduct detrimental to the good of the SNMA shall constitute grounds for impeachment. Section 2. Impeachment proceedings may be found in Section 5 of the Officers chapter of the Policies and Procedures Manual. (2026 HOD) ARTICLE XIII National Headquarters and Subsections Section 1. There shall be a National Headquarters. A. This headquarters shall be located in Washington, DC. B. National Headquarters (HQ) shall be comprised of the Executive Director and the staff members. (2026 HOD)

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

Section 2. Function of the National Headquarters A. Maintain official files and records of the SNMA's business activities. B. Coordination of the activities will be under the leadership of the Executive Director as delineated by the BOD and current Policies and Procedures Manual. (2026 HOD) Section 3. Staffing A. There shall be an Executive Director who may be an employee of the SNMA or a consultant to the SNMA. B. The National Headquarters shall be charged with the responsibility of insuring implementation of the SNMA's purpose and functions as outlined in Article II. C. The Executive Director shall be empowered to obtain a staff commensurate to his/her needs subject to the Board of Directors' approval of those needs. D. All contractual arrangements between the Executive Director and the SNMA shall be negotiated by the Board of Directors. ARTICLE XIV SNMA Publications Section 1. The Official Publications of the SNMA shall be a National Newsletter and the SNMA Journal. Section 2. The National Newsletter shall provide a vehicle: A. For reporting of current activities by Local Chapters and National activities; and B. To introduce the philosophy and programs of the SNMA. Section 3. The SNMA Journal shall provide a vehicle: A. For the interchange of ideas on medicine and other related aspects of health care and delivery; and B. To expound on the philosophy and programs of the SNMA; e.g., report progress. Section 4. The Editor of the National Newsletter shall be appointed by the National President subject to the approval of the Board of Directors and shall perform his/her duties subject to the review of the President and the approval of the Board of Directors.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

Section 5. The Editors shall be empowered to select his/her immediate staff and shall be provided with adequate funds to fulfill the responsibilities of this office, subject to approval by the Board of Directors. Section 6. The Editor of the Newsletter shall have the responsibility for publication of: A. All judicial proceeding pending before the Board of Directors; B. Notification of enrollment of new Chapters; and C. All other such matters as prescribed by the various Articles and Chapters of the SNMA Constitution and Bylaws. Section 7. The Editor of the SNMA Journal shall be appointed by the National President or be contracted out to an independent publisher who publishes: A. The proceedings of the Annual Medical Education Conference and reports thereto; B. All other notice of general interest to the Membership as may be deemed necessary by the Board of Directors; and C. All other such matters as prescribed by the various Articles and Chapters of the SNMA Constitution and Bylaws. ARTICLE XV Resolutions Section 1. Definition of a Resolution A resolution is the vehicle through which the House of Delegates or the Board of Directors establishes SNMA policies and regulations. Section 2. Proposed Resolutions A. Proposed resolutions may only be submitted by Active Members of SNMA. B. Proposed resolutions may be submitted at any time for consideration by the Board of Directors. C. To be considered by the House of Delegates: i. Proposed resolutions should be submitted to the National Headquarters at any time up to 15th of December prior to the Annual Medical Education Conference. a. Such proposed resolutions shall then be recorded and sent to all Members of the Board of Directors. b. Such proposals shall then be reviewed for consideration at the next meeting of the Board of Directors. 1. Within fifteen (15) days of consideration by the Board of Directors, the proposals shall then be forwarded to all Chapter Presidents.

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STUDENT NATIONAL MEDICAL ASSOCIATION Governing Document: Constitution

ii.

iii.

The House of Delegates reserves the right to consider emergency resolutions provided that such proposals are submitted at least sixty (60) days in advance of the Annual Medical Education Conference and are approved for consideration by a two-thirds (2/3) vote from a quorum of two-thirds (2/3) of the Registered Delegates. a. Such emergency resolutions must be sent to all Members of the Board of Directors and Chapter Presidents at least thirty (30) days in advance of the Annual Medical Education Conference. To vote on a resolution, a quorum of no less than two-thirds (2/3) of the Registered Delegates must be present. For adoption of a resolution, it must receive at least two-thirds (2/3) of the votes cast by the Voting Delegates.

Section 3. Policies and Procedures Manual A. The Board of Directors shall establish a Policies and Procedures Manual with explicit instruction for the performance of duties for all Members of the Board of Directors and all regular functions of the SNMA. B. No decision of the Executive Committee or Board of Directors shall contradict the Policies and Procedures Manual except through the formal Amendment process. C. The Policies and Procedures Manual shall be amended upon approval of twothirds (2/3) of the BOD. Section 4. Governing Rules For smooth operation of the organization, all items not accounted for in this Constitution shall be referred to Robert's Rules of Order. ARTICLE XVI Finances Section 1. Dues A. Each Active, Associate, and Patron member of the SNMA shall be assessed national annual dues in an amount reflecting the financial situation of the organization, to be determined by the HOD. B. The assessment, method of collection, and disposition of regional and local dues is at the discretion of the Regions and Chapters, respectively. Section 2. An operating budget shall be approved by the BOD by a simple majority vote. Section 3. The Treasurer, Chairperson of the BOD, and Executive Director shall have the authority to establish and close deposit accounts and to withdraw funds from such accounts within the constraints of the operating budget.

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Section 4. The SNMA shall make no general distribution of monetary or property assets to officers or members of the SNMA. All gains realized shall be devoted solely to the implementation of the mission, vision, and purpose of the organization ARTICLE XVII Limitations of Liability No officer or member of the SNMA shall have authority or power to obligate legally the SNMA without the express authorization of the BOD. No officer or member shall be personally liable to the creditors of the SNMA for indebtedness incurred through the SNMA; and any and all creditors shall address only the assets of the SNMA for payment. SNMA shall indemnify any officer of the SNMA for actions taken during performance of duties on behalf of the SNMA whenever said actions are in accordance with the mission, vision, and purpose of the SNMA as determined by the BOD. The SNMA shall not be responsible for indebtedness nor obligation of any Chapter or any member without express prior authorization by the BOD. Article XVIII Dissolution Recommendation for dissolution must be brought to the HOD by a two-thirds (2/3) vote of the BOD. The SNMA shall be dissolved by three-quarters (3/4) vote of the HOD provided quorum is met. Should the SNMA be dissolved, the property of the SNMA shall be distributed to such non-profit, tax exempt organization as may be selected by the membership. The assets of the SNMA shall in no event be distributed to any of its officers or members.

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BYLAWS & POLICIES

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Membership Categories A) Active Membership i. A medical student, resident, or fellow at a medical institution, who is certified by the National Headquarters, on the basis of the qualifications set forth in SNMA Constitution, shall become an Active Member of the SNMA upon: submission of prescribed application form to the National Headquarters; and receipt of prescribed National Dues by the National Headquarters. B) Associate Membership i. A pre-medical, allied health, or health professions student, who is certified by the SNMA National Headquarters on the basis of the qualifications set forth in SNMA Constitution, shall become an Associate Member of the SNMA upon submission of prescribed signed application form and receipt of prescribed national dues by the National Headquarters. ii. Any allied health or health professions student shall be affiliated with an Active Chapter of the SNMA C) Honorary Membership i. Individuals who have made notable and outstanding contributions to enhance the purpose and objectives of the SNMA may be elected to an Honorary Membership by the House of Delegates or the Board of Directors; recommendations may be made with justifications, in support of the nominations of their choice. Not more than two (2) persons shall be elected to Honorary Memberships at any one National Convention. D) Lifetime Membership i. A member who has been in good standing as a medical student, resident, or fellow, shall become a Lifetime Member of the Student National Medical Association upon: submission of a prescribed application from to the National Headquarters; approval of the said form by the Executive Committee; and receipt of prescribed Lifetime Membership Dues by the National Headquarters. E) Patron/Physician Membership F) Organizational/Institutional Rights of Membership [SNMA Bylaws] A) Active Members: i. May form a chapter hereby called the Student National Medical Association (SNMA) Chapter ii. Shall receive all pertinent SNMA membership benefits iii. May attend the open discussions of the House of Delegates iv. May take part in the discussions of the open sessions v. May hold national office

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vi.

May serve as Delegates to the National Convention, who have the right to attend closed and executive sessions and vote at all meetings of the House of Delegates. B) Associate Members: i. May form a chapter hereby called the Minority Association of Pre-medical Students (MAPS) Chapter ii. Shall receive all pertinent SNMA membership benefits iii. May attend open sessions of the House of Delegates and Board of Directors iv. Shall not vote in official National proceedings except for the election of Pre-medical Board Member as described in the SNMA Constitution v. Shall not hold National office except in the case of Pre-medical Board Member vi. Shall not vote in SNMA Chapter or Regional proceedings. vii. Should an Associate Member hold the position of Pre-medical Board Member, that member will vote as described in the SNMA Constitution (BOD March 11, 2023) C) Lifetime Members: i. Shall receive a Lifetime membership Certificate signed by the Chairperson of the Board of Directors ii. Shall receive a Lifetime membership pin iii. Shall receive all pertinent SNMA membership benefits iv. Shall be named in the SNMA Annual Report v. Shall be announced at the Board of Directors Banquet in the year that membership is obtained D) Patron/Physician i. Shall receive all pertinent SNMA membership benefits ii. May attend open sessions of the House of Delegates and Board of Directors iii. Shall not vote in official National proceedings iv. Shall not hold National office v. Shall not vote in SNMA Chapter or Regional proceedings. E) Organizational/Institutional Members i. The headquarters of said organization/institution or corporation shall receive a single copy of SNMA publications. The Member must pay for any additional copies of all publications requested other than one (1) complimentary copy. ii. The organization/institution may send a representative to the Annual Medical Education Conference, provided that the appropriate registration fee has been paid. iii. Upon invitation by the Board of Directors, any representative may observe open sessions of the House of Delegates. F) Emeritus Member Policy (BOD Sept 2006, replacing prior 2004 policy; BOD Amended April 2007)

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Section I. Attainment to the Emeritus Member Status The Emeritus status may be awarded by the House of Delegates (HOD) to distinguished past members of the Board of Directors (BOD). The Emeriti status may also be awarded by the BOD to distinguished past members of the BOD that served in offices not elected by the HOD. Motions to award the Emeritus status may only be entertained during BOD and HOD sessions during the Annual Medical Education Conference (AMEC). Following an official motion to award the Emeritus member status, discussion will take place in closed session, and voting will take place by secret ballot. The Emeritus status will be awarded by a 2/3rds vote of the respective body. Section II. Roles and Privileges The Emeritus status is the highest status bestowed upon an individual for past service on the SNMA Board of Directors. In bestowing such an honor upon an individual, the SNMA establishes the role of Emeriti and the standards by which Emeriti may maintain this distinction. Upon accepting such an honor, Emeriti commit themselves to fulfilling this role and meeting these standards. In recognition of Emeriti contributions to the SNMA, the SNMA may also grant privileges as deemed available and appropriate. The Emeritus status is bestowed based upon excellence in past service to the Board of Directors. Thus, the status of emeritus does not grant de facto appointment to future Board of Directors, House of Delegates nor other leadership bodies within the SNMA. 1. Emeritus members shall conduct themselves with the utmost integrity and decency. They shall uphold the Constitution and Bylaws of the SNMA, and promote the following values of the SNMA: a. Strong student leadership b. Academic excellence c. Professional integrity 2. Emeritus members shall have the right to participate in open session of the Board of Directors (BOD) and meetings of the Strategic Planning Council (SPC). Emeritus members shall be considered invited guests of all open sessions of the House of Delegates. (2026 HOD) a. As Emeritus members may serve as historical resources for the SNMA, they are often called upon for advice and counsel. As such, it is the expectation of the SNMA that Emeritus members keep abreast of the evolution of the most current policies, actions, and agendas of the organization when providing counsel and advice. b. Emeritus members who wish to be given notice of upcoming BOD and SPC meetings shall contact the national office

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annually, via verbal or written communication, prior to the first Board of Directors meeting following the AMEC. c. Emeritus members may be extended, but are not entitled to, privileges granted to members of the Board of Directors. This is at the discretion of the Chairperson of the Board of Directors. d. In accordance with the Constitution and Bylaws, Emeritus members may not attend closed sessions of the Board of Directors unless concurrently holding an elected or appointed position on the Board of Directors. 3. With the exception of the position of “Professional Board Member”, Emeritus members may not hold any local, regional, or national positions nor serve as members of the SNMA Board of Directors unless they are concurrently serving as an Active Member (dues paying medical student, resident, or fellow). 4. Emeritus members shall be formally recognized at all major events of the SNMA. This shall include, but will not be limited to, the opening session of the House of Delegates at the AMEC, the first quarter meeting of the BOD, the BOD banquet at the AMEC, and Regional Conferences. Emeriti who are present at the AMEC will always be invited to process at the BOD Banquet and President’s Luncheon. Special seating for Emeriti at the BOD Banquet will be determined by the Chairperson in either reserved seating or on the dais. Special seating for Emeriti at the President’s Luncheon will be determined by the President in either reserved seating or on the dais. Special seating for Emeriti at the Pre-medical Luncheon will be determined by the Premedical Board Member in either reserved seating or on the dais. a. At said events, Emeritus members shall alert the respective presiding member (MC, Speaker of the House of Delegates, regional director, etc) to their attendance before the opening of the event. The presiding member will then state an appropriate introduction: (e.g. “The Emeritus member status is the highest honor bestowed by the SNMA and is given to former Board members based on their exemplary service to the SNMA. Please join me as we recognize the following Emeritus members in attendance.”) The presiding member shall then read the name of all Emeritus members present. Emeritus members will be instructed to stand when their names are called. Section III. Policy Distribution The Chairperson of the Board of Directors shall distribute this policy to all Emeritus members upon acceptance and revision.

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Tenure of Membership A) Active Memberships shall be for four years commensurate with National Dues. Additional years of Active Membership following the initial four-year membership shall be for another four years, for two years, or on a yearly basis commensurate with National Dues. Active Membership shall continue so long as the individual Member is matriculated in a medical school program or institution. (2019HOD) i. Active Membership in the SNMA shall continue only so long as the individual is a Member in good standing of a Chapter, or in the event he/she is matriculating or serving in an internship or clerkship outside the jurisdiction of a Chapter, so long as he/she is certified to be in good standing by the Executive Committee. ii. Any Active Member or Associate Member who has failed to pay his/her Annual Dues for the current Membership year shall forfeit his/her Active Membership or Associate Membership in the SNMA after the expiration of a grace period to be specified by the Board of Directors. B) Associate Membership shall be for one or two years commensurate with National Dues. C) Patron/Physician, Organizational/Institutional, and Corporate Memberships shall be for one year commensurate with National Dues. D) Lifetime and Honorary Memberships shall continue indefinitely at the discretion of the House of Delegates. E) The title of “Emeritus” in the SNMA shall continue indefinitely, at the discretion of the House of Delegates or the Board of Directors. Dues A) Submission of Dues i. Annual Dues shall be paid by Members in amounts recommended by the Board of Directors and approved by the House of Delegates. ii. The Local Chapters are charged with the collection and forwarding of the National Dues for each of their Members to the National Headquarters who shall issue by direction of the Board of Directors current Membership Cards. Membership Dues shall include subscription to the SNMA Publications. iii. Honorary Members shall not pay Dues to the SNMA and shall not receive the SNMA Publications, except by personal subscription. iv. Emeritus Members shall pay dues annually, or may pay a lifetime membership fee, according the category of membership under which they fall, i.e., Active or Patron/Physician. The title is not an honorary membership. v. Lifetime Members shall pay dues one time only. The dues shall be determined by the Board of Directors and ratified by the House of Delegates. Lifetime membership dues shall be twenty (20) times the

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annual dues of the membership category under which the member currently falls or a donation in a greater amount. vi. The official date for payment of Dues is on or before November 15 th of each year. A late registration fee may be applied between November 15 th and January 1st, so that late-paying Members may obtain voting privileges at the Annual Medical Education Conference. a. All Dues received in the National Headquarters on or after July 1st will be considered Dues for the Membership year that begins November 15th. All Dues received before July 1st will be considered Dues for the current Membership year ending November 15th. B) Reinstatement i. Any former Active Member who has been dropped for nonpayment of Dues and who retains the qualifications for Active Membership shall be reinstated on payment of his/her Dues and assessments for the current year. Application and Recruitment A) SNMA supports recruitment of minority pre-medical student members to become involved in the SNMA in order to initiate and perpetuate the early commitment to the organization necessary to sustain the continued credibility and existence of the SNMA (1981HOD) B) National Headquarters annually shall mail out membership applications to every financial member individually on record from the current year, on or before September 1, 1989. Applications for seniors who have graduated should be mailed to their permanent address on file. BOD December 17-18, 1989 C) Categories included in the SNMA national application form should read as follows (in alphabetical order): EC November 2000 • American Indian/Alaskan Native • Asian/Pacific Islander • Black/African American • Hispanic/Latino (non-white) • White/Caucasian • Other (please specify) D) The national membership application shall include an option to pay by check and the information on how to submit the application to national headquarters. BOD January 21-23, 2005 E) The membership application shall not include a request for Social Security Number. BOD April 12-16, 2006 F) The national membership application shall include a separate category for National Medical Association (NMA) membership. SNMA would be responsible for collection of these dues and transferring collected revenue to the NMA.

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Likewise, the board approves the inclusion of contributions to the SNMA on NMA’s membership application. BOD December 17-18, 1989 Membership Benefits A) Every member of the Association shall be entitled to a copy of the Constitution once during every four years without charge. That beginning fiscal year 19911992 an organizational priority for funding the printing of our Constitution for membership distribution exists annually. This policy does not prevent the securing of outside funding for printing. Only changes would go out yearly to members who have copies. B) Each SNMA member will be provided a membership package consisting of educational materials geared to each grade level (an instructional video, guide to clinical skills, etc.) BOD June 20-22, 1997 C) Each MAPS member will be provided one copy of “So You Want to be a Doctor.” BOD June 1999. D) Any member, chapter president or regional director reporting a problem in receiving benefits submit such report in writing – listing the names of the individuals involved, the name of the chapter, and the date of payment. The National Office will respond in writing to such inquiries and copy the regional director. BOD December 19-20, 1987 E) SNMA shall recognize losses and other significant events in members’ lives. BOD June 18-19, 1988 F) SNMA will keep its membership up to date on current issues and developments regarding affirmative action and the elimination of programs in support of Affirmative Action (1997HOD) Membership List A) SNMA can sell selected portions of the SNMA membership list at the discretion of the Executive Director, at a rate to be determined by the finance committee (1997HOD) B) A list of all pre-registrants of National Convention will be distributed to exhibitors each year. BOD September 25-27 1992 Registration at Annual Medical Education Conference A) Only Members in good standing and the invited guests of the SNMA shall be permitted to register and to take active part in the meetings of the Annual Medical Education Conference. i. Attendees must be members of SNMA in some membership category, in all categories of registration, with exclusion of guests. BOD June 2001 B) A Member shall not be permitted to take part in any of the meetings of the Conference until he/she has completed his/her registration. i. Persons owing money to the SNMA may not attend the convention. EC January 17, 1989

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ii.

All registrants for the Annual Medical Education Conference must pay in advance or on site – no credit is allowed. EC January 17, 1989 iii. Each registrant must provide credit card (to the hotel) for incidentals. EC February 9, 1989 C) The SNMA refund procedure shall be clearly stated in the conference brochures, with a deadline of three weeks prior to the conference for honoring a possible refund. EC May 10, 1993 D) Members who are registered for the Conference may be assigned by the Membership Committee as Delegates or Alternate Delegates of their respective chapters during the House of Delegates proceedings. E) The registration of a Member who is also a prospective Delegate or Alternate Delegate of the House of Delegates, shall include the approval by the Membership Committee of his/her certificate signed by the Secretary and under the Seal of his/her Chapter. The credentials of a Delegate or Alternate shall include: i. The submission directly to the Office of the Executive Director of his/her name as a Delegate or Alternate Delegate by the Chapter concerned not later than thirty (30) days prior to the first meeting of the House of Delegates, and ii. The certificate sent to him/her, bearing the signature and Seal as described herein. Alumni A) There shall be an Alumni Member Network. BOD September 2006 B) SNMA will track members from medical schools through residency, thus allowing for old members to help attain the designed residencies for new members (1992HOD) C) There shall be an annual SNMA residency list, pending removal of contact information (i.e. remove email address and phone numbers in order to keep information current) to be turned in to the Membership Committee via the chain of command from the chapter presidents in April before the Annual Medical Education Conference. BOD September 2000 Awards A) There shall be a member of the year award to be given to one non-board member (2000HOD) B) SNMA will offer ten (10) qualified Associate Members certification for the President Student Service Awards. The Membership and Community Service National Committees will organize such certification. BOD January 2002

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SNMA DISBURSEMENT OF AWARD MONIES Form must be submitted within 14 days after awardee was notified of selection AWARDEE INFORMATION FOR CHAPTER/SCHOOL AWARDS (To be filled out by awardee if award is for chapter or school)

Date rec’d

Region #: CHAPTER TYPE

For office use only

SNMA or

MAPS

TO WHOM SHOULD CHECK BE MADE OUT

Date Staff initials

SCHOOL NAME CAMPUS ADDRESS (CHECK WILL BE SENT TO THIS ADDRESS) CITY

STATE

ZIP

CHAPTER E-MAIL ADDRESS (ex. myschoolMAPS@snma.org or myschoolSNMA@snma.org Personal addresses will NOT be accepted) Chapter president’s name

Personal e-mail

Chapter president’s signature

Date

AWARD INFORMATION (Filled out by BOD member overseeing award) NAME OF AWARD NAME OF COMMITTEE OR OFFICER OVERSEEING AWARD

SIGNATURE OF COMMITTEE OR OFFICER OVERSEEING AWARD

MONETARY AMOUNT OF AWARD DATE WHEN AWARDEE WAS NOTIFIED OF SELECTION

Awardee should email form with awardee information section completed to BOD member overseeing award who will then email completed form to: memberinfo@snma.org and CC treasurer@snma.org, execdir@snma.org, the respective regional director (region#director@snma.org), and treasurer (region#treasurer@snma.org) #=region number

SNMA DISBURSEMENT OF AWARD MONIES Form must be submitted within 14 days after awardee was notified of selection AWARDEE INFORMATION FOR AWARDS TO INDIVIDUALS

For office use only

(To be filled out by awardee if award is for an individual)

Date rec’d

Region #: Date

AWARDEE NAME

Staff initials

SCHOOL NAME MAILING ADDRESS (CHECK WILL BE SENT TO THIS ADDRESS) CITY

STATE

ZIP

AWARDEE E-MAIL ADDRESS

Awardee signature

Date

AWARD INFORMATION (Filled out by BOD member overseeing award) NAME OF AWARD NAME OF COMMITTEE OR OFFICER OVERSEEING AWARD

SIGNATURE OF COMMITTEE OR OFFICER OVERSEEING AWARD

MONETARY AMOUNT OF AWARD DATE WHEN AWARDEE WAS NOTIFIED OF SELECTION

Awardee should email form with awardee information section completed to BOD member overseeing award who will then email completed form to: memberinfo@snma.org and CC treasurer@snma.org, execdir@snma.org, the respective regional director (region#director@snma.org), and treasurer (region#treasurer@snma.org) #=region number

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

SNMA Member and Event Code of Conduct Policy 1. Purpose a. SNMA aims to foster a safe, respectful, inclusive, and mission-aligned environment for all members, partners, and event participants. This Code of Conduct establishes the behavioral expectations required to uphold SNMA’s values, ensure organizational integrity, and support culturally competent, socially conscious leadership. b. This policy applies to: i. National, regional, and chapter officers ii. General members of all types iii. Participants in SNMA-sponsored programs, meetings, and events iv. Individuals representing SNMA in external engagements c. This Code of Conduct applies to conduct occurring in-person, online, and in any setting where an individual represents SNMA. 2. Anti-Discrimination Policy a. SNMA is committed to creating and maintaining an inclusive, respectful, and equitable environment for all members, partners, and stakeholders. Participation is open to all regardless of race, gender, ethnicity, sexual orientation. SNMA does not tolerate discrimination, harassment, or bias. This policy applies to all SNMA activities, programs, communications, conferences, and interactions, whether conducted in-person, or online. 3. Expectations a. All members and representatives of SNMA must uphold the following principles: i. Professionalism 1. Demonstrate honesty, integrity, and accountability in all SNMArelated activities. 2. Communicate respectfully and constructively with colleagues, partners, and members. 3. Fulfill duties and responsibilities associated with leadership positions. ii. Respect and Non-discrimination 1. Treat all individuals with dignity and respect. 2. SNMA prohibits discrimination based on race, ethnicity, nationality, gender identity, sexual orientation, disability, religion, socioeconomic status, or any other protected characteristic.

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3. Avoid verbal, physical, or written harassment, including bullying, intimidation, or threats.

Policies and Procedures Manual

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iv.

v.

vi.

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4. Abide by SNMA’s anti-discrimination policy Ethical Conduct 1. Refrain from dishonesty, fraud, misrepresentation, or misuse of SNMA resources. 2. Protect confidential information, including member data, internal communications, and proprietary materials. 3. Avoid conflicts of interest where there is personal gain and disclose potential conflicts promptly. Inclusivity and Cultural responsibility 1. Promote an environment supportive of SNMA’s mission to improve the health and representation of underserved communities. 2. Engage with humility, open-mindedness, and respect for diverse backgrounds and perspectives. Responsible use of social media and technology 1. Maintain professionalism on digital platforms when representing or discussing SNMA. 2. Do not share sensitive, defamatory, or harmful content involving the organization. 3. Refrain from using SNMA platforms to harass, embarrass, or target others. Financial stewardship 1. Use SNMA funds, assets, and resources responsibly and solely for organizational purposes. 2. Follow all financial policies, approval procedures, and reporting requirements. 3. Submit accurate and timely documentation for expenses and reimbursements. Safety and Event Conduct 1. Comply with all laws, venue rules, and SNMA event guidelines. 2. Avoid disruptive behavior, violence, or conduct that endangers others. 3. SNMA has zero tolerance for sexual misconduct, harassment, or substance abuse that impairs judgment or safety during organizational activities across all organizational levels.

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

SNMA Procedural Review for Member Discrimination Concerns 1. Purpose: A. The Student National Medical Association (SNMA) establishes this framework to ensure that all chapters are supported when experiencing discrimination, harassment, or institutional restrictions that impair their ability to function. This policy outlines the procedures for reporting, reviewing, and responding to Member discrimination, ensuring consistent national oversight, accountability, and chapter support. This policy does not guarantee legal representation for the SNMA membership, nor does it entitle SNMA members to SNMA-provided legal counsel or legal action on part of the SNMA being taken on their behalf. 2. Section 1. Reporting Procedures A. Chapter-Level Documentation a. The Chapter President shall prepare a formal written statement detailing the incident(s) of discrimination. b. This statement must be signed by the Chapter Advisor (or, if unavailable, an interim faculty/staff supporter). c. If an advisor cannot be identified, the chapter shall notify the Regional Director (RD), who may serve as or designate an interim approver. B. Submission a. The signed letter shall be submitted to SNMA Headquarters for review via the SNMA Member Discrimination Report SharePoint Site. b. Submissions will be accepted on a rolling basis and compiled for a biweekly review. 3. Section 2. National Review Process A. Governance Oversight a. The Governance and Special Projects Specialist with the assistance of other SNMA HQ staff shall convene a biweekly review of all submitted letters. b. Each case shall be placed into one of the designated response tiers based on the severity and immediacy of the incident. B. Tier Classification and Response Protocols a. Tier I - Rebranding/Institutional Optics: i. Criteria: Incidents involving optics, re-branding, or the institutional enforcement of an alternative name on campus despite the chapter’s active MAPS/SNMA charter. ii. Response Team: HQ Staff, Regional Director, External Affairs Committee iii. Next Steps:

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a. Issue written guidance in alignment with the branding manual developed and maintained by HQ and EAC b. When necessary, schedule a meeting with members from the SNMA response team and chapter leadership. b. Tier II – Institutional Funding Withdrawal and/or Restrictions i. Criteria: Incidents involving funding withdrawal or restrictions on DEIrelated events (e.g., AMEC) ii. Response Team: National Treasurer, Regional Director, Regional Treasurer iii. Next Steps: a. Schedule a meeting with members from the SNMA response team and chapter leadership to determine an action plan. This may include but it is not limited to: i. National and Regional Treasurer: Share resources with the member regarding national and regional travel scholarships or opportunities for support ii. Regional Director: Perform email introductions with NMA regional contacts for potential support or increased access to resources c. Tier III - Charter Revocation i. Criteria: Institutional actions that revoke or threaten SNMA chapter recognition ii. Response Team: Regional Director, ARDs, National Chair, Speaker of the House iii. Next Steps: a. Chapters unable to maintain recognition due to DEI-related restrictions shall be encouraged to engage with nearby chapters within their regions. b. The Regional Director and ARDs shall assist HQ in maintaining a database of chapters who are inactive for this reason. c. The following steps shall take place following a request for voluntary charter revocation: i. The requesting chapter shall submit a signed letter (stating the request and detailing the rationale as much as they feel comfortable) to HQ via the Governance and Special Projects Specialist who will review the document for edits and notify the National Chair and Speaker of the House.

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ii. The National Chair and Speaker of the House of Delegates shall sign a timestamped letter confirming receipt of the request and detailing the next steps within 72 hours of receipt of the request. This letter shall be provided to the chapter to provide proof to their institution. iii. At the next BOD Meeting, no later than the fourth regularly scheduled meeting, the Board shall review the written request for charter revocation, vote on a motion to endorse the request to the House of Delegates, and discuss any additional areas of support the Regional Director should offer. The request will be added to the HOD workbook following BOD endorsement. 1. Emergency requests submitted after the fourth regularly scheduled meeting of the BOD shall be heard by the House of Delegates so long as the EC endorses the request and the letter is distributed to the delegates at least two weeks prior to the House of Delegates session where the request will be heard. iv. At the next convening of the House of Delegates, the House will formally vote on the charter revocation, and official documentation on SNMA letterhead will be provided to the requesting chapter with the results of the vote. d. Tier IV - Academic Dismissal i. Criteria: Requests from SNMA dues-paying members for national support in cases of student dismissal tied to discriminatory practices or inequitable academic treatment. ii. Response Team: HQ staff, Executive Director, National President, National Chair iii. Next Steps: a. Upon review of evidence and the student’s CV/resume, a letter of support may be drafted and signed by the National Chair of the Board of Directors. e. Tier V - Harassment/Hostile Environment: i. Criteria: Incidents involving harassment or direct targeting of SNMA-dues paying members, particularly where institutions have failed to respond appropriately:

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

ii. Response Team: Regional Director, Immediate Past President, Immediate Past Chair, National President, National Chair iii. Next Steps: a. Upon receipt of all evidence, the response team shall conduct a review and determine if merit exists. b. If clear merit exists, SNMA may draft an institutional appeal/support letter and connect the Member with alumni support networks to provide advocacy and mentorship as needed. c. If the response team is unable to identify clear merit, they may still activate alumni support networks to provide advocacy and mentorship as needed. 4. Safeguards Against Abuse A. SNMA reserves the right to thoroughly review each request for intervention and to approve or deny action. Chapters or members found misusing this process shall be subject to corrective action under the disciplinary provisions of the Policies and Procedures Manual.

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House of Delegates (HOD) 1) Role A) It shall transact the business of the SNMA not otherwise specifically provided for in the Constitution and Bylaws and it shall elect the Executive Officers. [SNMA Constitution] B) The HOD shall receive and act upon the various reports and recommendations of the Board of Directors, Committees and Officers of the SNMA. [SNMA Constitution] C) The HOD shall oversee the establishment of SNMA policies and regulations and allocation of SNMA National funds. 2) Composition A) Delegate apportionment will reflect the numbers of dues-paid Medical Student Members representing chartered SNMA chapters as of February 1 prior to the Annual Medical Education Conference. B) Delegate apportionment will be granted as follows: a) 1 vote for each established, active SNMA chapter, b) 1 vote for the range of up to 10 national dues paying members, and c) 1 vote for every multiple of 10 national dues paying members over 10 chapter members. [BOD policy, as of 2003] C) A single Delegate, from a Chapter whose Active Membership entitles it to at least two (2) Delegates, shall have the right to cast two (2) proxy votes in all business before the HOD, or in its committees. [SNMA Bylaws] a) Delegates entitled to cast such proxy votes, as described herein, must register for the review and approval of Delegate Certification during specified certification periods at which they choose to exercise that right. i) Such proxy votes must be cast in person, and only by the Delegate authorized to do so by the appropriate committee as described herein. D) “ ‘An eligible delegate is one who has paid dues before the deadline for delegate apportionment.’ Special cases must be presented to the Board of Directors before the annual conference. BOD March 15-16, 1975. Special cases for eligibility must be presented to the Board of Directors before the annual meeting of the HOD. Dispositions of special requests will be made at the board meeting preceding the annual conference, and it is the responsibility of the regional director to inform all chapters involved of the Board decision. [HOD March 15-16, 1975] E) In the event that a quorum is not reached within fifteen minutes after the set time for the HOD meeting, there will be a fine of $1 placed on each region in

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accordance with the number of members missing, the proceeds of which go to the National SNMA Treasury (1982HOD) F) SNMA chapters will be fined $15 for each time a delegate/delegates are not present in the HOD within 10 minutes of the scheduled start of the meeting, having checked in with their regional directors (1994HOD) G) There must be quorum of (voting) BOD members including regional directors at the HOD sessions while the HOD is in session. (2016HOD) 3) Meetings A) The HOD may meet in open or closed sessions. [SNMA Bylaws] a) Open sessions may be attended only by Active or Associate Members and invited guests. b) Only those Active Members of SNMA who have been certified as Delegates or Alternate Delegates by the Membership Committee shall be considered as Members of the HOD and be entitled to: i) Attend closed sessions of the HOD, ii) Engage in debate in closed sessions, and iii) Cast ballots on matters or business before the HOD. c) An additional House of Delegates meeting is allowed between February 1st and the upcoming Annual Medical Education Conference (HOD 2022) i) The meeting may be held virtually, led by the Speaker of the House of Delegates (HOD 2022) ii) Board of Directors Report and Elections must be conducted at the HOD meeting held at the Annual Medical Education Conference. HBCU Medical School Reports must be conducted at the House of Delegates Assembly. (Amended BOD, July 2024) iii) The HOD session may take place in two parts during one administrative year. (HOD 2022) B) Voting a) Voting procedures in the HOD will include having a single form with the names of the medical schools, proxies and delegates (1991HOD) b) The Membership and Credentials committee begin each HOD session with new mandatory delegate apportionment. (1995HOD) c) The Membership and Credentials committee will issue different color proxy or vote cards, with apportionment to occur only once for each chapter (1996HOD) C) Speaker of the HOD shall automatically recess at the scheduled time in the convention program. This policy shall be presented to the HOD for approval at the time of the approval of the agenda. BOD December 6-8 1996 D) Regional Seating arrangements in the HOD will be rotated on an annual basis. (1994HOD) E) HOD Official Observer Status a) National student organizations may apply to the SNMA Board of Directors &

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HOD for observer status. b) Applications for official observer status must demonstrate compliance with the guidelines approved by the SNMA HOD, the BOD would then recommend the organization to the HOD concerning their application and then the HOD would have the final determination in conferring or continuing official observer status. The criteria is that the applying organization and the SNMA must have already established some type of informal relationship and have worked together for at least one year prior to actually submitting the application. Also the national president and the external affairs committee can affirm that this relationship does exist. The applying organization must be national in scope, that the applying organization must support the mission and goals of the SNMA and that a representative of the organization must have attended at least one national meeting of the SNMA prior to conferral of official observer status. c) Their (the applying organization) rights would be that they would receive an invitation to send one representative to observe the deliberations of the HOD at the annual meeting of the SNMA, they would have the right to speak and debate on the floor of the HOD upon invitation and recognition from the Speaker of the House and then they would have the right to attend all open sessions of the HOD. They would not be allowed to attend the closed sessions of the HOD, not have the right to introduce business, introduce an amendment or resolution, to make a motion or vote, nor can they speak on behalf of the SNMA. d) In order to maintain their official observer status, they cannot miss more than two consecutive national meetings and those who loose their status will have to re-apply for their status. e) The SNMA will reserve the right to remove official observer status from an organization (2001HOD) 4) Reports A) All reports of the HOD shall be placed as submitted on the SNMA website 30 days prior to the meeting of the HOD, excluding financial reports (1997HOD) B) Reports shall be five (5) minutes with three (3) minutes of discussion unless stated otherwise prior to HOD session. (2016HOD). C) Majority School reports from Charles C. Drew, Howard, Meharry, and Morehouse shall be given at the House of Delegates assembly. (Approved BOD, July 2024) A) All projects ratified by the HOD at its annual meetings shall be distributed to a representative of each chapter that is present at the Annual Medical Education Conference. The National Headquarters shall forward copies of all such projects to the chapter presidents of those chapters not represented at the Annual Medical Education Conference within two weeks. BOD December 19-20 1987

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5) Adjournment A) Adjournment Procedure of the HOD: [SNMA Bylaws] a) No motion to adjourn the HOD shall be in order until the following tasks have been completed: i) The Elections Committee and the Chairperson of the Board of Directors must have verified, made part of the permanent record, and signed, the election results and tally for all nationally-elected Officers, thereby certifying that two-thirds (2/3) of the HOD is present, and that each winner has obtained a simple majority of the votes. (1) The tally shall not be announced unless there is an objection from the HOD; if this occurs, there will be an announcement of the tally. ii) The Elections Committee, the Parliamentarian, and the Chairperson of the Board of Directors must have verified, made part of the permanent record, signed, and announced the results with tally of the various motions pertaining to Constitutional Amendments and resolutions, thereby certifying that two-thirds (2/3) of the HOD is present, and that each ratified Amendment and accepted resolution has obtained a simple majority of the votes. b) The Adjournment Procedure must be listed by the Speaker of the HOD as the final order of business for the HOD.

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Board of Directors (BOD) Section 1) Role A) The BOD shall comprise policy-making body of the SNMA during those times that the HOD is not in session. [SNMA Constitution] B) The BOD of the SNMA shall reflect the national character of SNMA giving full and proper representation along regional lines. [SNMA Bylaw] Section 2) Term A) The BOD shall serve a period beginning the first scheduled business meeting following the close of the HOD at the Annual Medical Education Conference through the close of the next HOD. [SNMA Bylaws] i) Voting rights of outgoing Regional Directors only shall be retained for the first regularly scheduled meeting unless given by written proxy to the new Regional Director or duly appointed representative. Section 3) Duties A) The BOD shall during its first regularly schedule business meeting, preceding the opening of the Annual Medical Education Conference elect a Treasurer, Secretary, a Regional Director Member of the Executive Committee, and a Professional Board Member of the Executive Committee. [SNMA Bylaws] (2016 HOD). a) The BOD shall, during its third regularly scheduled business meeting, elect a Chairperson of the BOD (2016 HOD). B) A quorum of the BOD members is required at all HOD sessions. BOD April 20, 1984 C) The BOD (especially professional members) shall assist the corporate affairs committee with obtaining corporate contacts to increase SNMA's database and networking potential. BOD September 1315, 1996 D) The BOD shall be responsible for providing each Chapter President the following information concerning contracts and programs approved: [SNMA Bylaws] i) The agency or sponsor from whom the contract or program was obtained; ii) A detailed description of the contract or program obtained including an abstract of the contract or program; iii) The financial stipulations involved within the contract or program. This will include: (a) Subcontracts awarded to any other business or agency; (b) Total amount of funds involved and their classification (i.e., restricted or unrestricted; (c) Eligibility; and (d) The date of attainment.

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iv) Information concerning the contract or proposal is to be provided within fourteen (14) days after the procurement of the contract or program to each Chapter President. Section 4) Authority A) The BOD shall recommend Charters to the HOD. Only the HOD shall have the power to grant, deny, or rescind Charter, provided that two-thirds (2/3) of the Registered Delegates are present and fifty percent (50%) plus one of the Delegates approve. [SNMA Bylaws] B) The BOD shall have charge of the property and financial affairs of the SNMA and maintain their headquarters at the National Headquarters of the SNMA. [SNMA Bylaws] C) The BOD shall provide for and shall superintend the publication of the SNMA Publications and all proceedings, transactions and memoirs of the SNMA. [SNMA Bylaws] D) The BOD shall determine the time and place of the Annual Medical Education Conference subject to the approval of the HOD and on the recommendation of the Internal Affairs Committee. [SNMA Bylaws] E) No decision of the Executive Committee or BOD shall contradict the Policies and Procedures Manual except through the formal Amendment process. F) The BOD must approve the operational budget. BOD March 10, 1979 G) All grants and contracts must be approved by the BOD. BOD March 10, 1979 i) A prospective contract or program shall be available to each nationally-elected Officer and Voting Member of the BOD prior to approval. [SNMA Bylaws] Section 5) Meetings A) There shall be at least three (3) regular meetings of the BOD between Annual Medical Education Conferences. [SNMA Bylaws] B) The BOD shall meet in open or closed sessions. Open sessions may be attended by Officers and by others whom the BOD may invite to appear before it. Closed sessions may be attended solely by the Members of the BOD. Additional invitations to closed sessions may be extended at the discretion of the Chairperson of the Board of Directors. [SNMA Bylaws] (2016 HOD) C) Scheduling a) Dates for the following year’s BOD meetings shall be set at the Sunday postconference BOD meeting, and that 30-day confirmation/notification of BOD meeting city and other events that may be relevant to BOD member travel plans will be given. BOD September 30 – October 1, 1989 D) Special Meetings a) Special meetings must be called upon the request of any five (5) Members of the BOD within fourteen (14) days of email notification. [SNMA Bylaws] (2016 HOD)

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Special meetings may be called at any time by the Chairperson of the BOD. [SNMA Bylaws] c) The location or method for conducting a special meeting shall be determined by polling the Regional Directors. [SNMA Bylaws] E) Attendance a) The Members of the BOD shall attend all regular meetings of the BOD or submit a written report at least fourteen (14) days in advance of the meeting. [SNMA Bylaws If a Member of the BOD shall find it impossible to attend a meeting, he/she shall notify the Chairperson in advance. [SNMA Bylaws] b) A BOD member is allowed to carry up to two proxy votes and that these votes can only be passed along by the individual to whom it actually belongs. Proxies must be submitted in writing to the secretary. BOD April 3, 1988 c) BOD members, when they enter the meeting, shall check in with the secretary. BOD September 30 – October 1, 1989 F) The Executive Committee and Voting Members of the BOD that are late for BOD meetings, not related to travel/arrival, be fined $5.00 for every 15 minutes late to the BOD meetings. This fine would be paid prior to the start of the next session of the BOD or voting privileges would be suspended. BOD 1994, HOD 1995. a) Funds collected from late BOD members be directed to the Building fund. (BOD 4/16/95) b) The Chairperson will report to the HOD those members in violation and who have not paid their fines (1995HOD) G) Meeting Sponsorship a) SNMA will formally seek to have at least 50% of its meetings sponsored every year with a process that is initiated by the EC via a Request For Proposal in January of the year previous to the start of the fiscal year, with final decision made on choices of meeting locations by the EC and subject to BOD approval at the conference meeting. BOD September 24-25, 2005 H) All BOD members may convene in Washington D.C. at their own expense, at a time to be determined by the chairperson, to consider education and planning for the growth of the organization. EC April 12, 1989 I) Time will be set aside at BOD meetings for the president, the president-elect and the committee chairs to meet in order to encourage horizontal communication among committees and to encourage joint projects. BOD June 18-19, 1988 J) There should be a place on the confirmation form for the BOD meetings where one can place his/her name on a list to share a hotel room with another BOD member. BOD June 17-18, 1995 b)

Section 6) Email Role Call Votes [BOD September 24-25, 2005] A) Motions must be urgent and time-sensitive and reserved for those actions that must be completed before the next BOD meeting. B) All attempts should be made to present motions that are not controversial and will not generate excessive discussion.

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C) Motions must be sent directly and exclusively to the Chairperson between 3 weeks after the previous BOD meeting and 3 weeks before the next BOD meeting with rationale, including the urgency and time-sensitive nature of the motion. In extreme cases, motions may be presented to the BOD at the discretion of the Chairperson outside of that timeframe. D) Motions for consideration may only be sent to the BOD e-mail listserv by the Chairperson, at which time the Chairperson will ask that it be seconded. (ex: “The BLANK committee has submitted the following motion and rationale. Is there a second to this motion?”) All motions must be seconded by a member of the BOD within 24 hours of the send time. The respondent shall respond to the whole listserv with a second. E) The BOD shall await the Chairperson’s acknowledgement of the second and call for discussion. Discussion shall occur during two conference call sessions lasting up to 30 minutes. And the Chairperson will appoint a representative to record minutes from the call. Minutes from the call will be posted to the list serve within 24 hours of each call. Voting will be allowed up to 48 hours after discussion time has elapsed. (ex. “The motion has been moved and properly seconded. Discussion will occur Saturday 4pm and Sunday at 2pm at which time votes will be accepted by voting members by Tuesday, at 2pm. Votes must be sent to the Chairperson and the SNMA National Secretary. Section 7) Agenda and Minutes A) All agenda items shall be submitted, in writing, to the Chairperson l0 days prior to the convening of the BOD. BOD April 3 1994 a) The Chairperson should consider revising the agenda in the following manner to conduct BOD meetings in an issues-oriented manner and devoid of informational reports: ie The Agenda (may include) Convention, regional programming, budget adjustments, national office activities, membership services, Foundation support and activities, new business. Any reports should follow these action-oriented agenda items. BOD June 18-19, 1994 B) BOD shall record or transcribe all BOD meetings (2016 HOD) C) All BOD minutes shall be sent to the National Headquarters within three weeks prior to meeting. BOD September 26-28, 1997 Section 8) Reports A) BOD reports shall be submitted by dates specified, and items submitted after deadline will only be entertained at the discretion of the Chairperson. (2016 HOD) B) All reports of the BOD shall be placed as submitted on the SNMA website 30 days prior to the meeting of the BOD, excluding financial reports (1997HOD) C) A list of mandates will be distributed by the Internal Affairs committee two weeks after each BOD meeting and the Annual Medical Education Conference. BOD June 10-12, 1998.

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D) End of the Year Reports a) Each BOD member shall be responsible for distributing their own reports and recommendations if not received by the Speaker of the HOD by February 1. The Speaker of the HOD will forward a memo stating this decision within seven days. The Speaker of the HOD will note any materials not received on time. The financial statement and other items will be considered exceptions to the rule at the discretion of the Chairperson. (2016 HOD) E) Post-Event Reports a. All National Committee Chairs (NCCs) and Regional Directors (RDs0 shall complete a standardized post-event report form for all national and regional programming events, including but not limited to National Advocacy Forum, National Leadership Institutes, Membership Drive, Regional Medical Education Conferences. (HOD 2026) b. Post-event reports shall be submitted within thirty (30) days of program completion. The Internal Affairs Committee shall maintain a centralized archive of all submissions (HOD 2026)

Section 9) Oath [SNMA Bylaws] A) The Oath of Office shall be as follows. A Bible must be present. The person taking the Oath must place their right hand on the Bible and raise his/her left hand. The person(s) attesting must hold the Bible. “I [State your name], in the presence of Almighty God and the Membership of the Student National Medical Association here assembled do solemnly swear that I will faithfully execute the duties of my Office [State your Office] to the best of my ability; that I will preserve, protect and defend the Constitution and Bylaws of the Student National Medical Association so help me God.” B) The Oath of Office may be altered to suit the religious beliefs of the person taking the Oath. C) Before declaring the Member(s) duly elected, the person administering the Oath shall charge each to a dynamic and progressive term of office for the betterment of the Student National Medical Association. D) The Oath of Office shall be taken by all Voting Members of the BOD, President-Elect, the Chairperson of the BOD, the Treasurer, and the Secretary. They shall have voting rights where appropriate immediately after they have been administered the Oath of Office as specified. Nothing in this Section shall prevent the Oath of Office from being administered at additional times should a vacancy occur, as determined by the Members of the BOD. E) The President shall be given the Oath of Office at the President's Luncheon of the Annual Medical Education Conference, administered by the Speaker of the HOD, and attested by the Chairperson of the BOD and the outgoing President. F) The President-Elect, the Vice-President, the Premedical Board Member and

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Professional Board Members shall be given the Oath of Office at the final Banquet of the Annual Medical Education Conference, administered by the Speaker of the HOD, and attested by the Chairperson of the BOD and the President. G) The Chairperson of the BOD shall be given the Oath of Office on or before the first regularly scheduled business meeting of the BOD immediately after the close of the Annual Medical Education Conference. The Oath shall be administered by the outgoing Chairperson of the BOD and attested by the President and Vice-President. (2016 HOD) H) Regional Directors, the Treasurer, and the Secretary shall be given the Oath of Office as the final order of business of the first regularly scheduled business meeting of the BOD, after the Banquet of the Annual Medical Education Conference. The Oath of Office shall be administered by the newly elected Chairperson of the BOD and attested by the President and Vice-President. Section 10) Academic Support Program A) There shall exist a BOD Academic Support Program, which includes the following: a professional Board Member designated (if not available, emeriti or other physician member) for assistance and confidential communication, the requirement of a letter of good academic standing, and the availability of a Kaplan scholarship for any BOD member who fails USMLE Step 1. BOD January 2007 B) BOD members may be considered eligible for academic scholarships, and that selection criteria include but shall not be limited to test eligibility, community service, financial need, and that the ultimate selection of scholarship recipients to be made by a body independent of the SNMA. In the event that an independent body cannot be found, the BOD will be allowed to take part in the selection process, however BOD members would no longer be eligible for said scholarships (1999 HOD) Section 11) Eligibility of Participation A) BOD members owing money for convention fees, registration, or membership dues will not be allowed to participate in any BOD or HOD activities until receipt of payment. An individual’s status will be assessed before each BOD or HOD activity and special circumstances will be considered at that time. BOD April 3, 1988 B) The financial credentials or status of BOD members will also be checked before the individual checks into the hotel for the Annual Medical Education conference. Special circumstances will be considered at that time. BOD April 19, 1988

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Board of Directors Giving Policy “Each member of the board shall make an annual cash donation to the organization. Board members will be expected to give to the best of their means, at a level they would consider generous. Donations will be accepted starting at the beginning of the new fiscal year. Board members will have until Sunday of the January National Leadership Institute (NLI) to make their contribution. For those individuals who do not meet this expectation they will have their Board of Directors (BOD) registration rate for the Annual Medical Education Conference (AMEC) revoked. BOD members will then be required to either pay the full SNMA member rate or pay the difference if they have already registered as a BOD member prior to the January NLI. 100% of the collected donations from board members will be allocated to the annual giving fund and will therefore be unrestricted general operating dollars.” All prospective board members will be given a copy of this policy. This policy is to be reviewed by the board on an annual basis.

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Executive Committee 1) Authority A) No decision of the Executive Committee shall be considered official until approved by the Board of Directors unless the Board has explicitly given authority to the Executive Committee to make an official decision. B) Executive committee shall be prohibited from altering, changing, or in any way, making exceptions to policy decisions of the full board. However, nothing in this statement restricts the ability of the executive committee from making policy for the SNMA where none existed before, subject to the usual procedure of ratification by the full board. BOD December 17-18, 1988 C) A report of the Executive Committee's actions approved by the Board of Directors shall be given at each Annual Medical Education Conference to the House of Delegates by the Chairperson of the Board or other Member of the Executive Committee. [SNMA Constitution] D) All directives from the executive committee to the national office be delivered by one person, the chairperson of the board. BOD September 26-27, 1987 E) SNMA EC shall develop a business plan at the beginning of each fiscal year. This strategy and related budget shall be approved, implemented, and annually evaluated at the June BOD. (BOD Jan 24, 2026) 2) Meetings A) All Members of the Executive Committee shall receive a two (2) week written notice of meetings, in which their attendance is required, and a seventy-two (72) hour written or verbal notification of conference calls. [SNMA Constitution] B) The chairperson shall convene EC meeting. The NPE will be responsible for obtaining, maintaining, and distributing all EC minutes.(BOD Jan 24, 2026) C) The National Chairperson or designee will send out the required notification of the meeting, received reports, and the agenda seven (7) days before the meeting.(BOD Jan 24, 2026) D) The Strategic Planning Council shall receive a two (2)-week written notice of meetings. (BOD Jan 24, 2026)

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3) Reports A) EC members shall send written reports to the Chairperson no later than 48 hours before EC meetings. Only action items and important announcements should be presented.(BOD Jan 24, 2026) 4) Minutes A) Accurate minutes shall be kept from the Executive Committee meetings. (BOD Jan 24, 2026) B) EC minutes shall be distributed or made available to the BOD no later than two weeks following the meeting. (BOD Jan 24, 2026)

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Officers 1) Attainment to Office A. Eligibility 1. All Nationally elected or appointed officers must be Active Members in good academic standing 2. Professional Board Members must be Active Members in residency or fellowship or Patron/Physician Members. 3. The Pre-medical Board Member must be an Associate or Active Member in good academic standing, except for Associate Members with a conferred bachelor’s degree, not enrolled at an academic institution, and intending to apply to medical school. (BOD Jan 20, 2024) 4. All Regional Directors must be Active Medical Student Members in good academic standing. 5. Emeritus and Lifetime Members meeting the criteria above may hold the office of Professional Board Member. (BOD Sep 13, 2025). B. National Candidate Requirements 1. All candidates for National office shall be SNMA dues-paying Members in good standing. (BOD Sep 13, 2025) 2. All candidates shall submit to the Elections Committee a candidate application, letter of intent, curriculum vitae, and other required materials by the deadline set by the Elections Committee. 3. All student candidates, including Regional Director candidates, shall submit to the National Headquarters an official letter of “good academic standing” from their respective academic institutions by the deadline set by the Elections Committee, but no later than four (4) weeks after ratification or being sworn in. The Elections Committee shall verify receipt of letters for all officers. Failure to submit a letter may result in removal from office.(BOD Sep 13, 2025) 4. The Professional Board Member from the field of medicine must have been granted the MD/DO degree and have a license to practice medicine (1989HOD). C. The SNMA shall seek to fill at least two of its professional board member seats with persons accomplished in fields other than medicine (i.e., law, business) (1987HOD). D. All National Officers shall be elected or appointed by the appropriate governing body. (BOD Sep 13, 2025) 1. The following officers shall be elected by the simple majority of BOD (BOD Sep 13, 2025) a. Chairperson of the BOD a. Must have served as a member of the BOD for at least one year b. National Treasurer

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c. National Secretary d. Regional Director to the EC a. Must be a current Regional Director b. Professional Board Member to the EC a. Must be a current Professional Board Member 2. The following officers shall be elected by simple majority of the HOD: (BOD Sep 13, 2025) a. President-Elect b. Vice President c. Premedical Board Member d. Parliamentarian e. Speaker of the House f. Professional Board Members 3. Regional Directors are elected according to the procedures established by the Active members in their regions via their regional bylaws. (BOD Sep 13, 2025) 4. National Committee Chairpersons are appointed by the National President at the end of the elect year or during the year of presidency. All appointments must be ratified by a two-thirds (2/3) vote of the BOD at the first BOD meeting of the respective administrative year immediately following appointment. (BOD Sep 13, 2025) 5. National Headquarters may send a letter to the schools of any BOD member informing the administration of the student's position and asking the administration for support upon request of the BOD member. (BOD Sep 13, 2025) 2) Officer Standards A. All Chapter, Regional, and National officers shall be SNMA Members in good standing throughout their terms. B. All Officers shall attend at least half of the BOD meetings in an administrative year. C. All Officers shall submit at least two (2) written BOD reports during an administrative year. D. Officers shall submit and maintain current contact information with National Headquarters. BOD September 25-27, 1992 E. National officers shall be provided official SNMA e-mail accounts and use them for primary communication and storage of pertinent documents related to their official SNMA duties. (BOD Sep 13, 2025) F. With the exception of the National Chair of the BOD in the case of the absence of the ED, officers are not allowed to fill positions as temporary office staff. In the event the National Chair must temporarily fulfill the duties of the Executive Director for less than 30

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days, they will not be due compensation for this work. The Board of Directors may choose to equitably compensate, the National Chair for all work done after this period by 2/3rds vote. (BOD Sep 13, 2025) G. Officers must pre-register for the Annual Medical Education Conference. BOD April 19, 1988 3) Training A. SNMA shall provide a training program for its newly elected and appointed officers, Within the first 30 days of the administrative year, SNMA’s national officers from the preceding administration will meet with the newly elected officers at a specified date and site to explain the duties of the positions, forward job-related documents, and to express the best ways to create a better SNMA for the future. (BOD Sep 13, 2025) B. At the June BOD meeting, a workshop shall be held that reviews the contents of the PPM, emphasizing the newly adopted amendments (2016). C. Newly elected officers shall read a description of their duties in the SNMA Constitution and the PPM, so that if they have any questions, they may go to their outgoing counterpart, the current National Chair, or current National President. (BOD Sep 13, 2026) D. All outgoing members of the BOD shall draft a “Transition Document.” This document will be used to orient the newly elected officer. This document shall include but not be limited to: a) Position responsibilities as stated in the SNMA Constitution, b) Completed objectives of the past year, c) Future objectives for the upcoming year.(BOD Sep 13, 2025) E. All incoming Officers shall complete and sign a standardized onboarding packet within thirty (30) days of installation. (HOD 2026) 1. The Orientation Packet shall include (HOD 2026): a. Academic Policy Acknowledgement b. Non-Disclosure Agreement (NDA) c. Officer Agreement d. Emergency Contact Information 2. The Internal Affairs Committee shall maintain centralized records of all completed onboarding materials and provide a formal overview of onboarding requirements during the first regularly scheduled Board of Directors meeting of the administrative year. (HOD 2026) 4) Removal from Office A. In the case of the Chairperson’s temporary inability to fulfill the duties of their office or removal by resignation, illness, death or other cause. (BOD Sep 13, 2025) 1. The Immediate-Past Chairperson will assume the duties and

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powers of Chairperson until the return or election of the Chairperson of the BOD. In the event that the Immediate-Past Chairperson is unable to fulfill this role, the National treasurer shall assume the position of the Chairperson of the BOD until The return or election of the Chairperson of the BOD. (BOD Sep 13, 2025) 2. In the latter case, the National Treasurer will not be authorized to be the sole signer of the General nor the investment SNMA bank accounts. (BOD Sep 13, 2025) 3. In the event of a chairperson’s removal from office, the Secretary shall convene the voting members of the BOD for a meeting (emergency or scheduled) within fourteen (14) days of notification of the vacancy and chair a meeting in which a new Chairperson of the BOD will be elected. (BOD Sep 13, 2025) B. Regional Directors are subject to removal from Office by and under the procedures established by Active Members of the SNMA within their respective Regions or by three-fourths (3/4) majority vote of the HOD. C. The Chairpersons of National or Special Committees, or other appointees of the BOD, may be removed by the Officer that appointed them or by a simple majority vote of the Members of the BOD that are present at a BOD meeting.

5) Impeachment Proceedings A. Petitions for Impeachment must be in writing and state the specific charges upon which the Petition is based. B. Petitions for Impeachment must be submitted securely via encrypted email or certified mail with signature requirement to the Executive Director at the National Headquarters, or their designee in the event of vacancy or absence, who shall: (BOD Sep 13, 2025) 1. Within five (5) days notify the Petitioner of receipt of the Petition for Impeachment. 2. Within five (5) days forward copies of said Petition to all Members of the BOD. (BOD Sep 13, 2025) 3. Send an accompanying notice to all those noted above that the Petition for Impeachment will be the first order of business at the next meeting of the BOD at least thirty (30) days after the Petition was received in the National Headquarters. C. Upon receipt of the Petition for Impeachment, the voting members of the BOD must meet within fourteen (14) days for preliminary consideration of their Merit. D. The voting members of the BOD shall determine if the Petition has Merit. If the Petition is found to have Merit, the Accused shall be relieved of official duties and an Acting (Replacement) Officer shall be appointed according to the vacancy appointment procedures outlined in the

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Constitution. In the event of the impeachment of the Chair of the Board, succession protocol as listed in policy 2.5.4: Removal of an Officer will be followed. After consideration of the Petition, the Voting Members of the BOD shall immediately forward, by express mail with signature required or encrypted email, a copy of the Petition for Impeachment, together with a Statement of their Findings, to the Accused, who shall upon its receipt: (BOD Sep 13, 2025) 1. Be requested to reply within eight (8) days of confirmed receipt of Board's findings and the accompanying documents. (BOD Sep 13, 2025) 2. Be informed that failure to give written reply will result in an automatic removal from Office. E. Impeachment proceedings are initiated as the first order of business at the next BOD meeting at least thirty (30) days after the original receipt of the Petition for Impeachment in the National Headquarters. At this time, all Members of the BOD must be provided with the Petition, the findings of the Voting Members of the BOD, copies of all proof of mailings, copies of all other relevant documentation, and any written Reply from the Accused. F. The BOD shall, on receipt of the Reply of the Accused, reconsider the Petition for Impeachment and may either: 1. Move for a dismissal of the Charges. 2. Order a Hearing of the Charges: a. Open to all Active Members of the SNMA. b. Each side at the Hearing shall have the right to be represented by Counsel from within the SNMA as long as that individual is not a Voting Member of the BOD. G. In the absence of a reply received from the Accused within ten (10) days, that individual will be automatically removed from Office and notified of his/her removal by certified letter provided that the original notification of a Petition for Impeachment was sent to the most current mailing address for that Officer. H. Hearings of the Charges shall: 1. Be initiated by majority vote of the BOD 2. Take place at the site of the meeting of the BOD in an area accessible to all parties involved 3. Be moderated by the Chief Planning Council Member of the SPC, who shall function as judge. (BOD Sep 13, 2025) 4. Be heard before a Panel of the nine (9) Active Regional Directors (excluding the Accused's own Regional Director), who shall sit in the capacity of jury. I. The Findings of the Hearing Panel shall be final, and binding upon all parties and: 1. The Panel must reach a Finding of Guilty by a two-thirds (2/3) vote of its Members.

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2. The Panel shall have the right to impose Penalties at its own discretion, within the limitations of the SNMA Constitution and its Bylaws. 3. The Panel shall deliver its Findings orally, at the time of the Hearing and shall forward copies of its Findings, in writing, to the Accused and to the BOD of the SNMA within ten (10) days of the conclusion of the Hearing. J. The Chairperson of the BOD shall, through his/her Executive Director: 1. Forward copies of the Petition for Impeachment to the Editor of the National Newsletter, who shall publish said Petition within thirty (30) days in the issue of the National Newsletter next ensuing following its receipt, or in a Special Newsletter; 2. Forward copies of the Findings of Merit, Reply of the Accused and all subsequent BOD actions to the Editor of the National Newsletter, to be published within thirty (30) days in the issue of the National Newsletter next ensuing or in a Special Newsletter; 3. Ensure adequate arrangements for executing the various Sections of this Chapter of the Bylaws; 4. Ensure accurate minutes of the Hearing of Charges, along with complete and accurate records of its proceedings. K. The Active Membership reserves the right to override the finding of the Hearing Panel by vote of Three-fourths (3/4) of the Active Membership of the SNMA present and voting at the session of the House of Delegates, such vote to be followed by a Hearing of Charges, under considerations specified herein. (BOD Sep 13, 2025) L. Executive Committee members, voting and non-voting members of the BOD, and paid office staff of the SNMA are ineligible to receive gain from SNMA contests that involve monetary gain or products. (1995 HOD) 6) Officers A. Chairperson B. National President C. National President-Elect D. National Vice President E. Pre-medical Board Member F. Regional Director G. Regional Director to the Executive Committee H. Professional Board Member I. Professional Board Member to the Executive Committee J. National Treasurer K. National Secretary L. Speaker of the House of Delegates M. National Parliamentarian N. Immediate-Past Chairperson

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O. Immediate Past President P. Executive Director 7) Chairperson of the Board of Directors Term of Appointment: 1 year A. General 1. Shall be informed of and in agreement with all decisions regarding the SNMA and shall be in communication with and have equal access to all important ancillary personnel such as the organization’s lawyer and tax accountant (1987HOD). 2. Shall instruct the Treasurer regarding what checks to sign. After the Treasurer signs the checks, the Chairperson will sign the checks and send them to the National Headquarters where they will be entered into the computer as paid expenses before, when possible, being sent out to the appropriate entity. 3. Shall participate in the negotiation of and sign all contractual agreements. 4. Shall meet with the Immediate-Past Chairperson immediately following the post-convention BOD meeting to discuss upcoming year and any previous commitments. 5. Shall communicate, prior to each BOD meeting, with Professional Board Members as to their desired involvement. BOD June 18-19, 1994 6. Shall present a joint plan annually at each June Board of Directors Meeting to the BOD of how the SNMA shall be represented at the NMA Annual Convention and Scientific Assembly. BOD September 29-30, 1990 7. Shall, with the President and Speaker of the House, complete the following so that the HOD may adjourn: a. Verify and announce the elections results; b. Shall ensure verification and announcement of the item by item tally for constitutional amendments and resolutions; and, c. Affix his/her signature to the minutes of the House. 8. Shall give a speech at the BOD Banquet at the Annual Medical Education Conference. 9. Shall work closely with Convention Planning Committee throughout the year up through the Convention. The Chairperson shall be empowered to make all non-financial decisions regarding the Convention during this time. 10. Shall assist in the development of an Annual Report along with other officers and National Headquarters Staff. (1991 HOD) 11. Shall have the authority to contract services for no more than $2000 with approval of the EC. No more than 3 contracts per year

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may be authorized by this method. Contracts may not exceed three (3) months in duration. 12. Shall perform other functions as may be deemed by the BOD and the HOD to be required to implement the Constitution of the SNMA and its Bylaws and to fulfill directives of the House during the Annual Medical Education Conference. 13. If the Internal Affairs Committee Co-Chairs do not present all three NLI dates and sites for the next administrative year to the BOD for approval by the 3rd Quarterly BOD Meeting, the Chairperson and Chairperson-Elect will then work to confirm any missing dates before the start of AMEC (2022 June NLI) B. Board of Directors Meetings 1. Shall convene, preside and adjourn all meetings of the BOD. 2. Shall vote only to break a tie. 3. Shall ensure that a policy manual be presented to the incoming BOD detailing the decisions from the previous year. 4. Shall ensure that written notice of all BOD meetings be sent to all BOD members thirty (30) days in advance of the meeting. 5. Shall ensure that BOD members be notified of deadlines for BOD reports thirty (30) days prior to their deadlines. BOD reports shall have a deadline of fourteen (14) days in advance of the BOD meeting. 6. Shall work with the Executive Director to design the agenda and logistics of the BOD meetings. 7. Shall ensure that accurate minutes, containing all decisions and transactions of all EC and BOD meetings, are maintained and distributed. 8. Shall present a report of all activities at each BOD meeting. 9. Shall designate an acting Chair whenever the Chairperson has to leave the meeting. 10. Shall present the Chair’s agenda at the first BOD meeting following the close of the Annual Medical Education Conference (2016 HOD). 11. Shall prepare an annual report of the BOD’s activities for presentation to the HOD. C. Executive Committee 1. Shall preside over and participate in all meetings of the Executive Committee. 2. Shall call all meetings and provide notice of meetings at least one week in advance. 3. Shall present a report of activities at each Executive Committee meeting on all areas which the Chairperson oversees. 4. Shall forward a copy of the report of activities to the National

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Headquarters within twenty-four (24) hours before the Executive Committee meeting. 5. Shall present a report of all Executive Committee decisions at the next BOD meeting and shall present an annual report of the Executive Committees activities to the HOD. 6. Shall be the official liaison between the Executive Committee and the National Headquarters and deliver all directives to the National Headquarters from the Executive Committee. 7. Shall ensure that accurate minutes of the Executive Committee meeting minutes are provided and report the same to the BOD. D. Headquarters 1. Shall ensure that all official documents are filed with the appropriate government offices. a. Instruct National Headquarters to send our annual financial report (Income Statement) to the accountant by August 1st. Final form (990) is due to the IRS by October 15th. b. Annual forms for incorporation in District of Columbia shall be submitted with the appropriate fee in April. c. Instruct the National Headquarters to file our form 1099, due February 28th of each year.

2. Shall ensure that the National Headquarters sends all pertinent materials to members of the BOD or the Executive Committee for their consideration in a timely manner. 3. Shall communicate at least weekly with the Executive Director to discuss office management. 4. Shall meet with the President and the Executive Director for one weekend at the National Headquarters to transition into the position and become familiar with office operations and the computer system. The SNMA shall fund this travel. 5. Shall ensure that the National Headquarters sends thank you letters to all contributors from the past year no later than thirty (30) days after the Annual Medical Education Conference.

6. Shall update this document annually with any changes made by the House Delegates or the BOD for presentation at the HOD. 7. Shall be empowered to manage a $50 petty cash fund. 8. Shall be empowered to approve up to $250 in expense for trips of the Executive Director provided receipts and a report are provided. 9. Shall co-sign and have official charters prepared for newly chartered chapters. 10. Shall oversee day-to-day operations of the National Headquarters, including employee contract negotiations, external consultancy relationships, and financial matters. 11. Shall have the authority to hire at-will employees for no longer than 3 months with approval of the EC.

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12. Review the employee manual at least 30 days prior to AMEC. Any changes to the employee manual are subject to approval by the Chairperson and Executive Director. All changes to the employee manual must be shared with the BOD in the board meeting directly after changes are made. BOD November 12, 2021 References: House of Delegates Garrett, F. Handbook of Officers’ Responsibilities, 2001. 8) National President Term of Appointment: 1 year + Elect-term A. General 1. Shall be informed of and in agreement with all decisions regarding the SNMA and shall be in communication with and have equal access to all important ancillary personnel such as the organization’s lawyer and tax accountant (1987HOD). 2. Shall meet with the Executive Director and the National Chairperson for one weekend at the National Headquarters to transition into the position and to become familiar with office operations and the computer system. This travel shall be funded by the SNMA. 3. Shall attend or delegate attendance at meetings where SNMA’s representation has been approved by the HOD or BOD when the House is not in session, or the Executive Committee when the BOD is not in session. The SNMA will pay for all such travel. 4. Shall serve as the primary national spokesperson of the SNMA by attending events and meetings of importance to the Association within its financial capabilities as designated by the BOD. BOD April 7, 1985 5. Maintain and strengthen relationships between the SNMA and other partner organizations, particularly through representation in alliance relationships. 6. Shall teach the President-Elect his/her responsibilities for the following year. 7. Shall have primary responsibility for the implementation of mandates and resolutions accepted by the HOD. BOD April 7, 1985 8. Work with the Executive Committee and national committee chairpersons to increase involvement, enthusiasm, and diversity of the medical student, premedical student, and professional membership of SNMA.

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9. Submit recommendations for action to the BOD and to the HOD at the meeting of the Convention. 10. Communicate with membership on a monthly basis via President’s Newsletter, and with the inclusion of the Regional Directors, communicate on an intermittent basis through emails, conference calls and other feasible means. 11. Implement the Executive Agenda, with the input and assistance of the Chairperson and the Executive Director. 12. Work closely with the Chairperson of the BOD on the corporate and programmatic structure and needs of the organization. 13. Shall communicate, prior to each BOD meeting, with Professional Board Members as to their desired involvement. BOD June 18-19, 1994 14. Shall present a joint plan annually at each June Board of Directors Meeting to the BOD of how the SNMA shall be represented at the NMA Annual Convention and Scientific Assembly. BOD September 29-30, 1990 15. Shall assist in the development of an Annual Report along with other officers and National Headquarters Staff. (1991 HOD) 16. Shall, with the Chairperson and Speaker of the House, complete the following so that the HOD may adjourn: a. Verify and announce the elections results b. Shall ensure verification and announcement of the item by item tally for constitutional amendments and resolutions; and, c. Affix his/her signature to the minutes of the House. 17. Shall co-sign charters for newly chartered chapters. 18. Submit articles to all issues of the Journal of the Student National Medical Association. 19. Shall preside and give the inaugural address at the formal opening meeting of the SNMA Convention. 20. Shall give a farewell speech at the Presidents Luncheon at the Annual Medical Education Conference. 21. Shall deliver an annual report to an open session of the HOD. B. National Committees 1. Shall appoint, subject to ratification, all National Committee Chairpersons and present those appointments to the BOD for their ratification at the closing session of the BOD meeting of the Annual Medical Education Conference, and as terms expire or vacancies occur. 2. Take primary responsibility for the fulfillment of committee goals and objectives and the implementation of programs administered by National Committees, as approved by the BOD and/or the HOD

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3. Serve as an ex-officio member of all committees. 4. Shall review the responsibilities of each committee chairperson with them before their appointment. 5. Shall communicate with all committee chairpersons on a regular basis to discuss the progress of each committee’s goals and objectives. 6. Shall either present a report on committee progress at each Executive Committee meeting or shall delegate the task to the National Vice-President (2016 HOD). 7. Shall inform all committee chairpersons of any decisions made by the HOD, BOD or Executive Committee that pertains to that committee. C. Executive Committee 1. Shall serve as a voting member of the Executive Committee. 2. Shall act as Vice-Chairperson of the Executive Committee, if the Chairperson of the BOD is unable to be present. 3. Shall report to the Executive Committee on progress of the National Committees and all other areas which the President oversees. 4. Shall relay all decisions of the Executive Committee regarding a particular committee to that committee’s chairperson. D. Board of Directors Meetings 1. Is a voting member of the BOD. 2. Must attend all BOD meetings and submit a quarterly report detailing their activities since the last BOD meeting. 3. Shall present all Presidential appointments to the BOD for ratification. If it is between BOD meetings, such proposed appointees must be confirmed by the Executive Committee before assuming the proposed post. 4. Shall work with the Chairperson of the BOD and the Executive Director to design the agenda and logistics of the BOD meetings. E. Interchanging duties of the President and President-Elect 1. Serve on the NMA Board of Trustees as Student Trustee. BOD June 20-22, 1997 2. Serve as a member of the BOD of the National Medical Fellowships. Reference: House of Delegates Garrett, F. Handbook of Officers’ Responsibilities, 2001. Matthews, K. Executive Agenda, 2005-2006.

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9) National President-Elect Term of Appointment: 1 year A. Board of Directors Meetings 1. Must attend all meetings of the BOD. 2. Is a non-voting member of the BOD. 3. Shall present a quarterly report detailing his/her activities and presenting any recommendations for action by the BOD. 4. Shall serve as Chairperson of the Elections Committee. B. Executive Committee 1. Shall serve as a non-voting member of the Executive Committee. 2. Shall attend all meetings of the Executive Committee without specific voting privileges except by a proxy mechanism as established by the BOD. 3. Shall serve as Secretary of the Executive Committee. And, as such, shall record and distribute for review and approval all minutes of all official Executive Committee meetings/conference calls. C. General 1. Serve as Chairperson of the Elections Committee. 2. Serve as Secretary of the Executive Committee and assure the distribution of the minutes in a timely manner (2016 HOD). 3. Submit articles to issues of the Journal of the Student National Medical Association. 4. Assist the President in the implementation of the current Executive Agenda. 5. Shall use the year-long term as President-Elect to develop an Executive Agenda to be implemented during his/her term as President. 6. Shall present to the BOD a tentative Executive Agenda at the meeting prior to the Annual Medical Education Conference. 7. Shall present an Executive Agenda to the HOD at the Annual Medical Education Conference prior to installation as National President. BOD December 19-20, 1987 8. Shall prepare to fulfill the President’s committee appointments at the Annual Medical Education Conference upon or before becoming President. 9. Shall learn from the President regarding efficient satisfaction of the President's responsibilities. 10. Assist and monitor the work and progress of national committees as determined by the President. 11. Shall coordinate travel and SNMA representation at external conferences/events with the National President and Vice President.

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12. Shall maintain a calendar of events and document the highlights of the current administrative year. BOD December 17-18, 1988, BOD September 25-27, 1992 Reference: Garrett, F. Handbook of Officers’ Responsibilities, 2001. Matthews, K. Executive Agenda, 2005-2006 10) National Vice President

Term of Appointment: 1 year A. General 1. Work with the President and President Elect in the implementation of the Executive Agenda. 2. Work closely with the Community Service Committee to provide support to the regions and chapters regarding implementation of national protocols and programs. 3. Compile a statistical report of chapters performing protocol and non-protocol projects, with the assistance of the national committees. (2002 HOD) 4. Along with the Diversity Research Committee, coordinate the Annual Dr. Wilbert C. Jordan Research Forum at the Annual Medical Education Conference. 5. Along with the Community Service Committee, coordinate the National Community Service Forum at the Annual Medical Education Conference. 6. Shall serve as a member of the Elections Committee. 7. Shall officiate for the President in his/her absence or at his/her request. 8. Assume the duties and powers of the President for the remaining term in the case of the President's removal by resignation, illness, death or other cause. 9. Submit articles to issues of the Journal of the Student National Medical Association. 10. Submit articles, updates, and other information pertinent or of potential interest to the general SNMA membership to issues of the President’s Newsletter (2016 HOD). B. Board of Directors Meetings 1. Is a voting member of the BOD and is required to attend all BOD meetings. 2. Shall provide a typed report at each BOD meeting detailing their activities during the past quarter and any progress or complications regarding the national projects.

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C. Executive Committee 1. Is a voting member of the Executive Committee. 2. If delegated by the President, the Vice President shall present a report on committee progress at each Executive Committee (2016 HOD). Reference: House of Delegates Garrett, F. Handbook of Officers’ Responsibilities, 2001. SNMA Constitution and Bylaws, 2002 Matthews, K. Executive Agenda, 2005-2006. 11) Pre-medical Board Member

Term of Appointment: 1 year A. General 1. Assist the President in the implementation of the Executive Agenda as it pertains to pre-medical students 2. Serve as Chairperson of the MAPS Committee 3. Respond to information inquiries from pre-medical students 4. Serve as a resource for the Community Service Committee regarding pre-medical enrichment programming by SNMA chapters and to ensure that the PMED Protocol reflects the needs of the pre-medical membership. 5. Shall implement and maintain new established projects for the betterment of the pre-medical membership. 6. Participate in the planning and ensure the execution of the Strategic Plan for the SNMA. 7. Oversee the activities, documentation, and leadership of MAPS chapters. 8. Work with the Membership Committee and Headquarters to maintain an up to date active MAPS chapter roster and promote an associate membership drive. 9. Shall act as an advisor to the Regional MAPS Liaisons including serving as a resource for pre- medical student conference planning. 10. Shall coordinate the Pre-medical Forum at the Annual Medical Education Conference, with the assistance of the Convention Planning Committee. 11. Continue to seek and update the history of MAPS as it relates to current policy and operations 12. Shall submit regular articles to the Journal of the SNMA. 13. Submit articles to relevant publications that are available to premedical members and students.

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14. Shall communicate with the MAPS membership via a regular MAPS Minutes publication submitted quarterly (2016 HOD). 15. Shall ensure that the "So You Want to Be a Doctor" document is updated with pertinent information and seek ways to distribute it to all pre-medical SNMA members. 16. Shall strive to achieve optimal communication with pre-medical members, Regional MAPS Liaisons and MAPS Committee 17. Shall be appointed a professional advisor to assist with the above responsibilities. (1991 HOD) B. Board of Directors 1. Is a voting member of the BOD 2. Shall provide a quarterly report detailing his/her activities to the BOD in time for distribution before the BOD meeting. 3. Shall represent the interests of pre-medical members and communicate feedback on policies to the BOD. C. Executive Committee 1. Shall serve as a voting member of the Executive Committee. 12) Regional Director

Term of Appointment: 2 years A. General: 1. Shall relay all BOD activities and decisions to their respective regions. 2. Develop and coordinate projects and programs for the region. 3. Shall ensure that there is at least one Regional meeting per year. 4. Be responsible for implementing the directives of the national organization at the regional level and promoting these directives on the local level. 5. Shall promote the National President’s Executive Agenda to local chapters throughout the administrative year. 6. Coordinate and provide support for the activities of the various chapter officers in accomplishing their goals and objectives. 7. Shall ensure that a workshop is offered on parliamentary procedures and the SNMA Constitution before each Annual Medical Education Conference. BOD September 10-11, 1988. 8. Shall provide all committee chairpersons with regional appointments for their respective committees upon request and shall work closely with those regional representatives in order to implement national programming. 9. Shall maintain regular correspondence with the Executive Director as to their regional calendar. 10. Shall ensure the appropriate use of financial and corporate documents within the region.

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11. Shall submit a copy of their regional newsletters, conference booklets and agendas, and other documentation to National Headquarters. 12. Shall provide the National Headquarters with the names and addresses of all regional officers within four (4) weeks after their installation. 13. Shall attend Regional Directors workshop/meeting at Annual Medical Education Conference. BOD December 14-16, 1990. 14. Shall act as the liaison to the NMA within their region or appoint a representative to each of the local NMA chapters within their region. BOD September 1999. 15. Shall be the contact for regional conference involvement for national contracts. EC May 1990. B. Board of Directors Meetings 1. Are voting members of the BOD. 2. Must attend or ensure representation from their region at all BOD meetings. 3. Shall provide a quarterly report to the BOD detailing the plans and activities of their region and their included chapters. 4. Shall provide insight to the BOD regarding the regions feedback on national policies or performance. 5. Serve on an assigned National Committee as informational resource, representative of local chapters and, representative of BOD voting members. Reference: SNMA Constitution and Bylaws, 2002. Garrett, F. Handbook of Officers’ Responsibilities, 2001. 13) Regional Director to the Executive Committee

Term of Appointment: 1 year A. General 1. Shall transition incoming Regional Directors (RDs) into their new position. 2. Maintain correspondence with the other Regional Directors and keep them informed as to Executive Committee action items and sentiments, within 15 days of the meeting. EC January 17, 1989. 3. Shall confirm regional mandates and requests made during Executive Committee and BOD meetings and distribute them to the RDs. 4. Shall be continuously accessible and available for RDs’ questions and/or concerns. 5. Shall assist the Chairperson and President as needed. 6. Shall serve as a standing Regional Director representative to the

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Internal Affairs Committee. (HOD 2026) 7. Shall attend Internal Affairs Committee meetings, collaborate on governance and compliance initiatives & support internal accountability processes as outlined by the IAC Co-chairs (HOD 2026) 8. Shall coordinate the BOD meetings with the Chair. 9. Shall assist in or coordinate the collection of materials from the Regional Directors for other officers of the BOD. B. Executive Committee 1. Shall be a BOD-elected, Regional Director representative on the Executive Committee. 2. Shall serve as a voting member of the Executive Committee and attend all meetings. 3. Shall represent the interests and raise the concerns of the Regional Directors. 4. Shall facilitate communications of the Executive Committee members with the Regional Directors. Reference: Article V, Section 3-C Student National Medical Association Constitution and Bylaws, 2003. Garrett, F. Handbook of Officers’ Responsibilities, 2001. 14) Professional Board Member

Term of Appointment: 2 years A. Board of Directors 1. Is a voting member of the BOD 2. Shall submit one combined quarterly report detailing the combined activities to the BOD in time for distribution before the BOD meeting (BOD September 2024). 3. Shall act as a mentor to the BOD members, sharing his/her expertise and experience. 4. Shall serve as an advisor in BOD operations and decisions. 5. Shall serve on a National Committee(s) as per the Presidential appointments. B. General 1. May serve a maximum of two terms in succession (provided no vacancy remains in any of the four positions). 2. Shall stay versed in the SNMA national agenda and operations to cast an informed vote. 3. Shall promote SNMA externally (examples include seeking advertisers for the Journal of the SNMA and seeking exhibitors or sponsors for the Annual Medical Education Conference). Reference: Garrett, F. Handbook of Officers’ Responsibilities, 2001.

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual 15) Professional Board Member to the Executive Committee

Term of Appointment: 1 year A. Executive Committee 1. There shall be a BOD-elected, Professional Board member representative to the Executive Committee. 2. Shall serve as a voting member of the Executive Committee. 3. The Professional Board member to the Executive Committee shall address the HOD at the Annual Medical Education Conference, informing the HOD of the activities of the Professional Board Members during the year. Reference: Garrett, F. Handbook of Officers’ Responsibilities, 2001. 16) National Treasurer

Term of Appointment: 1 year A. General 1. Provide guidance and make recommendations on financial matters affecting the organization. 2. Collaborate with the Chairperson of the BOD and the Executive Director to prepare and adhere to the organization’s budget. 3. Collaborate with the regional treasurers to collect and review quarterly financial statements from the SNMA regions and chapters. 4. Shall notify the Chair of the Membership committee of the status of all finance reports no more than two (2) weeks after the deadline date for chapter submissions to the National Treasurer (1997 HOD) 5. Ensure proper management of the organization’s bank and investment accounts. 6. Ensure adherence of the organization to the financial stipulations of the 30-year business plan. 7. Maintain adequate documentation for the organization’s finances and finance-related materials. 8. Coordinate with the Executive Director to manage reimbursements of the national officers, BOD and national committees. 9. Collaborate with the Chairperson, national headquarters and national finance committee to establish and maintain financial support for the organization from individual and corporate donors. 10. Conduct a Treasurer’s Workshop at the Annual Medical Education Conference. 11. Serve as Chairperson of the National Finance Committee. 12. Serve as a member of the Convention Planning Committee. EC May 11, 1989 13. Shall collaborate with the Executive Director to keep and maintain the

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SNMA checking account. 14. With the Executive Director and the Chairperson, the Treasurer shall ensure that the bills get paid. 15. Shall have signing authority on the SNMA petty cash account maintained by the Executive Director. 16. Shall present a financial report to the HOD listing all financial activity since the start of the new fiscal year and presenting a list of all accounts receivable and accounts payable. B. Board of Directors Meetings 1. Is a non-voting member of the BOD. 2. Shall report quarterly to the BOD detailing the present financial condition of the organization, including: a. Year-to-date income statement detailing all expenditures and received revenues b. All accounts payable and accounts receivable c. Present bank balance d. Separate account of all national debts. 3. Shall present a proposed budget for the fiscal year to the BOD at the September BOD meeting for approval. a. Shall present a final fiscal year report for the previous year b. Shall review bank statements of previous years and report on management of accounts to the BOD. C. Executive Committee: 1. Shall serve as a non-voting member of the Executive Committee. Reference: House of Delegates Garrett, F. Handbook of Officers’ Responsibilities, 2001. SNMA Constitution and Bylaws, 2002 17) National Secretary

Term of Appointment: 1 year A. General: 1. Ensuring the HOD minutes are transcribed, edited, and distributed to the BOD members by the summer BOD meeting. 2. Summarize both BOD and HOD minutes, with the exception of all motions, which are to be recorded verbatim. 3. Record exact, verbatim motions, i.e., action Items, at each BOD and HOD meeting, along with the maker and second of the motion. 4. Assisting the Chairperson and President with BOD national correspondences. 5. Shall assist the President in the compilation of the monthly President’s newsletter, if requested. 6. Shall sit on the Internal Affairs committee for the compilation of the

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Policies and Procedures Manual and other documents as necessary. 7. Shall assist in the collection of chapter reports. 8. Shall notify the chair of the Membership committee of the status of all chapter reports two weeks after the deadline date for chapter submissions to the national secretary. B. Board of Directors meetings 1. Is a non-voting member of the BOD. 2. Shall keep written minutes of the BOD meetings and shall maintain audio recordings of said minutes, ensuring upload of audio recordings no less than 30 days prior to the following BOD meeting with timestamping of relevant discussion to correlate with audio recording. 3. Shall ensure the summary of the BOD minutes with all transcribed motions and recommendations in their full form and correct format, and submit them to Chairperson, President, and RD-to- the-EC for review. After completing of editing, shall submit the minutes to the National Headquarters for distribution no less than 30 days prior to the following BOD meeting. 4. Shall compile all recommendations submitted to the BOD within BOD reports and distribute them to the BOD members as the Chairperson distributes the meeting agenda. 5. Shall maintain a roll of all BOD members in attendance at each BOD meeting. 6. Shall manage the BOD listserv for the distribution of quarterly committee and officer reports. Reference Garrett, F. Handbook of Officers’ Responsibilities, 2001. SNMA Officer Handbook, Section XI. National Secretary, Items A. Board of Directors and B. General. SNMA Constitution and Bylaws, Section V. National Officers, 2003. 18) Speaker of the House of Delegates

Term of Appointment: 1 year A. General 1. Serve on the Internal Affairs Committee. 2. Serve on the Elections Committee. 3. Maintain communication with the Parliamentarian regarding the SNMA Constitution. 4. Performs installation of National Officers. 5. Assist with the updating of the Policies and Procedures Manual. 6. Has working knowledge of Robert’s Rules of Order B. House of Delegates

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1. Chairs HOD Business Meetings at the Annual Medical Education Conference. 2. Set concise and thorough agendas for the HOD business meetings conducted at the Annual Medical Education Conference. 3. Conduct business meetings at the Annual Medical Education Conference in an orderly and parliamentary correct fashion. 4. Shall distribute all documentation including but not limited to the HOD workbook to the Regional Directors, chapters and respective delegates (2016 HOD). 5. Have an in-depth knowledge of those issues and recommendations to be considered at the National HOD Meeting 6. Educates and provides information for all Active Members during the administrative year in preparation for the HOD. 7. Is able to reference the written HOD Policies and enforces them throughout the proceedings.

Reference: Smith, J. Constitution and By-Laws of the Student National Medical Association, 2002. 19) National Parliamentarian

Term of Appointment: 1 year A. General 1. Oversee the Constitution, its interpretation, and its amendment. 2. Chair the Constitution and Bylaws Subcommittee of the Internal Affairs Committee. 3. Maintain correspondence with the National Headquarters and with Regional Parliamentarians. 4. Incorporate amendments adopted by the HOD into the existing Constitution. 5. Assist with the updating of the Policies and Procedures Manual. 6. Develop and coordinate Parliamentary Procedure Workshops (PPW) for the national and regional level. 7. In the case of the Chairperson’s removal by resignation, illness, death or other cause, the Parliamentarian shall convene the voting members of the BOD for a meeting (emergency or scheduled) within fourteen (14) days of notification of the vacancy in the position and chair a meeting in which a new Chairperson of the BOD will be elected. 8. Prior to the first BOD meeting, shall initiate a review process of all regional constitutions and bylaws that have undergone revision during the prior administrative year to ensure compliance with Constitution of the national organization. 9. Shall report the results of the above review process at the first

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BOD meeting of the administrative year. B. Board of Directors 1. Serve as a non-voting member of BOD. 2. Submit a written report quarterly to the BOD outlining the plans and activities C. House of Delegates 1. Present and obtain an HOD vote for all proposed amendments during term of office 2. Serve as the Alternate Speaker for the Speaker of the House in his/her absence and as the need arises References: SNMA Constitution and Bylaws, 2002 20) Immediate-Past Chairperson

Term of Appointment: 1 year A. General 1. Serve as a non-voting member of the BOD. 2. In the case of the Chairperson’s removal by resignation, illness, death or other cause, including per the Chairperson’s request, the Immediate-Past Chairperson will assume the duties and powers of Chairperson for a maximum duration of fourteen (14) days. 3. Complete tasks and/or projects at the request and direction of the Chairperson of the BOD. 4. Assist in the resolution of financial matters from the administrative year in which the individual served as Chairperson. 5. Serve on the Internal Affairs and Finance Committees. 6. Serve as Co-Chair of the Annual Fund Campaign. 7. Partake in recruitment efforts for alumni. References: SNMA Constitution and Bylaws (revised 4/2002) 21) Immediate-Past President

Term of Appointment: 1 year A. General 1. Serve as a member of the Elections Committee. 2. Complete tasks and/or projects at the request and direction of the National President. 3. Serve on the Internal Affairs Committee. 4. Serve on the SNMA/David E. Satcher MD Research Fellowship Selection Committee. 5. Assist with the planning of the National Leadership Institute. 6. Serve as Co-Chair of the Annual Fund Campaign.

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7. Partake in recruitment efforts for Alumni. References: SNMA Constitution and Bylaws (revised 4/2002) 22) Executive Director Term of Appointment: Contractual (See Section 5.0 National Headquarters Manual) A. BOD Administration and Support 1. Supports operations and administration of the BOD by advising, informing and interfacing with BOD members on policies affecting the operation of Headquarters. 2. Serves as an advocate for efficiency of the BOD and SNMA as an organization. 3. Ensures the short-term and long-term stability, planning, and development of SNMA as an organization based upon prior experience. 4. Actively participates upon request on appropriate National Committees and Task Forces.

5. Act as a liaison between the SNMA and its legal and financial counselors as directed by the Chairperson of the BOD. 6. Formulates policies and planning recommendations for consideration by the Chairperson of the BOD. 7. Decides or guides courses of action taken by staff in concert with the Chairperson of the BOD. 8. Organizes and publicizes all BOD meetings. B. Membership Support 1. Oversees and manages membership records, documents, and other papers of the SNMA, including the Constitution and Bylaws, their Amendments, and the annual proceedings of the HOD. 2. Circulates publication and mailings of all periodic communications, official documents and brochures among the BOD, SNMA chapters, and the membership. 3. Provides all materials related to the Annual Medical Education Conference and other SNMA programs, products, and services relative to membership benefits to all SNMA chapters and regions. 4. Directs the selection and monitors the performance of outside service providers for both general services and for the planning and administration of the Annual Medical Education Conference in concert with the Chairperson of the BOD. C. Program, Product and Service Delivery 1. Assists in the design, marketing, promotion, delivery and quality of SNMA programs, products and services, taking into account the needs and desires of the organization as defined in its short- term and long-term strategic and business plans.

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2. Seeks change opportunities relative to the expansion and/or strengthening of the organization’s programs, products, and services, and relays these in the form of recommendations to the Chairperson of the BOD. D. Community and Public Relations 1. Assures the organization and its mission, programs, products, and service are consistently presented in a strong positive image to the community, medical schools, organizations, governmental agencies, and the media. 2. Develops and maintains good working relationships with regional decision-makers, public interest groups, businesses, community leaders, and the media, assuring that a consistent and technically accurate source of information is provided; responds to requests for information. 3. Provides organization with experience and knowledge of the nonprofit industry, the health care industry, community service, and advocacy. E. Fiscal Management 1. Assists the National Treasurer in the development of recommendation of an annual budget for BOD approval. 2. Prudently manages organization’s resources within those budget guidelines according to current SNMA policies and federal and state laws and regulations. 3. Ensures that, in concert with the National Treasurer, an annual audit is conducted. 4. Oversees planning and implementation, including identifying resource requirements, researching funding sources where appropriate, establishing strategies to approach sources, submitting proposals and provide assistance in the administration fundraising records and documentation. F. Facilities Management 1. Oversees the overall management of the facilities of the organization and the day-to-day activities of the Headquarters in concert with the Chairperson of the BOD. G. Human Resource Management 1. Effectively manages the human resources of the organization according to authorized personnel policies and procedures that fully conform to current SNMA regulations. 2. Maintain authority in conducting the management and administration of SNMA employees within the constraints imposed by the SNMA Constitution, prevailing BOD policies, and approved budgets. 3. Oversees the selection and hiring of staff under budgetary restraints and taking into account the needs of National

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Headquarters. 4. Assists biannual evaluation of all employees, including the Executive Director. 5. Develops and makes recommendations to the BOD that support staff development, motivational activities, and training. 6. Successfully identifies and solves problems, effectively communicates, and skillfully organizes the activities of the National Headquarters. 7. Demonstrates strong leadership and the tools for effective collaboration, creativity and independent thinking.

References: Duties and Responsibilities of the Executive Director of the Student National Medical Association, submitted to and approved by the House of Delegates, 2004.

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Conflict of Interest Policy Article I Purpose The purpose of the conflict of interest policy is to protect this tax-exempt organization’s (Organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations. Article II Definitions

1. Interested Person Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. 2. Financial Interest A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: a. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement, b. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. Article III Procedures 1. Duty to Disclose In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

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2. Determining Whether a Conflict of Interest Exists After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists. 3. Procedures for Addressing the Conflict of Interest a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. b. The chairperson of the governing board or committee shall, if appropriate, appoint a is interested person or committee to investigate alternatives to the proposed transaction or arrangement. c. After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement. 4. Violations of the Conflicts of Interest Policy a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. Article IV Records of Proceedings The minutes of the governing board and all committees with board delegated powers shall contain:

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a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed. b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings. Article V Compensation a. A voting member of the governing board who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation. b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation. c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation. Article VI Annual Statements Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person: a. Has received a copy of the conflicts of interest policy, b. Has read and understands the policy, c. Has agreed to comply with the policy, and d. Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes. Article VII Periodic Reviews To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects: a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.

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b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction. Article VIII Use of Outside Experts When conducting the periodic reviews as provided for in Article VII, the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.

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Conflict of Interest Statement I am a trustee, officer, or member of a committee with Board delegated powers, or have been nominated to serve in any such capacity, with SNMA or as a member of the Board of Directors. I hereby affirm and acknowledge that I have received and understand the SNMA Conflict of Interest Policy and agree to comply with the policy. Further, I understand that the SNMA is a charitable organization and that in order to maintain its federal tax exemption it must engage primarily in activities, which accomplish one or more of its tax-exempt purposes. I hereby certify that if I, or a member of my household, have the following interest in any organizations with which the SNMA has, or might reasonably in the future enter into, a relationship or a transaction in which I may have Financial or conflict of Interest I will disclose this interest and complete and submit to the Executive Director to file at the SNMA National Headquarters a Conflict of Interest Policy Affirmation and Disclosure Form. “Conflicting Interest” shall mean “any proposed contact between the SNMA and a person or a party with which a person has a family, social or business relationship, or significant financial interest, directly or indirectly” that either: a. Competes with SNMA or any Affiliate, or b. Is involved or is likely to become involved in any litigation or adversarial proceeding with SNMA or any Affiliate. c. “Financial Interest shall mean a person has a financial interest if the person has, directly or indirectly, through business, investment or household, either: • And ownership or investment interest with which the SNMA has a transaction or arrangement, or arrangement, or • A compensation arrangement with an entity or individual with which the SNMA has a transaction or arrangement, or • A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the SNMA is negotiating a transaction or arrangement. “Household” shall mean spouse, parents, children, siblings, and/or in-laws, wherever they reside, as well as any person(s) sharing the same living quarters within an intimate, personal relationship that could affect business decisions in a manner that conflict with the intent of this policy. I hereby certify that the above information is true, correct and complete to the best of my knowledge, information and belief. I understand that if I violate this policy, I may face legal or disciplinary action according to applicable law or Board of Directors policy.

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Conflict of Interest Policy Affirmation and Disclosure Statement The UNDERSIGNED is a trustee, officer, or member of a committee with board delegated powers, or has been nominated to serve in any such capacity, with SNMA or as a member of the Board of Trustees. The undersigned hereby affirms and acknowledges that he/she: Has received and understands the SNMA Conflict of Interest Policy and has agreed to comply with the policy. Further, they understand that the SNMA is a charitable organization and that in order to maintain its federal tax exemption it must engage primarily in activities, which accomplish one or more of its tax-exempt purposes. I hereby certify that I, or a member of my household, have the following interest in the following organizations with which the SNMA has, or might reasonably in the future enter into, a relationship or a transaction in which I may have Financial or conflict of Interest: Name of Organization

Address

Description of Interest

“Conflicting Interest” shall mean “any proposed contact between the SNMA and a person or a party with which a person has a family, social or business relationship, or significant financial interest, directly or indirectly” that either:

a. Competes with SNMA or any Affiliate, or b. Is involved or is likely to become involved in any litigation or adversarial proceeding with SNMA or any Affiliate.

c. “Financial Interest shall mean a person has a financial interest if the person has, directly or

indirectly, through business, investment or household, either: • And ownership or investment interest with which the SNMA has a transaction or arrangement, or arrangement, or • A compensation arrangement with an entity or individual with which the SNMA has a transaction or arrangement, or • A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the SNMA is negotiating a transaction or arrangement. “Household” shall mean spouse, parents, children, siblings, and/or in-laws, wherever they reside, as well as any person(s) sharing the same living quarters within an intimate, personal relationship that could affect business decisions in a manner that conflict with the intent of this policy. I hereby certify that the above information is true, correct and complete to the best of my knowledge, information and belief. Signature

Date

Position Please return to the Executive Director. Attach additional sheets if more space in necessary.

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Code of Conduct Policy Overview: This policy outlines the Code of Conduct for the officers of the organization, and for those who have been granted the highest honor of the organization, the emeritus members. Rationale: The Constitution and Bylaws clearly states that officers shall not be permitted to engage in conduct detrimental to the SNMA but does not define nor specify what actions constitute a violation of this guideline. This polity is written to address this gap.

Section I. Officers of the Board of Directors Officers of the Board of Directors shall uphold the Constitution and Bylaws of the SNMA and promote the following values of the SNMA: • Strong student leadership • Academic excellence • Professional integrity 1) Requirements a. The Officer of the Board must be a dues-paying member in the appropriate membership category. Failure to meet this criterion in a three (3) month period after receiving notification from the National Headquarters shall be grounds for removal from the board and/or of emeritus status. b. The Officer of the Board must uphold the constitution and bylaws and procedures and policies of the SNMA. c. The Officer of the Board must support the vision and mission of the SNMA. d. The Officer of the Board shall not be found to be in violation of local, state, or federal law. e. The Officer of the Board shall not commit an act deemed by the Board of Directors or the House of Delegates to be egregious, immoral, or unethical. f. Officers of the board shall submit a letter of good academic standing from their current institution upon application to become a member of the Board of Directors and at the third regularly scheduled meeting of the Board of Directors. These letters shall be submitted directly to the Elections Committee Chair/President-Elect. Bad academic standing shall in and of itself not constitute a violation of the Code of Conduct of the SNMA. However, if the bad standing of the Officer is a result of violation of the home institution’s Code of conduct/Honor code or there are 2 letters of bad academic standing within a 12-month period, this shall constitute a violation of the Code of Conduct Policy. g. The Executive Director, as an employee of the SNMA, shall be exempt from this policy. His/her actions shall instead be governed by the conduct

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policy contained within the employment agreement as well as the employee handbook. 2) Violation a. Any violations of this policy shall be handled according to the Conduct Policy Procedures in the PPM Section 2.8.2.1. Section II. Emeritus Members Emeritus members granted this status shall retain the status of Emeritus indefinitely in the absence of any violation of this policy. 1) Requirements a. The Emeritus member must concurrently be a dues-paying member in the appropriate membership category. Failure to meet this criterion in a one (1) year period shall be grounds for status removal. b. The Emeritus member must uphold the constitution and bylaws and procedures and policies of the SNMA. c. The Emeritus member supports the Vision and Mission of the SNMA. d. The Emeritus member must not be found to be in violation of local, state, or federal law. e. The Emeritus member must not intentionally commit an act that is egregious, immoral, or unethical. 2) Violation a. Any violations of this policy shall be handled according to the Conduct Policy Procedures in the PPM Section 2.8.2.1. Section III. Policy Distribution The Chairperson of the Board of Directors shall distribute this policy to all Officers of the Board and Emeritus members upon acceptance and revision.

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Conduct Policy Procedures A. Violations of the conduct policy are to be determined and initiated as defined by the Code of Conduct Policy (Section 2.8.2 of the SNMA Policies and Procedures Manual). i. Any active member or body (chapter, region, BOD) of the SNMA may bring forth an allegation of the Code of Conduct Policy violation and need not be directly affected by the violation. B. The Strategic Planning Council shall handle all matters of conduct policy. i. Should a member of the Strategic Planning Council be charged with a violation of the conduct policy the Executive Committee will act in lieu of the Strategic Planning Council. ii. Should a member of the Strategic Planning Council make an allegation against a member of the Executive Committee that also serves on the Strategic Planning Council the Executive Committee shall act in lieu of the Strategic Planning Council in the absence of the accused. C. An allegation asserting a violation of the Conduct Policy must be in writing and state the specific allegation(s) upon which the Violation is based. i. The allegation must identify the specific provision of the policy that was violated and detail the specific facts supporting the allegation. D. Violations of the conduct policy must be submitted directly to the Chair of the Strategic Planning Council who shall: i. Within two (2) days forward copies of said Violation, by registered mail, email (with receipt acknowledgement), or other means as defined by the Chairperson of the Board to all members of the Strategic Planning Council. ii. Within five (5) days notify the Accused of receipt of the Violation of the conduct policy by registered mail, email (with receipt acknowledgement), or other means as specified by the Chairperson of the Board. E. Within fourteen (14) days after receipt of the allegation, the Chair of the Strategic Planning Council shall convene a meeting of the committee to determine if the complainant presented sufficient credible facts that a violation of the Policy occurred. F. If it is determined by majority vote, or in the event of a split decision, that sufficient evidence of a violation exists the Chair of the Strategic Planning Council shall immediately forward, by express mail or email (with receipt acknowledgement), a copy of the initial alleged violation of the conduct policy, together with a Statement of evidentiary merit, to the Accuser, the Accused, and all members of the Board of Directors. G. Upon receipt of notice of sufficient evidentiary merit, as deemed by the Strategic Planning Council, the Accused shall:

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i.

Be requested to reply directly to the Chair of the Strategic Planning Council within seven (7) days of receipt of allegation, who shall immediately forward the reply to the Board of Directors. ii. Be informed that failure to give written reply will result in an automatic removal from Office. H. The Board of Directors shall, upon receipt of all documentation pertaining to the violation in question, including, but not limited to, a reply from the accused, convene within thirty (30) days via email role call as outlined in Section 2.3.6 of the Policies and Procedures Manual or at the next regularly scheduled quarterly BOD meeting to reconsider the Violation of the conduct policy and may either: i. Move for a dismissal of the Charges. ii. Order a Hearing of the Charges: I. If the officer fails to respond to the allegations within ten days after receipt of the allegations he/she will be immediately removed from office and notified of his/her removal by certified letter provided that the original notification of a Violation of the conduct policy was sent to the most current mailing address for that Officer. The Board of Directors shall have the right to impose Penalties at its own discretion, within the limitations of the SNMA Constitution and its Bylaws. J. Hearings of the Charges shall: i. Be initiated by majority vote of the Board of Directors; ii. Take place at the site of the meeting of the Board of Directors in an area accessible to all parties involved; iii. Be heard before a seven (7)-member panel of members of the Board of Directors comprised of five (5) Regional Directors selected via mathematical parity with the current year (RDs 1, 3, 5, 7, and 9 in an oddnumbered year) while the remaining two (2) members of the panel will consist of a National Committee Chair and an Executive Officer selected by majority vote of these five (5) Regional Directors. iv. The panel will then vote to determine who among them will serve as Chair and moderate the proceedings. v. There are no formal rules of evidence. vi. Each member of the panel has an obligation to disclose any and all potential conflicts of interest they may have with the accused. K. The findings of the Hearing Panel shall be final, and binding upon all parties and: i. The panel must reach a finding of guilty by a two-thirds (2/3) vote of its members. ii. The panel shall have the right to impose penalties at its own discretion, within the limitations of the SNMA Constitution and Bylaws. iii. The panel shall deliver its findings orally at the time of the hearing and shall forward copies of its findings, in writing, to the Accused and to the Board of Directors of the SNMA within ten (10) days of the conclusion of the hearing.

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L. The Chairperson of the Board of Directors shall, through his/her Executive Director: i. Ensure adequate arrangements for executing the various Sections of this Chapter of the Bylaws; ii. Ensure accurate minutes of the Hearing of Charges, along with complete and accurate records of its proceedings. M. Removal of Emeritus Member status i. Any Active member or body (chapter, region, BOD) of the SNMA may bring forth a motion to remove the emeritus member status from an Emeriti member suspected to be in violation of the Code of Conduct Policy. ii. Discussion shall take place in closed session of the HOD and shall focus only on the worthiness of holding status removal proceedings, and a majority vote shall determine if removal proceedings shall be undertaken by the House of Delegates. iii. A decision to hold removal proceedings shall not in and of itself remove the status of emeritus. The Emeritus member in question, if present, shall be given an opportunity to address the HOD in open session. Thereafter, removal proceedings shall take place in closed session of the HOD. A majority vote shall determine if the Emeritus member is found to be in violation of the Code of Conduct Policy. iv. In the event that an emeritus member is found in violation of the Code of Conduct Policy, the status of emeritus may be repealed by a two-thirds (2/3) vote of the House of Delegates. N. All allegations of misconduct must follow the process outlined above.

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National Officer Policy on Academic Standing 1.) Purpose A. This policy outlines the expectations and procedures regarding the academic standing of student members serving on the Board of Directors of the Student National Medical Association and Speaker of the House. B. The Board of Directors and Speaker of the House play a critical role in representing the organization’s mission and values. As such, maintaining good academic standing is essential to ensure Directors can effectively balance their academic and leadership responsibilities. 2.) Good Academic Standing Requirement and Definition A. All student members of the Board of Directors and Speaker of the House are required to remain in good academic standing as defined by both their respective academic institutions and the SNMA throughout their term of service. B. While institutional definitions may vary, the SNMA defines Good Academic Standing as meeting all of the following criteria: a. Not currently on academic probation or academic warning, b. Meeting institutional progression requirements toward graduation, c. And not at risk of dismissal or a required leave of absence due to academic concerns. 3.) Notification of Academic Probation, Warning, Risk of Dismissal, or Required leave of Absence A. Any student Board of Directors member and Speaker of the House who does not meet either their institution’s or the SNMA’s definition of Good Academic Standing must notify the Chair of the Board of Directors, the Professional Board Member to the Executive Committee, and the Executive Director via official SNMA email within fourteen (14) days of becoming aware of the change in their academic status. B. The notification must include: a. A copy of the official academic status notification from their institution, if available; i. If no official notification has been issued, but the student no longer meets the SNMA definition of Good Academic Standing, they must instead submit a written explanation— either from their institution or self-drafted—outlining the circumstances. b. A written academic recovery plan (either from the institution or selfdrafted if none is provided formally). C. Failure to disclose this status or provide the required documents within fourteen (14) days may result in impeachment proceedings being initiated as outlined in the Constitution.

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D. If the Chair of the Board is the student in question, the National President

will assume the Chair's role in the review and reinstatement processes. 4.) Review Process A. Upon notification, the National Chair, the Professional Board Member to the Executive Committee, and the Executive Director will initiate a confidential review to assess the student’s ability to fulfill their leadership responsibilities while addressing academic needs. B. At the student’s request, all reasonable efforts will be made to facilitate a meeting with the student, the National Chair, the Professional Board Member to the Executive Committee, and the Executive Director to allow the student an additional opportunity to share their perspective. Ideally, this meeting will occur with all parties present; however, if scheduling constraints arise, separate meetings may be held. If a synchronous meeting is not feasible, the student may submit a recorded video statement or written statement for review. C. The review process will include consideration of: a. The academic recovery plan, b. Current leadership obligations, c. The student’s overall well-being and capacity for continued service, d. And any reasonable additional context the student elects to share. D. The review and vote (with the outcomes listed below) will conclude within seven (7) days of notification. E. If the student decides to take a leave of absence from the SNMA prior to this review process, their decision will be respected, and the review process will not occur. They are still required, however, to notify the Chair of the Board of Directors, the Professional Board Member to the Executive Committee, and the Executive Director of their desire to take a Leave of Absence via official SNMA email and, if interested, will receive academic assistance from the Professional Board Members. 5.) Possible Outcomes A. Based on the review, the following actions may be taken and will be determined by a majority vote of the National Chair, the National President, and the Professional Board Member to the Executive Committee, a. Continuation with Support: If deemed appropriate, the student may continue in their role with a formalized support and accountability plan as outlined by the Chair of the Board of Directors, the Professional Board Member to the Executive Committee, and the Executive Director. b. Modified Responsibilities: In certain circumstances, leadership duties may be temporarily reduced so that the individual is responsible solely for the essential, required activities of their

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position, excluding any additional or discretionary tasks. Should the individual be unable to fulfill even these minimum responsibilities, a reassignment of duties may be considered as a measure of last resort, recognizing that such reallocation imposes additional workload on others. Any reassignment shall occur only with the consent of the individuals who would assume the additional responsibilities. The National President will determine any modified responsibilities of the NCCs, while the Chair will determine modified responsibilities for all other Board of Directors positions and Speaker of the House. Each may involve additional individuals, as appropriate, to develop the best plan. If the Chair’s role is in question, the National President will lead the decision, and vice versa. c. Temporary Leave of Absence: The student may be asked to take a temporary leave from their leadership role to focus on academic improvement. d. Resignation or Removal: If the student is unable to meet leadership expectations due to academic challenges, they may be asked to resign, or may voluntarily resign, or the recommendation may be removal from their position in which case the process will be taken formally removed from their position. If formal removal is undertaken, it should follow the process outlined in the Constitution. 6.) Notification of Decision A. After the review, the student will be notified of the decision in writing via official SNMA email with read receipt. B. The notification will include the decision and rationale. 7.) Reinstatement A. A student may request full reinstatement at any time after returning to good academic standing, as defined by both their academic institution and the SNMA. B. To request reinstatement, the student must submit reasonable documentation (institutional or self-drafted) to the National Chair, the National President, and the Professional Board Member to the Executive Committee. C. The reinstatement vote will be determined by a majority of the three reviewers and will occur within seven (7) days of receiving the request. D. If a student’s institution restricts participation in extracurricular activities— even if the student meets the SNMA and institutional definitions of Good Academic Standing—the SNMA will defer to institutional restrictions. In such cases, the student may apply for reinstatement once their institution confirms they are permitted to resume extracurricular involvement.

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8.) Appeals Process A. A student may request a formal appeal of their initial outcome decision. B. The only outcome that is ineligible for appeal is removal from office per the impeachment proceedings as outlined in the Constitution of the SNMA. C. The appeal must be submitted via official SNMA email to the National Chair and copied to the SNMA Executive Director within seven (7) days of receiving the decision. D. Grounds for appeal may include: a. Procedural error or unfair process b. New or previously unavailable information c. Perceived bias or conflict of interest in the original review d. Disproportionate outcome relative to the circumstances E. What to Include in the Appeal a. The written appeal must include: i. A clear statement of the outcome being appealed (e.g., removal, denial of reinstatement) ii. The specific grounds for appeal, with a brief explanation iii. Any supporting documentation relevant to the grounds for appeal (e.g., updated academic records, new institutional communications, personal statements) F. An Appeals Committee will be formed, composed of: a. The Immediate Past Chair (or Immediate Past President if the National Chair is the student in question), b. And two (2) additional Professional Board Members. c. None of the original reviewers (Chair, PBM to EC, National President) may serve on the Appeals Committee. G. The committee will: a. Review the written appeal and original documentation, b. Meet with the student if requested by the student and if schedules allow, c. Take a majority vote, d. And issue a written recommendation to the National Chair within ten (10) days of receiving the request for the appeal. H. The National Chair will review the Appeals Committee’s recommendation and issue a final decision, which will be communicated to the student via email. The final decision is binding and not subject to further appeal. 9.) Confidentiality A. All matters related to a student academic standing will be handled with strict confidentiality and sensitivity. Only individuals directly involved in the process will have access to any related information

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SNMA National Officer Academic Self-Review To serve on the SNMA Board of Directors or serve as Speaker of the House, students must be in good academic standing. The additional information requested below is not used to determine eligibility for national officer positions. Rather, it allows us to better identify and support students who may have experienced academic challenges in the past, so we can proactively offer resources and ensure their success in leadership. Transparency with school policies and procedures allows SNMA to best understand the circumstances of your leave and how to structure opportunities for your assistance. _________________________________________________________________ Notification of Changes in Student’s Academic Status I commit to notifying the SNMA via email to execdir@snma.org, chair@snma.org, and the SNMA email of the Professional Board Member to the Executive Committee within 14 days of any change in my academic status such as, but not limited to, going on warning, probation, or taking a Leave of Absence. SNMA will then initiate subsequent steps as dictated by National Officer Policy on Academic Standing. Yes

No

School Academic Policies I commit to providing the SNMA all relevant school policies via email to execdir@snma.org, chair@snma.org, and the SNMA email of the Professional Board Member to the Executive Committee within 14 days of any change in my academic status such as, but not limited to, going on warning, probation, or taking a Leave of Absence. These policies should include any standards for academic progress, consequences for failing to meet those standards, including any restrictions on my ability to participate in, and travel for, extracurricular activities (such as national SNMA leadership), as well as information about when my academic status will be reviewed. Yes

No

I have passed all required coursework and all other academic activities to date within my school’s expected timeframe. Yes

No

If no, please elaborate (include number, nature, and timing of failed components and remediations)

I have passed all required national examinations (e.g., MCAT, USMLE STEP 1, USMLE STEP 2, USMLE STEP 3, COMLEX 1, COMLEX 2, COMLEX 3) within my school’s expected timeframe. Yes No If no, please elaborate (include number and timing of any failed attempts and specifics regarding what national examination is in question):

I have not been the subject of any professionalism concerns at my school. Yes No If no, please elaborate:

Signature of Student Name of Student: SNMA Position: Date:

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Board Governance Standards and Culture Commitment 1) Introduction A. The Student National Medical Association (SNMA) Board of Directors holds a shared responsibility to lead with integrity, foster inclusion, and advance the mission of SNMA with transparency and professionalism. To ensure we function effectively as a collective body, this document outlines our core standards of conduct, engagement, and shared values. Every board member affirms their commitment to these principles as a condition of board service. 2) Shared Values Charter A. This charter articulates the foundational values that guide how SNMA board members interact, collaborate, and lead together. These shared principles are not aspirational—they are actionable and expected. B. We commit to: a. Transparency. We communicate openly and share relevant information honestly, while respecting boundaries of confidentiality. b. Accountability. We take responsibility for our commitments, own our decisions, and follow through on our roles. c. Curiosity. We will lead with a growth mindset. We are open to feedback, seek learning opportunities, and approach challenges as opportunities to grow. d. Equity. We work intentionally to dismantle structural inequities and ensure fairness in every aspect of our board service. e. Purposeful resolution. We approach conflict with care, prioritize understanding, and remain committed to resolving challenges in ways that uphold our shared values and relationships. f. Collaboration. We honor the power of shared leadership, embrace diverse voices, and center the collective mission above individual ego. 3) Board Statement of Expectations A. The SNMA Board of Directors is expected to uphold the highest ethical and professional standards in all aspects of board service. These expectations are not only reflective of our values but are essential for maintaining trust, accountability, and a mission-centered culture.

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B. Aligned with our values, board members agree to: a. Transparency i. Maintain confidentiality. Board members will protect the privacy of sensitive information, including but not limited to board discussions, personnel matters, and strategic planning. ii. Disclose conflicts of interest. Members must promptly disclose any actual or perceived conflicts and recuse themselves from related decisions when appropriate. b. Accountability i. Attend and participate in board meetings. Consistent presence is essential to informed decision-making and shared leadership. ii. Be responsive. Members must reply to board-related communications within a timely manner, ideally within 96 hours for normal messages and 72 hours for high importance/high urgency messages (which are messages either deemed such by the sender in the subject/priority assignment or assumed to be such based on timeliness of required responses). iii. Prepare in advance for meetings. Members are responsible for reviewing materials and inquiring with questions or comments prior to meetings to arriving ready to engage productively. For instance, reviewing the NLI workbook and reaching out in advance to the person that wrote that specific report with questions so that the meeting can be focused on actions. iv. Act in alignment with SNMA’s mission and goals. All decisions, actions, and communications must support the overarching vision of the organization and the communities we serve. v. Represent SNMA with integrity. Whether at public events, in media, or in informal conversations, board members will act as positive ambassadors of the organization. vi. Avoid actions that erode trust. This includes backchannel communication, gossip, and undermining board decisions or leadership.

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vii. Refrain from unauthorized public statements. No board member should speak on behalf of the SNMA Board without explicit, prior approval. viii. Honor fiduciary responsibilities. Board members must act in the best interest of SNMA, exercising their duty of care, loyalty, and obedience in all board activities. c. Curiosity i. Embrace Open-Mindedness: Be open to considering different perspectives and potential solutions when navigating situations guided by principles. ii. Learn from Experiences: Reflect on decisions made and their outcomes to refine the application of principles in the future iii. Engage in continuous learning. Members will participate in onboarding, training sessions, and professional development opportunities relevant to governance and equity. d. Equity i. Champion equity and inclusion. Members are expected to challenge discriminatory behavior, promote fairness, and create space for marginalized voices. e. Purposeful resolution i. Speak Up Early: Concerns should be raised in a timely and respectful manner to prevent unresolved issues from festering. When appropriate, individuals are encouraged to name issues in real time using clear, professional language. ii. Lead with Curiosity and Active Listening: All parties are expected to approach conflict with a spirit of inquiry and an openness to understanding differing perspectives. This includes assuming good intent, acknowledging harm when it occurs, and practicing active listening—listening without interruption, reflecting key points, and seeking clarification prior to responding.

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iii. Stay Grounded in Shared Values: In moments of disagreement, individuals should intentionally re-align with the organization’s shared mission, values, and goals. Conflict resolution should be rooted in equity, collaboration, and mutual respect. All members, regardless of position, are expected to model accountability, receive feedback constructively, and engage in resolution-focused dialogue that strengthens the collective work f. Collaboration i. Support collective decisions. Once a vote is finalized, board members are expected to uphold and speak in support of the decision, even if their individual vote differs. ii. Collaborate with professionalism. Members will contribute constructively to team efforts and uphold a culture of mutual respect and shared leadership. iii. Contribute to committee work. If asked to serve, members will be active members on assigned committees, workgroups, taskforces, etc. 4) Accountability Measures A. To ensure a fair and transparent approach to engagement, the board will implement the following mechanisms: a. Annual Assessment: All members will complete an annual evaluation which consists of the questions below. All members should meet with their respective Executive Committee members to review their answers between September and January NLI. i. For Appendix: ii. Board Feedback: a. What do they need to do to stay or get back on track for effectively achieving their goal objectives by the end of the year? b. In the second half of the year, what support do they need from their manager or others to effectively achieve their goal objectives by the end of the year? iii. Self-feedback: a. Do you feel supported in your role as a board member? b. What challenges or barriers are there that hinder your ability to contribute effectively?

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c. Are there skills or experiences you are not using to the fullest in your role on the board and if so how can you incorporate them? How do you believe your involvement has impacted the organization's overall success? d. Are you actively participating in board and committee meetings? If not, what factors are impacting your ability to contribute? e. How would you rate communication and collaboration among board members? How can you improve?

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National Leadership Performance Review and Improvement Policy 1) Purpose A. This document outlines the process by which the organization responds to concerns related to conduct and performance involving individuals serving in national SNMA leadership roles, including but not limited to members of the Board of Directors, the Speaker of the House, Subcommittee Chairs or Subcommittee Members, and Emeriti holding formal active roles such as Taskforce Chairs. It establishes a structured, fair, and timely framework for reviewing concerns and determining appropriate organizational responses, which may include performance support, corrective action, or, when warranted, formal disciplinary proceedings. 2) Expectations A. Individuals serving in national SNMA leadership roles must a. Uphold the Constitution, Bylaws, and all policies and procedures of the SNMA, including but not limited to the Board Governance Standards and Culture Commitment, National Officer Policy on Academic Standing, and the SNMA National Officer Academic Self-Review (when applicable based on their designated role), b. Support and advance the vision and mission of the SNMA, c. Remain in compliance with all applicable local, state, and federal laws, d. Maintain consistent and active participation in board meetings, committees, and official organizational activities (when applicable based on their designated role), e. Complete assigned responsibilities and deliverables in accordance with established deadlines and position descriptions, f. And communicate promptly with appropriate leadership when personal, academic, or professional challenges interfere with their ability to fulfill their role. 3) Brief Overview of Performance Concern Review A. Identification: When a national SNMA leader’s performance concerns arise, such as missed meetings, incomplete deliverables, or interpersonal challenges, a Performance Concern Review may be initiated by any SNMA member. B. Committee Review: The Performance Concern Review Committee (PCRC) shall convene to review the concern/s, gather information, and communicate directly with the individual/s involved. C. Performance Improvement: The PCRC may recommend a Performance Improvement Plan (PIP) outlining expectations, measurable goals, and a defined timeline for progress.

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D. Escalation: Failure to adhere to the PIP, continued underperformance, or lack of communication may result in referral to formal Code of Conduct proceedings for further review and possible action under SNMA bylaws. 4) Initiation of a Performance Concern Review A. A Performance Concern Review may be initiated by any SNMA member for any individual serving in national SNMA leadership roles, including but not limited to members of the Board of Directors, the Speaker of the House, Subcommittee Chairs or Subcommittee Members and Emeriti holding formal active roles such as Taskforce Chairs when concerns arise related to the expectations outlined above. B. Examples of these concerns include, but are not limited to, a. Personal challenges (e.g. professional, or health-related) begin affecting performance, b. Performance issues are identified, such as i. Excessive absences without prior notice or explanation ii. Missed deadlines or repeated delays in submitting reports or completing assigned tasks iii. Lack of engagement in meetings or committee work iv. Unmet role expectations as outlined in the Policy and Procedure Manual (PPM) v. Poor communication or failure to respond to official correspondence vi. Lack of progress on assigned goals or initiatives. 5) Performance Concern Review Committee (PCRC) Composition A. Chair: National Chair B. Members: a. National President b. PBM to the Executive Committee c. National Internal Affairs Committee Chair or Co-Chairs d. Optional: External governance consultant (nonvoting) to provide impartial guidance/advice. C. If any individual listed above is the subject of review, that individual shall be fully recused from all PCRC discussions, deliberations, and decisions, and the Committee shall proceed without a replacement. If the PCRC Chair is the individual under review, the National President shall assume the role of PCRC Chair for the duration of the review process. D. All committee members must be free of any actual or perceived conflict of interest related to the individual under review. E. If, after required recusals, the Committee is composed of fewer than three (3) members, the PCRC Chair shall appoint qualified designees to serve the duration of the review, so the Committee has a minimum of three (3) members. 6) Responsibilities of the PCRC A. Review relevant policies, expectations, and performance criteria B. Gather and evaluate documentation and supporting information

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C. Notify the individual under review of the concerns and allow an opportunity to respond D. Determine appropriate next steps in accordance with this policy E. Evaluation Criteria includes but is not limited to: a. Attendance, participation, and collaboration in meetings and initiatives b. Preparation and engagement during board meetings c. Contributions to committees and assigned projects d. Timely completion of deliverables and role-specific responsibilities e. Communication and responsiveness f. Adherence to board culture, professionalism, and mutual respect 7) Timeline (Calendar Days) A. Notification of Concerns a. Within three (3) calendar days of the PCRC Chair’s receipt of documented performance concerns, the PCRC Chair will i. Notify the individual under review via email with delivery receipt, and ii. Forward the documented concerns to the full PCRC. B. Response Period a. The individual under review will have five (5) calendar days from the date the PCRC Chair sends them the notification email to submit a written response, clarification, and/or proposed corrective actions. i. The response must be submitted via email with delivery receipt to the entire PCRC. ii. The individual may request an extension by submitting a written request via email with delivery receipt to the PCRC Chair. iii. Any request for an extension must be approved in advance by the PCRC Chair and may be granted for a period the Committee deems appropriate. C. Committee Review Meeting a. The PCRC must convene a review meeting within seven (7) calendar days of the earlier of: i. Receipt of the individual’s written response, or ii. The final day of the response period, in the absence of an approved extension. b. Failure to submit a response within the designated timeframe, absent from an approved extension, will not delay or prevent the PCRC from proceeding with its review and determination. D. Committee Deliberation and Recommendation a. Within three (3) calendar days of the review meeting, the PCRC will finalize and deliver its written recommendation(s) to the individual under review via email with delivery receipt.

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8)

Possible Outcomes A. Possible PCRC outcomes include, but are not limited to a. No further action required b. Initiation of a Performance Improvement Plan (PIP) c. Determination that the concern is egregious or serious in nature and warrants escalation to the Code of Conduct. In such cases, the PCRC Chair may submit a formal Code of Conduct concern in accordance with applicable policies and procedures. B. Failure to demonstrate adequate improvement by the conclusion of the review period may result in one or more actions, as determined by the PCRC, including but not limited to a. Recommendation for voluntary resignation b. Escalation of the matter through the organization’s Code of Conduct process c. Immediate removal from the role d. Any other action permitted under the Policy and Procedures Manual, exercised only by PCRC members acting within the scope of their existing authority and position descriptions C. Please note, that a Code of Conduct concern may be submitted at any point before, during, or after initiation of the Performance Concern Review. In this event, the two processes will occur in parallel. 9) Voting Requirements A. The decision to initiate a PIP will require approval by a simple majority vote of the PCRC members present. B. Upon approval, the PCRC will collaboratively develop and agree upon the terms of the PIP. The PIP template below is recommended; however, the PCRC retains discretion to utilize an alternative template when appropriate. It is also recommended to use the use the template to document progress during checkpoints. 10) Confidentiality A. All proceedings, discussions, and documentation related to Leadership Accountability and Performance Improvement Policy matters are confidential and limited to authorized individuals. 11) Documentation A. The PCRC shall maintain secure records of: a. Committee meetings and communications

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b. Documentation reviewed c. Correspondence d. Final determinations and outcome

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National Leader Performance Improvement Plan (PIP) Template Individual Under Review: PIP Start Date: PIP End Date: Duration: Issuing Authority: PCRC Monitoring Authority: This Performance Improvement Plan is intended to clearly outline the areas in which the national leader can improve to meet role expectations, specify the expectations moving forward, and provide the support and timeline for improvement. The goal is to retain and re-engage the individual in a meaningful and productive role. Growth and Development Areas The table below identifies the areas of concern, expectations for improvement, measurable outcomes, and available support. Area of Concern

Description

Expectation

Measurable Outcome

Support and Resources

Action and Monitoring Plan This section outlines required actions and how progress will be monitored during the review period. This table is used by the PCRC to document implementation and ongoing oversight. Action Required

Description of Action

Responsible Party

Evidence of Completion / Progress

Review Checkpoints Progress will be reviewed by the PCRC at designated points during the review period, which may include a midpoint review and a final review. The timing and format of these reviews will be determined by the PCRC and are outlined below. Implications of Lack of Progress

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Failure to demonstrate adequate improvement by the conclusion of the review period may result in one or more actions, as determined by the PCRC, including but not limited to • Recommendation for voluntary resignation • Escalation of the matter through the organization’s Code of Conduct process • Immediate removal from the role • Any other action permitted under the Policy and Procedures Manual, exercised only by PCRC members acting within the scope of their existing authority and position descriptions Authority and Limitations Nothing in this PIP expands or alters the authority of any PCRC member or officer beyond what is expressly granted in the Policy and Procedures Manual or governing documents. Documentation and Recordkeeping This PIP and all related communications will be documented and retained in accordance with organizational recordkeeping policies and accessed only by individuals with appropriate governance authority. Acknowledgement I acknowledge that I have received and reviewed this Performance Improvement Plan. I understand the expectations and the support available to assist me in meeting them. PCRC Chair name: PCRC Chair signature: Date: Individual under review name: Individual under review signature: Date:

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National Committees General Responsibilities – All Committee Chairpersons A. Serve on the Board of Directors as the representation of the respective National Committee and shall take all possible care to attend quarterly Board of Directors meetings. B. Coordinate the activities of the committee in accordance with directives from the policy-making bodies of the SNMA. C. Regularly recruit members to serve on the committee. D. Prepare committee’s goals and action items for the year to be presented at the June Board of Directors (BOD) meeting/National Leadership Institute. i. This agenda should be written in conjunction with committee coordinators and members-at-large and should incorporate input from the National President, the National Vice President, and the National Chairperson of the Board of Directors as necessary. E. Submit recommendations for activities to the Executive Committee, Board of Directors, or House of Delegates. i. Internal committee actions generally do not require approval; however, committees should consult the National Chairperson and/or National President for a determination of need for approval. F. Submit a proposed budget to the National Treasurer for consideration as a lineitem within the National budget at the June BOD meeting. i. This budget should be inclusive of the needs/requests for all committee coordinators, members-at-large and/or liaisons, and should be compiled in consultation with the National President. G. Prepare a document that presents the names and contact information of all committee coordinators, members-at-large, regional representatives, and external resources. i. This document should be available for distribution prior to the September BOD meeting. H. Submit quarterly Project and Action Item Reports (PAIRs) before each quarterly BOD meeting with any recommendations for further projects or actions. i. These reports should be a compilation of all input from coordinators’, members’-at-large, and/or liaisons’ activities during the previous quarter. ii. The document should be maintained at all times in order to provide regular updates to the National President during the interim between BOD meetings. I. Submit an end-of-the-year report, detailing the activities of the committee and providing resolutions for the future activities of the committee, for inclusion in the National President’s Report to the House of Delegates. J. Maintain regular contact with the National President, all coordinators, membersat-large and/or liaisons.

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K. Compile a computer disk with reports, updated protocols, and other pertinent information to be distributed to the incoming committee chairpersons within two (2) weeks of their selection and approval by the BOD. L. Submit articles to the Journal of the Student National Medical Association, the President’s Newsletter, and Communication/Internet Development Committee discussing issues relevant to the committee’s objectives. M. The right for removal of a committee chair is reserved in case of lack of effort or inability to serve. Reference: Garrett, F. Handbook of Officers’ Responsibilities, 2001. Matthews, K. Executive Agenda, 2005-2006. General Responsibilities – All Protocol Chairs, Liaisons, Coordinators, and Other Members-At-Large A. Shall be appointed by the National President with the input of the respective Committee Chairperson and shall make up the membership of the respective National Committees. B. Submit quarterly reports to the respective National Committee Chairperson for inclusion in the Committee PAIR prior to each BOD meeting with any recommendations for further projects or actions. C. Maintain regular communication and take part in regular meetings (i.e. conference calls) with the respective National Committee chairperson on the progress of assigned projects and activities. Reference: Matthews, K. Executive Agenda, 2005-2006. The National Committees I. Academic Affairs Goals: Develop and maintain SNMA resources designed to assist members in their educational endeavors, keep members abreast of changes in national medical education, and maintain resource handbook of internships, fellowship/research opportunities, research electives, and scholarships. OBJECTIVES 1. Educate members on the dynamics and purposes of the ACE-IT protocol and continue to update the information provided through surveys and collection of best-practice models from chapters. 2. Investigate, compile, and distribute a list of frequent announcements of major summer internships, visiting clerkships, electives, or rotations, and scholarship opportunities and forward these listings to the National President for inclusion in the monthly President’s Newsletter. 3. Inform members of the format and any changes to the USMLE and COMLEX exams.

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4. Assist Regional Directors and the Convention Planning Committee in coordinating Kaplan, NBME, and NBOME representation at regional conferences and the Annual Medical Education Conference, respectively. 5. Work with the Finance Committee to identify companies to sponsor reprinting of the Clinical Skills handbook, Academic Excellence pocket cards, and other academically oriented resources. 6. Solicit/compose case reports, disease reviews, and other academic articles for inclusion in the Journal of the Student National Medical Association. II.

Community Service Goals: Oversee the implementation and publicity of the SNMA's community service protocols and community outreach efforts and oversee accurate tracking and documentation of protocols and other projects. OBJECTIVES 1. Serve as a resource for local chapters and regions in the implementation and documentation of national protocols and other community outreach projects. 2. Work with the National Vice President on the compilation of the statistical report of chapters performing national protocols and other community outreach projects. 3. Develop and implement a comprehensive package describing the national protocols and refocusing their purpose towards aspects of prevention and well-being promotion. 4. Organize educational campaigns on the national protocols and other community outreach projects in order to assure chapter awareness of protocol structure and responsibilities. 5. Assist the Convention Planning Committee in coordinating the Community Service displays and the Community Service project at the Annual Medical Education Conference. 6. Assist the National President with the implementation of joint community service projects with other member organizations of the Alliance of Black Student Professionals. 7. Assist the National President and Headquarters staff in the development, growth and support of Pipeline Mentoring Institute. 8. Select chapters to be featured in the Journal of the Student National Medical Association, the President’s newsletter, on the website, or through other media as examples of excellent protocol implementation or outreach activity. 9. Advertise and award community service grants to chapters which have submitted Community Service Reports through a quarterly drawing.

Committee Structure Pipeline Protocol Subcommittee Minority Association of Premedical Students (MAPS)

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Health Professions Recruitment Exposure Program (HPREP) Youth Science Enrichment Program (YSEP) Brotherhood Alliance for Science and Education (BASE) OBJECTIVES 1. Assist the regional Community Service Liaisons and chapter presidents in the implementation of the MAPS, HPREP, and YSEP protocols through nationwide education campaigns and distribution of resources. 2. Assist the National Vice President in data collection surrounding the pipeline protocols, their audiences, and their evaluation. 3. Work with the National President, Premedical Board Member and the MAPS Committee to expand the premedical audience to Historically Black College and University campuses and post-graduate programming through outreach, event planning, speaking engagements, and information distribution. 4. Investigate, compile, and distribute best-practice models of premedical and science enrichment activities. Health Education and Prevention Protocol Subcommittee Healthy People 2010 Health Fairs Mental Health Awareness (TAP-IT!) Sexual Health Awareness Smoking Cessation and Prevention Tissue and Organ Donation Education Recruitment Program (TODER) Violence Prevention OBJECTIVES 1. Assist the regional Community Service Liaisons and chapter presidents in the implementation of the health education and prevention protocols through nationwide education campaigns and distribution of resources. 2. Assist the National Vice President in data collection surrounding the health education and prevention protocols, their audiences, and their evaluation. 3. Encourage chapters to involve MAPS members and members of organizations of the Alliance of Black Student Professionals to participate in national protocols. 4. Solicit agencies, organizations and companies for collaboration, donation, and support of local implementation of the protocols. 5. Coordinate displays of local protocol implementation at the Annual Medical Education Conference Community Service Forum. 6. Collaborate with the Health Policy and Legislative Affairs Committee in joint community service and advocacy efforts surrounding prevention and health disparities.

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III.

Convention Planning Goal: Serve as the primary logistical and program organizers of the Annual Medical Education Conference while keeping the Board of Directors and National Office informed of all progress, work in conjunction with other key National Committee and Executive Committee members to coordinate conference plenary sessions and fundraising efforts, and form and oversee convention-planning subcommittees to be composed of local SNMA membership. OBJECTIVES 1. Select a committee consisting of members from each local school and members of the past Convention Planning Committee, and form the appropriate subcommittees (fundraising, speaker/workshops, social, logistics, etc.). 2. Select a theme and logo for the Annual Medical Education Conference. 3. Communicate regularly and/or meet with the Chairperson of the Board of Directors, National President, appropriate Regional Director, and National Headquarters to inform them of monthly progress and to solicit ideas. 4. Work with National Headquarters staff on the coordination of scheduling, room assignments, workshops, events, and programs to be held at the Annual Medical Education Conference. 5. Work with National Headquarters staff and Regional Directors to distribute advertising material to the chapters, potential sponsors, and potential exhibit hall participants. 6. Work with the Community Service Committee to coordinate the Community Service Forum and the national community service project at the Annual Medical Education Conference. 7. Work with the Diversity Research Committee to coordinate the Annual Dr. Wilbert C. Jordan Research Forum.

Committee Structure Suggested local sub-committees are: • Workshops • Logistics • Entertainment • Pre-Med Forum • Marketing & Correspondence • Sponsorship/Fundraising Each subcommittee chair will report directly to the Conference Co-Chairs, but the subcommittees can run semi-autonomously. This will limit the amount on micromanagement necessary for the Co-Chairs although they are still responsible for all parts of the conference as described above.

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Pre-Conference Planning Committee 1) This is a group loosely composed of members of the Executive Committee, conference Co-Chairs, Executive Director, and other selected BOD members, as deemed necessary by the Chair. 2) This team becomes fully active as a team when it meets on-site, ideally during the January BOD meeting, to make all final decisions regarding program implementation. a. From the point of this meeting until the end of the conference, this group shares responsibility for carrying out all aspects of the conference plan. References: The SNMA ANNUAL MEDICAL EDUCATION CONFERENCE: A Guide for SNMA Student Planners (1992) IV.

Diversity Research Goal: Serve as the research assessment committee to further the work efforts of the SNMA in addressing the need for increased support for and investment in underrepresented minority premedical students, medical students, and future physicians. In particular this committee is dedicated to increasing the amount of research specifically reflecting the experiences and concerns of minority medical students, while contributing important data with which to strengthen arguments supporting the need to achieve racial parity in the physician workforce. OBJECTIVES 1. Assist past national officers in the further completion of the Obstacles and Opportunities Initiative. 2. Assist all Committees in the tracking and data collection of chapter activities and participants, including but not limited to community service protocols, academic enrichment activities, policy education, voter registration, and membership benefit use. 3. Assist any officer or Committee with the creation, distribution, and collection of surveys on any topic of interest in order to gather member opinion on specified goals, events, and/or strategies. 4. Investigate and increase membership awareness of academic medicine and health care research programs and grant opportunities. 5. Develop and implement the longitudinal plan and implementation of the SNMA/David E. Satcher, MD Research Fellowship. 6. Assist the National Vice-President with the Annual Dr. Wilbert C. Jordan Research Forum at the National Medical Education Conference and subsequent publication of the winning abstracts in the Journal of the Student National Medical Association.

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Committee Structure Regional Research Liaisons Regional Research Liaisons, appointed or elected on a regional basis, compile information from their respective regions and report to the DRC, disseminate national research fellowship and forum opportunities, assist in the distribution and collection of national surveys, coordinate the activities of the regions to further regional and national goals in regards to research, and serve as a resource for regions and chapters. V.

Elections Goal: Encourage, cultivate, and mentor future SNMA leaders; compile description of elected positions for publication; solicit applications and credential submissions to National Headquarters for review; be available for questions regarding the HOD and BOD elected positions; and refer potential candidates to these currently holding or who have previously held the office they are interested in seeking positions. OBJECTIVES 1. Update and present for BOD approval an annual Elections Policy outlining the procedures to be taken for the upcoming national elections. 2. Advertise available officer and committee positions to the membership. Committee Structure

Committee Chair “The Chair of the Elections Committee is responsible for obtaining and verifying the credentials of all candidates for National Office and forward them to the Chairperson of the Board of Directors upon receipt. The chair should create a nominating committee aimed at identifying qualified candidates for the office of Professional Board member. The nominating committee shall be responsible for soliciting candidates to fill these positions and shall review the credentials of said candidates.” i Committee Members “The Elections Committee consists of the President-Elect, President, Vice President, Speaker of the House, and Immediate-Past President. It shall be empowered to certify that all candidates' credentials are in order before the elections and to certify the results of national elections as delineated by the Constitution and Bylaws, subject to the approval of the House of Delegates and/or the Board of Directors.” ii References: i Article IX, Section 4, SNMA Constitution, 2003.

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ii Article IX, Section 6, SNMA Constitution, 2003.

VI.

External Affairs Goals: Address issues concerning SNMA’s interaction with other organizations; improve the public awareness of SNMA through media, collaborations with external organizations, and other mechanisms; and advise SNMA liaisons and coordinate their external communication efforts on important current SNMA initiatives, programs and policy positions. OBJECTIVES 1. Serve as the public relations arm of the organization and assist the National President in strengthening the voice and brand of the SNMA. a. Maintain official SNMA materials (logos, publicity language, etc.) for video documentary, public service announcements, and media kits. b. Establish media contacts and identify organizations for advertisement and support of the 2006 Annual Medical Education Conference. 2. Investigate opportunities to strengthen SNMA’s voice and brand that are applicable to diversity, mentorship, medical student opportunities, cultural competence, and global awareness. 3. Research and identify organizations with which SNMA would benefit from endorsement and/or partnership and recommend these organizations to the Board of Directors. 4. Submit articles regarding SNMA to external publications, with approval of the National President. 5. Publicize and secure increased subscription and sponsorship for the Journal of the Student National Medical Association at universities and academic programs. Committee Structure

Liaisons to Partner Organizations Goal: Facilitate the exchange of information between SNMA and the respective organization and serve as main point of contact between the leadership of the SNMA and the respective organization. OBJECTIVES 1. Prior to attaining liaison position, be a full and active member of the respective organization. 2. Attend at least one national meeting of the respective organization/ association during their tenure in the position. 3. Send a letter of introduction to the organization’s leadership or main contact and maintain regular communication.

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4. Draft and present a preliminary schedule of the affiliate organization’s meetings for the upcoming academic year at the June BOD meeting. 5. Keep detailed documentation on the organization’s activities and events and advertise that information to the SNMA membership. 6. Submit articles, with the review of the National President, to the respective organization’s newsletters and/or journals to highlight SNMA activities, events, etc. 7. Submit articles to the Journal of the Student National Medical Association and the President’s Newsletter discussing issues relevant to current happenings in the respective organization. VII.

Finance Goals: Serve as the primary committee addressing the financial needs and growth of the organization. This committee is under the direction of the Chairperson of the Board of Directors and receives specific objectives from the Chairperson of the Board of Directors. In his/her capacity as co-chair of this committee, the National Treasurer is also responsible for developing budget and providing guidance to the Board of Directors on matters related to expenditures by any entity of the SNMA. OBJECTIVES 1. Develop and present budget for at the June BOD meeting and the mid-year budget at the January BOD meeting. 2. Review and advise on all budgets submitted by national committees. 3. Provide guidance and make recommendations to the BOD on any expenditures. 4. Collect and review quarterly financial reports. 5. Maintain a list of possible corporate and agency sponsors and oversee the application for corporate funding. 6. Secure consistent funding and/or marketing sources for printing and distribution of the Journal of the Student National Medical Association, “So You Want to Be A Doctor?” and the “Intro to Clinical Medicine” publications. 7. Ensure proper documentation of Pre-Medical Recruitment Regional Endowments. Committee Structure

Corporate Affairs Goal: Assist the Chairperson of the Board of Directors, the National Treasurer, and National Headquarters staff in establishing relationships with external institutions, businesses, and corporations for the purpose of sponsorship and corporate membership and devise mechanisms of securing the necessary revenue to support national SNMA activities.

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OBJECTIVES 1. Develop and/or update a corporate outreach plan at the beginning of each fiscal year, with annual evaluation at the June BOD meeting. (1997 HOD) 2. Maintain and update the database of actual and potential corporate sponsors. (1991 HOD, 1994 HOD) 3. Maintain and update a corporate solicitation, marketing and sponsorship packet. (1991 HOD) 4. Lead the sponsorship drive and forward potential sponsors to the Chairperson of the Board of Directors and National Headquarters staff. 5. Identify professional grant writers and arrange a possible grant-writing workshop at the Annual Medical Education Conference. 6. Work with regional representatives to assist in the national coordination of corporate fundraising. (1994 HOD) Campaigns Goals: Oversee campaign fundraising efforts. OBJECTIVES 1. Maintain and update the respective campaign documentation and ensure its availability and distribution to regions and chapters. 2. Make available to regions and chapters all possible fundraising opportunities and information. VIII.

Health Policy and Legislative Affairs Goals: Spearhead SNMA advocacy efforts; educate members about legislative and policy developments affecting medical education and health care; and seek opportunities to increase the SNMA’s voice, brand, and influence in health care and education. OBJECTIVES 1. Establish regional liaisons and provide programming support for advocacy and educational efforts planned at the local and regional levels. 2. Identify key legislation and court cases/decisions in areas, such as medical education, health care reform, healthcare access for the underserved, and minority and women’s health. Coordinate the drafting and distribution of policy briefs pertaining to this information to the SNMA membership. 3. Compile, maintain, and distribute to the membership a list of internships, electives, and opportunities focusing on health policy and political involvement. 4. Develop and strengthen partnerships with other organizations and officials that specialize in issues affecting education, health care, and minority and women’s health policy.

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5. Assist the Convention Planning Committee in planning at least one health policy/legislative session at the Annual Medical Education Conference. 6. Coordinate the SNMA’s participation in the Congressional Black Caucus’ Health Braintrusts and other political events, both of national and statewide scope. 7. Assist the National President in collaborative advocacy efforts of the Alliance of Black Student Professionals. Committee Structure Political Advocacy Liaisons Political Advocacy Liaisons, appointed or elected on a regional basis, coordinate the activities of the regions to further national goals, serve as a resource for regions and chapters, plan regional advocacy efforts, and provide information and instruction on “hot topics” in education/health policy. IX.

Internal Affairs Goals: Seek ways to ensure efficiency in BOD operations, address issues sensitive to the internal operations of SNMA, assist Chairperson of the Board of Directors and the National President in handling National Headquarters operations and/or addressing any concerns associated with National Office operations, monitor the progress and growth of the organization as a whole, and ensure SNMA’s compliance with protocols and national documents, such as the 30-Year Business Plan. OBJECTIVES 1. Maintain and update the SNMA BOD and HOD policies and all other official documentation. 2. Assist the Chairperson of the Board of Directors and National Headquarters in reviewing hotel contracts and the city rotation schedule for future Annual Medical Education Conferences. 3. In consultation with the Chairperson of the Board of Directors, review and update, if necessary, employment contracts and respective benefits of the National Headquarters staff. 4. Assist the Chairperson of the Board of Directors and the Executive Director in addressing any concerns of National Headquarters operations. 5. Maintain the Policies and Procedures Manual. 6. Plan and implement the National Leadership Institute.

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Committee Structure Constitution/Ways and Means Goals: Ensure Executive Committee, BOD, and HOD actions are in compliance with the Constitution and oversee the proper format and presentation of all constitutional amendments. OBJECTIVES 1. Become familiar with the Constitution, Bylaws, Officer’s Handbook, SNMA Board Policies, and minutes of the BOD and Executive Committee meetings. 2. Revisit and make recommendation for revision of the SNMA Constitution and Bylaws. 3. Manage all proposed constitutional amendments for submitted for consideration by the House of Delegates. 4. Ensure the revised Constitution is available to all BOD members and chapters. 5. Under the direction of the Chairperson of the Board of Directors and National President, review the Officer’s Handbook in consultation with the respective officers. 6. Conduct a brief workshop discussing the Constitution and newly adopted amendments at the June BOD meeting/National Leadership Institute. National Leadership Institute Goals: Continue the long-term development of the National Leadership Institute and execute the National Leadership Institute with the help of the previous NLI Coordinators. OBJECTIVES 1. Finalize speakers, workshops, and registration, in collaboration with National Headquarters. 2. Compile post-NLI surveys from attendees and present findings at the September Board of Directors meeting. 3. Strategize and develop the structure and purpose of the National Leadership Institute, in collaboration with the National Chairperson of the Board of Directors, the National President, and the Finance Committee. 4. If the Internal Affairs Committee Co-Chairs do not present all three NLI dates and sites for the next administrative year to the BOD for approval by the 3 rd Quarterly BOD Meeting, the Chairperson and Chairperson-Elect will then work to confirm any missing dates before the start of AMEC (2022 June NLI)

X.

International Affairs

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Goal: Expose members to the international gravity of health care disparities, emphasize the necessity of approaching health issues in a cultural context and to allow members to appreciate the essential elements of a successful health intervention, inform the membership of international health opportunities, educate the membership of international health crises, and provide close oversight for

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revisions to medical mission trip programming, site selection and mission statements. OBJECTIVES 1. Develop and plan the international medical missions, with presentation to the Board by January of the travel year. 2. Research international health opportunities for members including away rotations, electives, and study abroad programs. 3. Identify international health crises and/or issues and inform the membership. 4. Incorporate roles for MAPS members and other health care professionals and students into current medical mission and international health activities. 5. Continue to investigate, strategize, and coordinate a rural health mission. 6. Amend and implement a pre-mission/international health training module. 7. Continue to develop ties with other international health-focused organizations and agencies, identifying new opportunities for SNMA members. 8. Assist the National President in collaborative efforts of the Alliance of Black Student Professionals. Committee Structure Mission Coordinators Goal: Develop and plan respective missions, advertise and collect applications for participation, and serve as main point of contact and leadership for the respective trip abroad. OBJECTIVES 1. Keep detailed documentation on planning and execution of the respective trip abroad. 2. Maintain constant communication with National Headquarters and National Treasurer concerning financial and contractual commitments in the planning of the respective trip abroad. 3. Submit a formal post-travel report to the National President and National Headquarters. XI.

Minority Association of Pre-medical Students Goals: Serve as an extension of the Pre-Medical Board Member and inform the BOD and the membership of pre-medical student concerns. OBJECTIVES 1. Work with the Membership Committee in updating the MAPS chapter roster and in coordinating the associate membership drive to increase the number of MAPS chapters and members.

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2. Work with the National President and the Pre-medical Board Member to expand the premedical audience through outreach, event planning, speaking engagements, and information distribution. 3. Maintain regular communication with MAPS chapters through mailings, newsletters, and electronic resources, and oversee the collection of MAPS chapter reports and other documentation. 4. Facilitate the continued distribution of the “So You Want to Be A Doctor” publication to associate members. 5. Ensure associate membership awareness of the MCAT awards, scholarships, events and other premedical opportunities. 6. Research and identify non-SNMA sponsored pre-medical conferences, events, and publications in which SNMA representation would be beneficial. General Responsibilities • • • • • • •

Membership Education/Recruitment Professional Recruitment Allied Health Student Liaison Recruitment Pre-med Forum Planning and Logistics MAPS Newsletter Pre-medical Section of the SNMA Website Pre-medical Minority Enrichment and Development Protocol Evaluation and Recommendations References: Omotade A. and Williams, N. MAPS Committee. 2001. XII.

Membership Goals: Respond to membership needs, incite enthusiasm in the membership for the organization and its purpose, inform membership of available membership benefits, document the history of the SNMA, ensure SNMA membership reflects the ethnic diversity in U.S. medical schools, and devise delegate apportionment formula and staff the delegate certification booth at the Annual Medical Education Conference. OBJECTIVES 1. Spearhead a membership drive for all categories of membership. 2. Advertise membership benefits to the membership. 3. Along with the National President, assist the National Headquarters in addressing membership concerns and/or requests. 4. Assist the Chairperson of the Board of Directors and the Finance Committee with the investigation and maintenance of membership benefit contracts. 5. Coordinate delegate apportionment at the Annual Medical Education Conference, in consultation with the National Treasurer, and issue

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appropriate vote and proxy cards, with apportionment to occur only once per chapter (1996 HOD). 6. Serve as a consultant on all matters brought to the national level regarding racism, discrimination, and sexual harassment at medical schools and undergraduate institutions. Committee Structure Alumni Affairs Goals: Establish and maintain a mechanism for exchange of information and support between past members (SNMA "alumni") and current members of the SNMA. OBJECTIVES 1. Assist the National Headquarters in the maintenance of the SNMA residency database. Maintain and update a residency survey for distribution to graduating SNMA members. 2. Solicit recent SNMA graduates, encouraging continued SNMA membership as physician/patron members or life members, and participation in the Alumni 50/50 Club. SNMA Historian Goals: Document the history of SNMA, maintain a system for recording events and initiatives of the SNMA, and educate the membership on the history and founding principles of the SNMA. OBJECTIVES 1. Serve as the official historian of the SNMA: documentation of all national events and programs, collection of documentation of major regional and chapter events. 2. Continue to research and chronicle the past history of the SNMA, interviewing members/officers of the early organization years and utilizing resources from the National Headquarters. 3. Present a historical narrative of SNMA in the JSNMA periodically and at the Annual Medical Education Conference. Multicultural Affairs Goal: Strive to ensure that the national programs, leadership and membership of the SNMA reflect the ethnic diversity of underrepresented populations, improve SNMA partnerships with other multicultural medical student associations/association subcommittees, and coordinate SNMA collaborations with and support of other multicultural student organizations. (1996 HOD)

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OBJECTIVES 1. Work to increase the ethnic diversity of the SNMA membership, targeting in particular Latino and Native American students. 2. In conjunction with the External Affairs Committee, research and identify other minority organizations with which SNMA would benefit from possible collaboration and recommend these organizations to the National President. 3. Assist the Convention Planning Committee in identifying speakers and developing workshops/plenary sessions representative of the ethnic diversity of the underrepresented minority population. 4. Enhance the visibility of the ethnic diversity within the SNMA through the JSNMA and Newsletter articles and increased participation at regional and national levels. XIII.

Osteopathic Schools Goals: Formally integrate the osteopathic focus into SNMA operations, address concerns and needs of osteopathic members, and educate medical and undergraduate students about osteopathic medicine.

OBJECTIVES 1. In conjunction with the External Affairs Committee, establish and/or maintain liaison positions or other communicative relationships with key osteopathic organizations, such as the American Osteopathic Association (AOA), American Association of Colleges of Osteopathic Medicine (AACOM), National Board of Osteopathic Medical Examiners (NBOME), National Osteopathic Medical Association (NOMA), and National Osteopathic Student Caucus. 2. Contact and establish relationships with osteopathic medical schools and residency programs in an effort to increase Journal advertisement and member participation at regional conferences and the Annual Medical Education Conference. 3. In collaboration with the Academic Affairs Committee, investigate and plan a mock COMLEX exam at the Annual Medical Education Conference. 4. Assist regions and the Convention Planning Committee with incorporating osteopathic presence into premedical conferences, regional conferences and the Annual Medical Education Conference, respectively. 5. Assist the Chairperson of the Board of Directors and the Finance Committee in identifying possible osteopathic member benefits, such as COMLEX prep course scholarships. Reference: Freeman, B. Executive Agenda 2006-2007.

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XV.

Publications Goal: Serve as the primary literary body responsible for written distribution of information in the SNMA via the Journal of the Student National Medical Association. OBJECTIVES 1. Produce quarterly issues of the Journal of the Student National Medical Association. 2. Create and publicize a submission schedule for the year. 3. Work with Headquarters staff, the External Affairs Committee, and potential outside contractors to oversee the marketing and advertising initiative for the JSNMA. Committee Structure

Editor-in-Chief, JSNMA Goal: Coordinate the production of four issues, utilizing the format outlined in the 30-Year Business Plan, with the help of an editorial board, the Headquarters staff, and the publishing company. Executive Editors, JSNMA Goal: Assist the editor-in-chief in the production of the JSNMA. General Responsibilities • Select individuals for the Publication Committee with the approval of the National President. • Coordinate the production of the JSNMA. • Solicit and obtain complete and relevant articles for the JSNMA. • Proofread and critique submissions • Establish and meet deadlines for publication in conjunction with publisher and SNMA staff. • Ensure approval of each issue by Chairperson or National President prior to publication References: Article XIII. SNMA Publications. SNMA Constitution, 2003.

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Strategic Planning Council The Strategic Planning Council (SPC) shall serve as the chief advisory Council of the SNMA, that shall act as a recommending body to the SNMA as it pertains to the Strategic Plan. The SPC shall primarily be responsible for the strategic planning of the organization and for the continuity and accountability of the leadership of the SNMA as it pertains to familiarity with and the implementation of the Strategic Plan. The SPC is generally responsible for the long-range planning and progression of the organization and also for generating new planning as needed. I.

The Strategic Planning Council shall be comprised of the following: A. Voting Members i. One (1) Chief Planning Council Member ii. Four (4) Associate Planning Council Members B. Non-Voting Member i. One (1) Corporate Planning Council Member C. Ex-Officio Members (Non-Voting) i. Chairperson of the Board of Directors – if there is a tie in the voting, he/she becomes the tie-breaking vote ii. President-Elect iii. Executive Director

II.

Quorum A. Quorum for all meetings requires the: i. Chief Planning Council Member ii. At least 3/5 of the voting members of the SPC iii. Either the National Chairperson or the National President-Elect

III.

Members A. Associate Planning Council Member i. Eligibility 1. No more than one (1) Associate Planning Council Member shall lack prior SNMA National Board experience at any given time, so long as they are a dues-paying Physician members. All other Associate Planning Council members must be outgoing or past members of the Board of Directors.(BOD Jan 24, 2026) 2. All elected persons must be SNMA Members in good standing 3. Emeritus Members meeting the criteria above may hold

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the position (BOD Jan 24, 2026) ii. Candidate Requirements 1. All candidates shall be Members in good standing 2. All candidates shall submit to National Headquarters and the President-Elect the following materials: a. Candidate application b. Letter of Intent c. Curriculum Vitae d. All other required materials by the deadline set by the Elections Committee 3. If less than four (4) candidate packets have been received by the deadline, other candidate packets will be accepted until the opening of the first regularly scheduled business meeting of the House of Delegates iii. Elections 1. The candidate shall present to the BOD at the first regularly scheduled business meeting of the Board of Directors 2. The election of new Planning Council Members will take place during the first regularly scheduled business meeting of the Board of Directors 3. No more than two (2) members should be elected each year 4. Members shall be elected by simple majority vote of the BOD iv. Member Standards 1. Elected members shall serve three (3) year terms, for a maximum of two (2) terms 2. Associate Planning Council Members are eligible for title of Chief Planning Council Member in the final year of their term B. Chief Planning Council Member i. Eligibility 1. The elected member must be an SNMA Member in good standing 2. Only outgoing or past members of the Board of Directors are eligible for the office of Chief Planning Council Member 3. Must have served at least two (2) years as an Associate Planning Council Member and must be in the final year of their term 4. The Strategic Planning Council Members shall select the new Chief Planning Council Member by the close of the last session of the House of Delegates at the Annual Medical Education Conference ii. Candidate Requirements 1. All candidates shall be members in good standing 2. All candidates shall submit to National Headquarters and the

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IV.

President-Elect a curriculum vitae and any other materials as requested by the BOD iii. Member Standards 1. The elected member shall serve one (1) year as Chief Planning Council Member for one elected term 2. The Chief Planning Council Member is responsible to: a. Convene Council meetings at least twice quarterly b. Create meeting agendas and run the meetings c. Submit a written quarterly Council report to the BOD d. Lead the development of workshops for BOD officers on leadership development and strategic planning e. Present the Interim Annual Report to the BOD f. Present the Annual Report to the HOD g. Lead the creation of a new Strategic Plan or LongRange Plan in the designated year C. Corporate Planning Council Member i. Eligibility 1. Any person who meets the position qualifications below is eligible for office (BOD Jan 24, 2026) ii. Candidate Requirements 1. The candidate must demonstrate substantial corporate experience in strategic planning 2. All candidates shall submit to National Headquarters and the President-Elect the following materials: a. Candidate application b. Letter of Intent c. Curriculum Vitae d. All other required materials by the deadline set by the Elections Committee 3. The candidate shall present a corporate strategy platform to the BOD at the first regularly scheduled business meeting of the Board of Directors iii. Appointment 1. The Corporate Planning Council Member shall be appointed by the newly elected National President during the first regularly schedules business meeting of the Board of Directors 2. The Member shall be approved by two-thirds (2/3) vote of the BOD iv. Member Standards 1. Elected Members shall serve a one (1) year, with eligibility for reappointment, for a maximum of three (3) terms The Strategic Planning Council and Planning Council Members have responsibilities as follows:

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A. Duties of the Strategic Planning Council: i. Be responsible for the strategic planning and continuity and accountability of the leadership of the SNMA as it pertains to familiarity with and the implementation of the Strategic Plan ii. Shall address specific annual objectives as pertaining to the longterm planning of the organization which shall be determined through a collaborative effort between the SPC and the BOD iii. Beginning with AMEC 2024, create a new Strategic Plan every five (5) years, and modify, with HOD approval, the current Strategic Plan as needed (BOD Sept. 18, 2022) iv. Present an Interim annual report on the Annual Operating Plan to the BOD as pertaining to strategies that remain to be accomplished and how such strategies might still achieve the goals and objectives within the Strategic Plan (BOD Sept. 18, 2022) v. Present an annual report to the HOD on the progress made toward strategic planning goals and objectives. 1. The report will address the completion of proposed strategies by the outgoing BOD and officers as described in the Annual Operating Plan and any progress made towards fulfilling goals and objectives as outlined in the current Strategic Plan. (BOD Sept. 18, 2022) vi. Meet regularly, no less than twice a quarter, and shall make minutes from such meetings available to the BOD and the HOD upon request vii. Shall present quarterly reports to the Board of Directors in accordance with the BOD report submission guidelines viii. Serve as a resource to the Executive Committee, Committee Chairpersons, Regional Directors, Members of the Board of Directors, and the National Headquarters ix. Shall advise the National President-Elect and the Chairperson of the BOD on the development of their Executive and Corporate Agendas, respectively B. Standards for the Planning Council Members: i. Members shall have an official SNMA email address and use them for primary communication ii. Members shall submit and maintain current contact information with National Headquarters iii. Members shall attend at least one (1) quarterly Council meeting iv. Members shall approve official action items by simple majority of voting Council members v. Members are encouraged to attend BOD meetings vi. Members shall contribute to the written Council report for each BOD meeting

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vii. Members shall contribute to the Interim Annual Report presented to the BOD viii. Members shall contribute to the Annual Report presented to the HOD ix. Members shall contribute to the creation of a new Strategic Planning (in the appropriate year) C. Communication i. Any communication or recommendations from the Council shall be coordinated with the designated board officers as outlined in accordance with the Strategic Plan ii. All official communication shall reference the Strategic Plan when communicated with the Board of Directors or the House of Delegates D. Council Vacancies i. In the event of a vacancy in the office of the Chief Planning Council Member, the title will be temporarily assumed by the Associate Planning Council Member that holds the seat closest to the end of the term ii. In the event of a vacancy in the office of an Associate Planning Council Member, a new Associate Planning Council Member shall be appointed by the Chair of the Board of Directors and ratified by the Board of Directors at the next convened BOD meeting. (BOD Jan 24, 2026) iii. In the event of a vacancy in the office of the Corporate Planning Council Member, a new Corporate Planning Council Member shall be appointed by the Chair of the Board of Directors and ratified by the Board of Directors at the next convened BOD business meeting. (BOD Jan 24, 2026) V.

Duties of Voting Members of the SPC: A. General i. Shall join Strategic Planning Council meetings at least once quarterly ii. Shall address specific annual objectives as pertaining to the long- term planning of the organization iii. Shall advise the National President, Chairperson of the BOD and National Treasurer on the development of the Executive Agenda, Corporate Agenda and Annual Budget, respectively iv. Shall advise the Executive Director on the development of the Annual Operating Plan v. Shall serve as a resource to the Executive Committee, Regional Directors, Committee Chairperson and the National Headquarters

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vi. Shall review and modify the Strategic Plan as needed and create a new Strategic Plan every five years B. Board of Directors Meetings i. Shall ensure SPC representation at BOD meetings and serve in an advisory capacity in BOD business matters ii. Shall design workshops for BOD officers on leadership development or strategic planning iii. Shall contribute to the quarterly Strategic Planning Council report detailing his or her activities during the past quarter and any progress on the Strategic Plan iv. Shall prepare an Interim annual report on the Annual Operating Plan to the BOD to be presented at the fourth regularly scheduled BOD meeting C. House of Delegates i. Shall prepare an Annual Report to be presented at the HOD ii. Shall attend HOD sessions and serve in an advisory capacity to HOD business matters Approved Amendments: 1. The BOD mandated the LTP committee to develop a guideline booklet for hotel selection for the annual conference. BOD June 14-16, 1996 2. Board of Directors endorse the creation of a Strategic Planning Council as outlined in the submitted constitutional amendment by Kafui Dzirasa. BOD April 12-16, 2006 3. The BOD agreed to remove the Long Range Plan from the PPM and change the Strategic Plan from a three-year to a five-year document per the PPM amendments by Denisha Thomas. BOD Sep. 2022

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Chapters This Chapter Policy contains the mutual rights and responsibilities as it pertains to becoming a Chapter of the Student National Medical Association (SNMA) and maintaining that status. A Chapter may be designated as a “SNMA Chapter” or “MAPS Chapter” as stipulated by the SNMA Constitution and Bylaws. 1) PURPOSE OF CHARTER a) The primary purpose of the Chapter shall be to pursue the mission statement and goals as set forth in the Constitution, Bylaws and Policies of SNMA. The Chapter shall observe and abide by the provisions set forth in this policy and shall operate in compliance with the Constitution, Bylaws and Policies of SNMA 2) JURISDICTION a) To attain Chartered status with SNMA, a student group shall attest that it is officially recognized by a local academic institution as an active organization with bylaws and that all members are at least part-time students at the same institution. The signature of a school official is required on all Chapter Charter applications and update forms. b) Groups must obtain regional certification by the appropriate SNMA Regional Director upon submission of a Chapter Charter application. Chapters are expected to partake in regional activities as designated by their respective regional Bylaws. Regional certification may require meeting certain criteria as designated by the regional bylaws. Regional certification alone does not achieve SNMA Chartered status. Regional charters may not be established and will not be recognized by SNMA. c) The Chapter shall have the right to represent SNMA in its designated geographic region as defined by the SNMA Constitution and shall be known as a Chapter of SNMA. The Chapter agrees that it will operate only in its established regional jurisdiction and abide by its regional bylaws and the Constitution, Bylaws and Policies of the SNMA. 3) RELATIONSHIP OF THE PARTIES a) SNMA and the Chapter agree that their relationship is defined by this policy. The Chapter recognizes its primary obligation to represent, promote and sponsor SNMA activities, programs and services. b) This policy acknowledges a Chapter’s right to act independently, but not in violation of SNMA governing documents. The Chapter shall have no right or authority to assign responsibility or liability to the national or regional organizations for any action of the Chapter.

c) MAPS Chapters are established as a pipeline program of the SNMA to support minority pre-medical students in their endeavor to enter medical

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school and to ensure longevity of the SNMA. SNMA Chapters and MAPS Chapters are expected to maintain a mutually interactive relationship built on mentorship. d) SNMA shall provide Chapters with the current Constitution, Bylaws, and Policies. (1984 HOD) e) In the event the Chapter enters into any contracts or other agreements with any third party in connection with the Chapter's programs and activities, the Chapter agrees that it shall be solely responsible and liable for such contracts and agreements unless the Chapter has first obtained the written review and written approval of the national Board of Directors SNMA. f) SNMA shall, by the terms of this policy, market and distribute SNMA services, programs and/or activities to be shared with Chapter members and the general public (as appropriate) in cooperation with the Chapter President, including the SNMA Operations Manual containing official documents, policies, and presentations. The Chapter agrees that its President is responsible for maintaining contact with the national and regional organization via the Chapter Update Form. Personal contact information of officers will not be acceptable on behalf of the Chapter. This includes mailing addresses and e-mail addresses. Chapters shall provide a campus mailing address (when applicable) and their official SNMA e-mail address when requested by SNMA. (BOD Jan 24, 2026) g) The Chapter shall have a nonexclusive, royalty free license to use SNMA (and SNMA-owned) names and logos solely in connection with its activities and services which are acceptable for use by SNMA and in accordance with its principles, policies, and procedures. The Chapter agrees that all use of logos shall conform to the usage established by SNMA as detailed in the Public Relations Policy. The Chapter shall not use any SNMA name or logo in any circumstance that misrepresents the mission and goals of SNMA, defames or denigrates the SNMA, or otherwise puts SNMA at legal risk. The Chapter shall send a mock-up of all manufactured or print materials using the SNMA logo to the National Board of Directors and Headquarters for approval before production of said material. (BOD Jan 24,2026) h) Chapters shall comply with all applicable antitrust and tax laws and other laws, regulations and ordinances that may apply. Chapters may elect and shall be governed by their own Executive Officers consistent with their respective Bylaws, but not in violation of or in conflict with the SNMA national or regional Constitution and Bylaws. i) Only groups attaining Chartered status shall be permitted certain benefits. These include: i) Voting privileges, upon meeting eligibility requirements ii) Eligibility for participation in nationally and regional funded/sponsored programs

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iii) Receiving Chapter mailings/communications from SNMA National Headquarters 4) ATTAINING AND MAINTAINING CHARTER a) SNMA House of Delegates (HOD) may grant Chartered status to any group meeting the following criteria: i) For SNMA Chapters, be a student group at an accredited allopathic or osteopathic medical program. (BOD Jan 24, 2026) ii) For MAPS Chapters, be a student group at an accredited college or university. (BOD Jan 24, 2026) iii) Have the minimum number of SNMA national dues-paying members in the appropriate membership category (BOD Jan 24, 2026) iv) Submit a Chapter Charter Application v) Submit a Regional Certification Form (BOD Jan 24, 2026) b) SNMA Chapters shall consist of a minimum of one (1) Active member. MAPS Chapters shall consist of a minimum of two (2) Associate members. Only one (1) Chapter may be established at an undergraduate campus or by an allopathic or osteopathic medical school program. Chapters seeking Chartered status outside of this description must submit an appeal to the SNMA Board of Directors. The charter applications of successful appellants will be voted on by the SNMA HOD. (BOD Jan 24, 2026) c) Any group applying for SNMA Charter shall submit a completed Charter application along with a Regional Certification Form to SNMA National Headquarters according to the instructions on the respective forms. The application shall include the name of the school at which the Chapter is being formed and shall certify, by name and SNMA membership number, the chartering Officer(s). Complete applications will be forwarded to the SNMA Executive Committee (EC) for review. The application for Charter shall be examined with care by the Executive Committee, assessed to the extent necessary, and rejected or taken under advisement. If rejected, a registered letter detailing the reasons thereof shall be forwarded by the Executive Director to the applicants, with the advice to reapply if indicated. If taken under advisement, the application shall be submitted to the Board of Directors for their recommendation to the House of Delegates for inclusion as a Chartered Chapter of the SNMA. The Chairperson of the Board of Directors will present endorsed applications received by February 1 at the following HOD convention. Applications received after February 1 may not be presented at the following HOD. Incomplete Charter applications will not be presented before the HOD. (BOD Jan 24, 2026) d) Only the HOD has the authority to grant Chartered status. Chartered status will be granted by a majority vote of the HOD. The Chapter shall be informed in writing by the Board of Directors that it has been accepted as a Chartered Chapter of the SNMA and upon receipt of the prescribed dues

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for each of its Members, the Chairperson of the Board shall have an Official Charter prepared. The Chairperson of the Board of Directors shall cause to be printed, in the issue of the national publication next ensuing following notification of acceptance, announcement of the new Chapter. e) Chapters attaining Chartered status may vote at HOD proceedings one year following their attainment of Chartered status provided they have met all the requirements. f) Official Charters of the SNMA, duly authorized by its Board of Directors, signed by its Chairperson, affixed with the Official Seal, and bearing the name of the Chapter, will be tendered to the newly Chartered Chapter at the Annual Medical Education Conference next ensuing following notification of acceptance. (BOD Jan 24, 2026) g) SNMA Charter does not substitute for Chartered or active status recognition from the Chapter’s academic institution. Groups must seek Charter or active recognition with their local institutions separately before they are eligible for SNMA charter. h) The official Charter period is defined as September 1st to August 31st. Chapter charters shall expire on August 31st of each year after the Chapter has received its Charter from SNMA. Thereafter, a yearly Chapter Update Form must be submitted to maintain starting February 2nd and due no later September 1st. Regional certification is not required to maintain Chartered status. On the Chapter Update Form, a signature by a representative of the university office of student affairs (or equivalent) or chapter advisor may serve as official certification by the university (BOD March 2025). i) Chapter Update Forms are to be submitted electronically to National HQ and the National Secretary "according to the instruction of the Chapter Update Form. Chapters are encouraged to cc their Regional Director and Regional Secretary on electronic submissions. (BOD Jan 24, 2026) ii) New Chapter Charter Applications, are to be submitted electronically to SNMA National HQ and the National Secretary according to the instructions on the Chapter charter application. Applicants are encouraged to copy the prospective Regional Director and Regional Secretary. Regional Directors must also submit the applicant’s Regional Certification Form electronically to SNMA National HQ and the National Secretary according to the instructions on the form (BOD Jan 24, 2026) i) Chapter Presidents may be required to complete a series of leadership modules before applying for and/or updating a chapter charter. j) No Chapter shall bear the name “SNMA” or “MAPS” without officially establishing Chartered status. Groups attaining charter status may retain their original group name but must also designate the name of their local academic institution along with the “SNMA” or “MAPS” name. For

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example, “ABC University MAPS”, “ABC Medical School SNMA”, “Group Name ABC College MAPS”, “Group Name ABC School of Medicine SNMA” are acceptable designations. 5) MEMBERSHIP AND DUES a) Membership in SNMA is required of all members and officers of the Chapter. Membership is defined in the SNMA Constitution and Bylaws. Only Active members at a medical school program and Associate members at an undergraduate institution shall assemble as an SNMA Chapter or MAPS Chapter, respectively. SNMA reserves the right to verify the enrollment of any member with an academic institution. Members shall pay to SNMA nationally prescribed dues in the appropriate membership category. Special circumstances, such as voluntary leave of absence or pursuit of another degree, may require an official letter to the SNMA Board of Directors from the academic institution.(BOD Jan 24, 2026) b) Chapters are expected to actively recruit new members at the respective college or university. SNMA Chapters may also host recruitment efforts attracting pre-medical students for membership in their respective MAPS Chapters. c) The Chapter may establish its own local membership dues structure in addition to national dues. Chapter Presidents collecting nationally prescribed dues and applications must forward them to SNMA National Headquarters. Local dues shall be collected by the Chapter and should not be sent to SNMA National Headquarters. Regional dues may be collected from Chapters in their respective regions. The payment of regional dues alone shall not maintain Chartered status. Regions shall not prescribe individual membership dues nor establish regional charters. d) SNMA has primary responsibility for accumulating and maintaining the SNMA membership database. The Chapter President shall assist SNMA in updating all membership data by encouraging all chapter members to update any changes of address, phone, e-mail, or other pertinent information in the SNMA Membership database.(BOD Jan 24, 2026) e) If SNMA terminates, cancels or suspends any person's membership or if a person allows his or her membership in SNMA to lapse, SNMA may notify the member's Chapter President of such events. Upon such notice from SNMA, the Chapter may terminate, suspend or cancel the person's affiliation with the Chapter. The Chapter shall remove such person from all Chapter offices or positions which he or she may hold. The Chapter cannot suspend, terminate or revoke the membership of any Chapter member without the prior review and approval of SNMA House of Delegates.

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6) PROGRAMS a) The Chapter is encouraged to implement SNMA national Pipeline programs and community service protocols on the local level. The Chapter may develop procedures to sustain membership growth and programs that will appeal to its members including publications and other media services, educational events, member meetings, expositions, research, and scholarship. b) It is recognized that a program, activity or service designed and initiated by the Chapter may have potential use by other Chapters and/or SNMA. The Chapter may choose to make the program, activity or service available to other Chapters and/or SNMA on a cooperative non-profit basis at its own discretion. Chapters may join together to sponsor such programs if they so choose. When such services, programs or activities are undertaken, SNMA must be notified in writing of the arrangements by which such programs are to be offered or jointly sponsored. SNMA will cooperate and assist in encouraging these activities which are of benefit to the general membership of SNMA. c) Chapters are eligible to host both national and regional programs, activities, and events at their local sites, including Board of Directors meetings, Regional Conferences, and nationally funded community programs. SNMA is responsible for the planning of any national activities in coordination with the local Chapter. Regions are responsible for the planning of any regional activities in coordination with the local Chapter. Chapters are strongly encouraged to participate in regional or national training sessions for individual programs. d) Chapters are eligible to participate in or compete for any funding, programming opportunities, or awards that may be provided by the SNMA, including nationally funded programming, community service grants, Community Service Forum, and Chapter awards. 7) POLICIES AND POSITIONS a) SNMA Board of Directors shall have the primary responsibility for representing SNMA and its members to the public and the media, as outlined in the Public Relations Policy, concerning issues which may have national or international impact on issues affecting SNMA, its members, underrepresented minority medical and pre-medical students, healthcare disparities. SNMA shall inform the Chapter of such activities whenever possible. The Chapter shall use its best efforts to coordinate and encourage state and local supplementation of SNMA communication efforts. 8) GOVERNANCE a) The Chapter shall be governed according to its established and approved Chapter Bylaws. All officers of the Chapter shall be members of SNMA.

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Chapter Officers are not authorized to represent or act on behalf of national or regional SNMA without written authorization by the Chairperson of the Board of Directors, National President, or appropriate Regional Director, respectively. b) The Chapter shall maintain its own individual identity as an SNMA or MAPS Chapter by designating its academic institution or local Chapter name in addition to the SNMA or MAPS name (see Financial section below). The Chapter will assure that only SNMA members vote at meetings and represent itself to its members and the public as a distinct organization supporting the philosophy and policies of SNMA. The Chapter may take and be solely responsible for taking any steps necessary to obtain and maintain a corporate status or business determination including, but not limited to, filing Articles of Incorporation or the equivalent, with the applicable governmental authority; filing periodic reports with the applicable governmental authority and holding annual meetings as may be required by law. In no event shall the Chapter take any action or engage in any activity which would in any way jeopardize the tax-exempt status of SNMA, including, but not limited to, use of the Student National Medical Association's tax ID number. (BOD Jan 24, 2026) c) The Chapter agrees that it shall operate and conduct its business affairs in accordance with the established policies of SNMA, as set forth in the Chapter Bylaws, the Chapter Guidelines and other documents that may be adopted from SNMA. SNMA shall have the right at any time to amend, change or add to such policies at its discretion. The Chapter shall have the opportunity to review and comment on any proposed policy changes prior to approval by the SNMA Board of Directors. Upon Board approval, such changes shall be promptly provided to the Chapter which agrees to be bound thereby. 9) FINANCE AND INCORPORATION a) Chapters shall observe all pertinent policies and procedures as outlined in the SNMA Financial Policies. b) The Chapter shall be self-funded. Any banking or financial account created by the Chapter must not bear the “SNMA” or “MAPS” name alone. The account must designate the Chapter’s actual name. c) Funds shall be generated through Chapter programs, services and activities in accordance with the Chapter Bylaws. Under extenuating circumstances, the Chapter may request financial assistance in the form of a loan from SNMA not to exceed $300 per year for the purpose of Chapter operations. The request shall be in writing and state the intended purpose of the funding and describe the payback method and schedule. The SNMA Board of Directors reserves the right to accept or refuse any funding request and may adjust the provisions of this paragraph at its

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

discretion. d) Chapters may be selected to receive funding via national programming initiatives (i.e. Community Service Grants). e) For the purpose of accurate financial reporting to the Internal Revenue Service, the Chapter shall not utilize the national or regional tax id numbers without prior written approval by the Chairperson of the Board of Directors or appropriate Regional Director, respectively. The Chapter’s affiliation with SNMA, a non-profit 501 (c) 3 corporation, does not qualify the Chapter as a non-profit under the SNMA incorporation, nationally or regionally. Unauthorized use of the regional or national tax id numbers may result in fines and/or loss of charter status, chapter rights, and privileges. f) Chapters shall submit Quarterly Financial Statements to SNMA (BOD Jan 24, 2026) g) The Chapter’s affiliation with SNMA, a non-profit 501 (c) 3 corporation, does not qualify the Chapter as a non-profit under the SNMA incorporation, nationally or regionally. Chapters may incorporate independently or should consider obtaining permission for the use of their institution’s non-profit status if this option is available. 10) STANDARDS (BOD Jan 24, 2026) a) Chartered Chapters must submit quarterly reports to the National Organization as part of the criteria for “active” voting status at HOD i) Chapter Report Form (CRF) and Quarterly Financial Statement (QFS) should be submitted by their quarterly deadlines to be considered on time, and any form submitted after this deadline will be considered late. If a CRF or QFS is late due to unforeseen circumstances, it should be submitted by 11:59 PM ET on the 30th of the month of the deadline. The deadlines for on time and late submissions are as follows: On-Time Quarterly Deadline Late Quarterly Deadline th April 15 at 11:59pm ET April 30th at 11:59pm ET th July 15 at 11:59pm ET July 30th at 11:59pm ET October 15th at 11:59pm ET October 30th at 11:59pm ET January 15th at 11:59pm ET January 30th at 11:59pm ET ii) CRF and QFS reporting and submission periods are as follows: a. Quarter 1: reporting period October 1st – December 31st 1. On-time submission period: January 1st – January 15th b. Quarter 2: reporting period January 1st to March 31st

SNMA NATIONAL HEADQUARTERS • 5113 GEORGIA AVENUE NW, WASHINGTON, DC 20011 (202) 882-2881 • WWW.SNMA.ORG

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

1. On-time submission period: April 1st – April 15th c. Quarter 3: reporting period April 1st to June 30th 1. On-time submission period: July 1st – July 15th d. Quarter 4: reporting period July 1st – September 30th 1. On-time submission period: October 1st – October 15th iii) The Board of Directors reserves the right to adjust the deadlines of these quarterly reports within reason. Under no circumstances shall the deadline be extended past February 1st. b) The Chapter shall maintain the following standards in order to be designated “Active”, have voting privileges at House of Delegates, and preserve their “Charter” status: i) Submit a Chapter Update Form by its designated deadline according to the instructions on the form. ii) Maintain a permanent mailing address and email address in the chapter’s name iii) Conduct an annual Chapter membership drive. Delegates are apportioned according to the chapter members as of February 1st before the Annual Medical Conference iv) SNMA chapters must submit all four (4) Chapter Report Forms (CRFs) and Quarterly Financial Statements (QFSs), with at least two (2) CRFs and two (2) QFSs submitted on time. MAPS chapters must submit all four (4) CRFs with at least two (2) CRFs submitted on time 11) INDEMNIFICATION a) The Chapter and its officers agree to hold SNMA and its officers, directors, employees, or agents harmless from any claims arising from Chapter activities which are not in accordance with the terms and conditions of this policy or the Bylaws or policies of SNMA. In the event the Chapter and/or SNMA is named as a defendant in any legal action as a result of any activity by the Chapter, its officers or agents, which is the result of acts or omissions by the Chapter which are outside the scope of this policy or are in contradiction of this policy's terms and conditions, the Chapter and its officers shall indemnify SNMA, its officers, directors, employees or agents against any and all claims, lawsuits, damages or costs incurred in responding, including but not limited to reasonable attorney fees and costs of suit.

SNMA NATIONAL HEADQUARTERS • 5113 GEORGIA AVENUE NW, WASHINGTON, DC 20011 (202) 882-2881 • WWW.SNMA.ORG

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

12) TERMINATION OF CHARTER a) The SNMA Board of Directors shall have the authority to recommend to the HOD the termination of a Chapter Charter if the Board determines the conduct of the Chapter to be in violation of the conditions of this policy. Only the HOD shall have the authority to revoke a Chapter Charter. b) The HOD has the authority to revoke a Chapter Charter for any reason. A Charter may be revoked by a two-thirds (2/3) vote of the HOD.

SNMA NATIONAL HEADQUARTERS • 5113 GEORGIA AVENUE NW, WASHINGTON, DC 20011 (202) 882-2881 • WWW.SNMA.ORG

Form BOD Approved 3.9.2025

For office use only

SNMA Chapter Charter Form

Date rec’d

-New charter applications are due on February 1st and subject to approval by the SNMA House of Delegates.

Application complete

-Chapter Renewal Forms are to be submitted no later than September 1st.

Regional Cert rec’d

-All fields are required unless stated otherwise.

Chapter Recharter

Updating chapter information

Applying for new charter Region #:

Academic Year:

Chapter Type:

SNMA or

Charter granted

Mid- Year Change

Charter denied

MAPS

Reason denied

SCHOOL INFORMATION Date

SCHOOL NAME

Staff initials

CHAPTER ADDRESS (Must be a campus-based address) CITY

STATE

ZIP

CHAPTER EMAIL Address (ONLY for Chapter Renewal Application)

(ex., myschoolSNMA@snma.org. Non-SNMA email addresses will only be accepted for MAPS chapters)

Check if chapter email address is on listserv:

SNMA Presidents

MAPS Presidents

Unsure

OFFICER INFORMATION Chapter President’s Name

Membership ID

Personal Email

Other Officer/Member (required for MAPS)

Membership ID

Personal Email

Department

Email address

CHAPTER ADVISOR INFO: Advisor’s Name Additional info for MAPS chapter charters only.

SNMA Host Medical School Chapter OR My group is NOT affiliated with an SNMA chapter. I have contacted my Regional Director. They have granted Regional Certification, and this certifica tion is submitted with this application. (required for New Charter Application only) We, the representatives of the above-named students, hereby request charter status / chapter renewal with the SNMA. We certify that we are national dues paying SNMA members. We have read the Chapter Charter Policy and recognize the chapter’s duties of involvement on both national and regional levels and of upholding the SNMA Constitution, Regional Constitution, and all policies and principles of the SNMA.

School Official’s Name (can be chapter advisor)

Date

Chapter President’s Signature

Date

Other Officer/Member Signature (MAPS only)

Date

School Official’s Signature

Submit completed Chapter Update Forms to the appropriate folder on the Chapter Documentation SharePoint Site Email completed charter applications to memberinfo@snma.org and CC secretary@snma.org, your respective Regional Director (region#director@snma.org), and Regional Secretary (region#secretary@snma.org) # = region number

SNMA Chapter Charter Application -

Regional certification is required only for new charters and chapters who have not submitted a Chapter Update Form in three (3) or more years. Application must be submitted by February 1st. Incomplete applications will not be accepted

Regional Certification I, , the Regional Director of Region I certify that individuals at

, hereby

School Name City

State

have submitted appropriate documentation, have applied to become national members of the Student National Medical Association, and are in assembly to gain charter for a nationally recognized SNMA/MAPS Chapter. If granted an SNMA charter, the group understands its duties of involvement SNMA both nationally and regionally and of upholding the SNMA Constitution, Regional Constitution, and policies and principles of the Student National Medical

Signature

Date

Email completed form to: 1. Membership and Chapter Services (memberinfo@snma.org) 2. National Secretary (secretary@snma.org) 3. CC to Chapter President and Chapter SNMA email

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Regions 1) Each Regional Director maintain possession of at least one copy of the SNMA constitution and bylaws on an electronic storage device and that he/she ensure that each chapter receives such a copy as well and the chapters are then responsible for ensuring that all members receive a copy. (1992 HOD) 2) Regional Directors shall provide four (4) quarterly reports to be included in the quarterly newsletter. (1984 HOD) 3) A copy of the Regional Bylaws must be forwarded to the Constitution Committee prior to the December BOD meeting. BOD June 12, 1993 4) Liaisons A. Every region must provide a member to the constitution committee. BOD June 12, 1993 B. Each region shall have regional representatives to the Corporate Affairs committee to assist in carrying out the business of the committee (1994HOD) 5) Finances A. All financial requests, in addition to national mandates, to the regions be submitted by the Summer Board of Directors meeting on an annual basis. (EC May 2001) B. SNMA shall establish an emergency loan policy and procedure for regions experiencing financial hardship to request support from the national organization. (BOD January 2003) C. That the Regions assume half the financial responsibility for the formation Regional Website(s). National Headquarters will pay 50% of the original cost. (BOD January 2007) D. Quarterly Financial Statements i. SNMA regions are to submit at least two (2) complete quarterly financial reports approved by the National Treasurer by the annual quarterly deadlines (Jul 15, Oct 15, Jan 15, and Apr 15) to gain voting rights at the Annual Medical Education Conference. (2015 HOD) ii. If these required documents are not received by National HQ by May 31, the region will be fined $10 per missing or late form. Any region that does not pay these fines by Oct 1 will lose HOD voting privileges at the next Annual Medical Education Conference.

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

iii. Chapter Treasurers will electronically submit their quarterly financial statements to the National Treasurer. A copy should also be forwarded to the Regional Treasurer. (2015 HOD) iv. Regional Treasurers will electronically submit their regional quarterly financial statements to the National Treasurer. (2015 HOD) E. Fees/Dues i. SNMA regions shall be assessed $150 tax that would be restricted to the building fund and is due to the National Treasurer by January 15th of every year. 1. Regions that are unable to comply with this mandate are required to submit a letter of hardship within thirty (30) days prior to the deadline. 2. If said regions do not pay by the deadline or submit a letter of hardship, regions are to be penalized $50. (1995 HOD). a) This penalty can be retroactively enforced and applied to a maximum of two (2) previous fiscal years. ii. The Executive Director will send an invoice to each Regional Director and Regional Treasurer for their regional tax at least one week before September NLI with an additional invoice reminder at least two weeks before the January 15th deadline if the payment has not been satisfied by then. (BOD September 26 – 28, 1997) 1. For regions that remain financially noncompliant after the January 15th deadline, an updated invoice with the $50 late fee included will be sent to each Regional Director and Regional Treasurer by January 31st. iii. Regions that fail to pay their dues by January 15th AND fail to provide reasonable documentation of financial hardship or other explanation(s) within thirty (30) days prior to the dues deadline will lose BOD voting privileges until dues are paid. 1. Said regions have until the end of the fiscal year to become financially compliant. Otherwise, BOD voting privileges will be lost for a full administrative year. a) This penalty CANNOT be retroactively enforced, as it only corresponds to the current fiscal year. iv. Standing, yearly contributions from each region towards the international medical missions, the maximum contribution amount to be presented each year, by the HPLA committee at the June BOD. (BOD June 2001)

SNMA NATIONAL HEADQUARTERS • 5113 GEORGIA AVENUE NW, WASHINGTON, DC 20011 (202) 882-2881 • WWW.SNMA.ORG

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

6) Community Service A. SNMA encourages regional community projects, and a forum for these projects will be held at each Annual Medical Education Conference. (1984 HOD) 7) External Affairs A. Each region shall have regional NMA liaisons (1985 HOD) B. Each region or several regions combined where territories overlapped sponsor a booth at each regional scientific assembly of the NMA, wherever possible on an annual basis for the purpose of membership solicitation. (EC October 30, 1989) 8) Regional Conference A. There will be an open house session for elementary, high school, and college educators at the Regional and National conventions to inform them of the various protocols we have YSEP, HPREP, MAPS, Teen Sexuality, and SAVE. (BOD June 15 - 17, 1995) B. SNMA will endeavor to videotape all keynote and historical speakers at subsequent national conferences and workshops and encourage regions to engage in the same effort. (BOD December 6 - 8, 1996) C. Consideration should be given, when planning regional conferences, to collaboration with a Hispanic medical organization whenever possible to increase organ and tissue donation; furthermore, the regions should consider attending conferences given by these same organizations. (BOD September 1999)

SNMA NATIONAL HEADQUARTERS • 5113 GEORGIA AVENUE NW, WASHINGTON, DC 20011 (202) 882-2881 • WWW.SNMA.ORG

GUIDING POLICIES

2026-2027 Executive Agenda

Kailyn Geter SNMA National President, 2026-2027 NMA Student Trustee, 2025-2027

Agenda

Our Mission

About Me

R.I.S.E. Engagement

Service

Inclusion

Revitalize

R: Revitalize Main Focus: Supporting Chapter Presidents to ensure all chapters are active and ready to properly serve the organization and keep their chapters alive and prospering. For our national members, making sure they receive information on how best to interact with the organization and the benefits to membership. • Chapter President Welcome Packet: Information for Chapter Presidents on how to connect and engage students on their campuses, how to educate their schools on what SNMA is to keep chapters alive, how to get members involved in National opportunities/programming, talking about the SNMA Brand • MOU Database • Working with partners for academic and wellness resources for students • SNMA Store Rebranding • Newsletter highlighting chapter achievements, regional achievements, etc. Who’s Involved: • Membership Committee • Academic Affairs Committee • External Affairs Committee

I: Inclusion Main Focus: Building cross cultural competencies so that SNMA members become physicians who understand the needs of their patients and the different backgrounds that they come from. • Alliance between the other multicultural medical student organizations (LMSA, APAMSA, ANAMS) to discuss what this relationship will look like for all organizations to benefit from. • My current thoughts that will be brought to the discussion: ⚬ Partnerships/Sessions at AMEC and at their respective national conferences to engage members in cross cultural topics ⚬ Highlighting different medical conditions that affect those particular communities and how they can be different from what is taught to us ￭ For example: How skin color can change how dermatological conditions present Who’s Involved: • Health Policy & Legislative Affairs Committee • Membership Committee • External Affairs Committee

S: Service Main Focus: Our service should focus on the needs of the communities that we serve as well as our beliefs as an organization and the different policy statements that we make. With the political climate shifts, we need to make sure that our service matches our stance. • Utilization of HPLA with CSC • Resolution writing and Call to Action statements in place of Policy Statements • Highlighting the Call to Action and the action items in the President’s Newsletter to ensure proper dissemination to chapters and stakeholders • Revamping our Community Service Protocols • Making sure chapters and regions utilize the Community Service Protocols and are highlighted for executing them throughout the year

Who’s Involved? • Community Service Committee • Health Policy & Legislative Affairs Committee

E: Engagement Main Focus: Building a strong alumni database that SNMA members are able to utilize for chapter and regional programming, as well as for interpersonal relationships for career development • Utilizing our website to build our alumni database • Making sure graduating students are updating their SNMA profiles and emails, instructions for moving to the Alumni member group • Continuing to build our NMA partnership: connecting local societies to SNMA chapters • Giving members information to be able to utilize NMA to then facilitate their transition to NMA membership • Alumni Newsletter: keeping them abreast to SNMA events and programming, information on how to update their profile, how to get their friends and colleagues involved, and telling them about opportunities to stayed engaged and involved in SNMA events Who’s Included? • External Affairs Committee • Membership Committee • NMA

Health Disparity Focus The Courage to Rise: Empowering Communities of Color through Harm Reduction and Compassionate Care • Substance Use Disorder Focus • Understanding what harm reduction is and why it’s important • Narcan usage teaching sessions • Understanding the importance of compassionate care for those struggling with substance use disorder • How substance use disorder affects the medical population as well • Focus for the Community Service event at AMEC 2027

Additional Events

#SNMAV TES Focus on Primary Election Education

• Understanding the importance of primary elections • Understanding the importance of voting locally • Getting SNMA members registered to vote AND going to the polls • Knowing what is on the ballot this year • Continuing our partnership with VotER • Voting as a social determinant of health

Founding Week And Still We RISE: Carrying the Flame of Our Founders, Igniting the Future of Medicine October 4th-9th, 2026 Sunday: Community Service Event Monday: Academic Event Tuesday: Executive Agenda Event Wednesday: Mental Health/Wellness Event Thursday: PMI Event Friday: Fellowship Event

National Leadership Institutes

June NLI June 12th-14th, 2026 Washington, DC Hosted by Johns Hopkins University School of Medicine Focus: BOD Training, Education, and Integration • Open to BOD members and Vice Chairs • Understanding leadership and your impact of your team as a Board member • Understanding your year as a leader • Getting to know your board members • Giving NCCs opportunities to work and brainstorm together on how they can collaborate and plan events for the year • Understanding and reviewing their goals and finalizing the programmatic calendar • Crisis management & Delegation • PMI Event

September NLI September 12th-13th, 2026 Virtual Rising to Success: Preparing Students, Positioning Leaders, Advancing Excellence Focus: Student Academic Enrichment and Professional Success Why? You can’t be a good leader without putting the S in SNMA. Understanding how to be a student leader. • Setting boundaries as a leader • Leading under pressure • How SNMA Leadership translates to residency applications • How to apply your leadership skills to the classroom • Finding the Residency Program for you • SNMA x NMA Specialty Sections crossover • Application Review Appointment Sessions

January NLI January 15th-17th, 2027 Atlanta, Georgia Hosted by: Morehouse School of Medicine Rising with Purpose: Sustaining our Legacy, Elevating Leaders, Securing our Future Focus: Leadership Enhancement • Building legacy through succession planning • Leadership at every level • Servant leadership • How to understand the needs of the communities we serve • Taking your leadership skills to the next level • Encouraging others to lead • PMI Event

AMEC 2027 Rise Up: Answering the Call to Lead Boldy, Shine Brighter, and Serve Deeper

Las Vegas, Nevada March 24th-28th, 2027

Questions?

2026-2027 Corporate Agenda Prepared by: Jonathan Davenport MD Candidate – Medical University of the Americas National Chairperson 2026-2027

STUDENT NATIONAL MEDICAL ASSOCIATION

Duties of the Chairperson of the BOD Board of Directors • Serves as the presiding officer • Ensures that the BOD operates in accordance with SNMA Constitution and Policy & Procedures Manual • Guides BOD in a manner that focuses on strength and fiscal management • Reports to the BOD the recommendations, decisions, and discussion of the Executive Committee and National Headquarters • Serves as an Ad-Hoc Member of the Strategic Planning Council Executive Committee • Serves as presiding officer • Acts as a liaison for SNMA National Headquarters • Informs Executive Committee on updates in HQ operations and activities National Headquarters • Oversees day‐to‐day operations of staff • Serves as immediate supervisor of Executive Director • Implements best practice strategies for HQ operations to ensure fiscal solvency Overall • Serves as head of corporate arm of the SNMA • Partners with National President and Executive Director to ensure that SNMA fulfills our mission in a manner that is financially responsible and sustainable

STUDENT NATIONAL MEDICAL ASSOCIATION

SWOT Analysis

STUDENT NATIONAL MEDICAL ASSOCIATION

SWOT Strengths – Brand recognition – Large membership base – Large/strong alumni base – AMEC – Physical HQ building

Weaknesses – High leadership turnover – Inconsistent transitioning practices – Lack of revenue diversity – Decentralized communication and file sharing – Outdated internal software – Increased academic demands – Untapped alumni base and Emeriti – Small staff team

STUDENT NATIONAL MEDICAL ASSOCIATION

SWOT Opportunities – Corporate sponsorships, partnerships, and collaborations – Alumni engagement – Fundraising – AI automation

Threats – Political changes (DEI) – Loss of sponsorships – Limited local oversight – Unprotected SNMA Intellectual Property (AMEC, NLI…etc.)

STUDENT NATIONAL MEDICAL ASSOCIATION

2026-2027 Priorities • Strategic Planning • Finances and Revenue Generation • Marketing & Branding • Operations Management • Leadership Development

STUDENT NATIONAL MEDICAL ASSOCIATION

Strategic Planning • • • •

Evaluation of alignment with the 2024-2029 strategic plan provided by the Strategic Planning Council (SPC) Establish clear annual objectives in a method to monitor progress quarterly in accordance with the strategic plan Strengthen internal infrastructure to ensure organizational stability during political and educational shifts Ensure we have the appropriate resources (finances, personnel, etc.) dedicated to bolstering our pipeline initiatives including alumni engagement

STUDENT NATIONAL MEDICAL ASSOCIATION

Strategic Planning

Next Steps SPC • Ensure SPC is represented across the organization and has a role in input for key decision-making (“seat at the table”) • Highlight the role of SPC throughout the administrative year to encourage board member involvement post graduation • Periodically review progress of board specific initiatives with strategic plan alignment throughout the year. • Establish clear metrics and KPIs for SNMA at all levels and create a KPI dashboard for tracking progress • Establish SPC sessions for board training and planning (NLI or virtual)

KPI: Key Performance Indicator – a quantifiable (concrete numbers) measure used to evaluate the success of an organization, employee, or project in meeting objectives. (example: Quarterly alumni fundraising goal)

STUDENT NATIONAL MEDICAL ASSOCIATION

Finances and Revenue Generation • • • • •

Increase corporate sponsorships through mission-aligned healthcare, industry, and foundation partners Diversify revenue streams beyond dues and AMEC (corporate partnerships, alumni giving, grants, SNMA store) Leverage alumni networks for sponsorship introductions and donor cultivation Set realistic annual fundraising targets tied to expanded programming and scholarships Apply data-driven fundraising strategies used by comparable national nonprofit organizations

STUDENT NATIONAL MEDICAL ASSOCIATION

Finances and Revenue Generation Next Steps • Rebuild the SNMA Store • Evaluate grants that are attainable and sustainable • Alumni relationship building • Evaluate sponsorships lost and invite back to the table • Continue to nurture relationships with current sponsors

STUDENT NATIONAL MEDICAL ASSOCIATION

Marketing/Branding • • • •

Position SNMA as a premier national pipeline organization in medicine and health equity Strengthen alumni branding through targeted communications and engagement campaigns with influencers and advocacy groups Utilize consistent national messaging across HQ, regions, and chapters Continue to have thoughtful, but rapid responses to policy changes that affect our membership

STUDENT NATIONAL MEDICAL ASSOCIATION

Marketing/Branding Next steps • Reevaluate political atmosphere. What has shifted since last year? • Continue to build on rapid-response protocol for policy changes that impact out members • Reevaluate SNMA messaging at the national and local level to make sure of alignment with SNMA’s mission • Website revamp

STUDENT NATIONAL MEDICAL ASSOCIATION

Operations and Management • • • • •

Strengthen collaboration between BOD, Executive Committee, and National Headquarters Improve internal communication systems for transparency and consistency Centralize and standardize reporting and documentation via Office suite software Continue to review how the headquarters building is being used and potential renovations Propose AI/automation systems to increase workflow efficiency across the BOD, HQ, and regions.

• Evaluate status of SNMA intellectual property (IP) protection

STUDENT NATIONAL MEDICAL ASSOCIATION

Operations and Management Next Steps • Microsoft office training beginning of every administrative year with follow up training • Have 2-3 automation propositions by September NLI • Access what is needed at HQ building and how the HQ building can be better utilized

• Have SNMA legal team assess availability of trademark for AMEC and NLI

STUDENT NATIONAL MEDICAL ASSOCIATION

Leadership Development • • • •

Foster a structured, accountable, and mission-driven Board culture Reinforce clear expectations, onboarding, and leadership development for BOD members (some ideas include BOD mentorship with PBMs and Emeriti) Promote intergenerational leadership by inviting alumni to join the Alumni Affairs subcommittee Maintain continuity through mentorship of Chair-elect and emerging leaders

STUDENT NATIONAL MEDICAL ASSOCIATION

Leadership Development

Next Steps • Establish expectations for BOD members, HQ employees, and Regional representation (meeting attendance, response times, KPIs…etc.) • Set reoccurring meetings alumni, professional board members, and Emeriti

STUDENT NATIONAL MEDICAL ASSOCIATION

Our Mission

Student National Medical Association (SNMA) is committed to supporting current and future underrepresented minority medical students, addressing the needs of underserved communities, and increasing the number of clinically excellent, culturally competent and socially conscious physicians.

STUDENT NATIONAL MEDICAL ASSOCIATION

Thank You!!

STUDENT NATIONAL MEDICAL ASSOCIATION

2024–2029

Strategic Plan Interim Report Student National Medical Association 5113 Georgia Avenue NW | Washington, DC 20011

STRATEGIC PLAN

Table of Contents Executive Summary ....................................................................................................... 2 Our Mission ............................................................................................................................... 2 Our Goals....................................................................................................................................2 Brief Description of Strategic Plan ....................................................................................... 2

Strategic Planning Process ......................................................................................... 4 Summary of Accomplishments from Previous Three-Year Strategic Plan .... 6 Current State Analysis .................................................................................................. 7 SWOT Analysis Overview ...................................................................................................... 7 SWOT Analysis Themes .......................................................................................................... 8

Strategic Plan Summary .............................................................................................. 9 Strategic Plan Detail (In Progress) .......................................................................... 10 1. Operation Management.................................................................................................... 10 2. Finance Development ....................................................................................................... 10 3. Marketing ............................................................................................................................. 11 4. Membership......................................................................................................................... 12 5. Governance ........................................................................................................................ 13

Conclusion ........................................................................................................................14

STRATEGIC PLAN

Executive Summary Our Mission The Student National Medical Association (SNMA) is committed to supporting current and future underrepresented minority medical students, addressing the needs of underserved communities, and increasing the number of clinically excellent, culturally competent, and socially conscious physicians. SNMA chapters based at allopathic and osteopathic medical schools throughout the nation, and some colleges, implement our programs and activities locally. SNMA programs are designed to serve the health needs of underserved communities and communities of color. In addition, SNMA is dedicated both to ensuring that medical education and services are culturally sensitive to the needs of diverse populations and to increase the number of African American, Latino, and other students of color entering and completing medical school.

Our Goals • • •

To serve as a credible and accurate source of information relevant to minority issues in the field of medical education. To encourage and foster the development of minority faculty to increase the presence of minority mentors and biomedical researchers in academic health centers. To evaluate and cultivate the necessary measures to eradicate practices in the field of health profession education that compromises the goal of providing quality education to minorities and women.

Brief Description of Strategic Plan The following summary outlines the strategic plan for a student-governed medical organization focused on serving underrepresented minorities (URMs) over the next five years. This comprehensive plan addresses key areas including finance, marketing, membership, operations, and governance, with a view to enhancing the organization’s impact and sustainability. Operations: Efficient and effective operations are essential for delivering high-quality programs and services. Our operational strategy prioritizes streamlined processes, clear communication channels, and continuous improvement. By investing in technology and training, we will enhance organizational efficiency, optimize resource utilization, and ensure seamless coordination across all activities.

STRATEGIC PLAN Finance: Our financial strategy aims to ensure fiscal sustainability while maximizing resources for program development and expansion. This includes diversifying revenue streams through grants, donations, and strategic partnerships. We will implement robust financial tracking mechanisms to monitor expenditures and optimize budget allocation for maximum impact. Marketing: To enhance visibility and attract stakeholders, our marketing strategy emphasizes targeted outreach campaigns tailored to the needs and preferences of URMs. Leveraging digital platforms, social media, and community partnerships, we will amplify our message and promote our services effectively. By highlighting our commitment to diversity and inclusivity, we aim to increase engagement and support with the goal of ensuring that SNMA’s internal and external presence is effective, reputable, and reliable. Membership: Building a diverse and engaged membership base is integral to our organization’s success. Our membership strategy focuses on fostering a supportive and inclusive environment that values the contributions of all current and future members. Through targeted recruitment efforts, mentorship programs, and networking opportunities, we will cultivate a vibrant community of students, healthcare professionals, and allies dedicated to our mission. Governance: Strong governance structures are critical for accountability and decisionmaking. Our governance strategy emphasizes transparency, integrity, and inclusivity in all aspects of organizational management. We will establish clear roles and responsibilities, promote diversity in leadership, and implement regular performance evaluations to uphold the highest standards of governance. In conclusion, this strategic plan outlines a comprehensive roadmap for advancing the mission of our student-governed medical organization serving URMs. By prioritizing finance, marketing, membership, operations, and governance, we aim to strengthen our impact, foster a culture of inclusivity, and create lasting change in healthcare access and equity for all communities. With input from current and past leaders, members, and stakeholders of this organization, this strategic plan was written by the strategic planning council members: Emily Cooper, MD, MHA, Chief Planning Council Member Anthony Kulukulualani, MD, Associate Planning Council Member Nathan Lott, MD, Associate Planning Council Member Toddchelle Young, Associate Planning Council Member Teresa Malcom, MD, Corporate Planning Council Member Antonio Igbokidi, National Chairpersion Ja’Nia McPhatter, National President-Elect Bridgette Hudson, Executive Director

STRATEGIC PLAN

Strategic Planning Process The key elements of the strategic planning process are outlined in Figure 1 below. The Strategic Planning Council has completed Steps 1 to 3 this administrative year. Steps 4 and 5 will need to be completed prior to the end of the current fiscal year. Key questions considered during the strategic planning process are provided below for reference. Figure 1. Strategic Planning Process

Step 1 Understand the mission and define the vision

Step 6 Track progress

Step 2 Perform a current state analysis

Step 5 Determine evaluation measures and targets

Step 3 Identify strategic goals and objectives Step 4 Identify and prioritize activities and actions

STRATEGIC PLAN

Key Questions to Consider 1. Why do we exist? 2. Where do we want to be? 3. What are our strengths, weaknesses, opportunities, and threats? 4. Where are we now? 5. How do we get to where we want and need to be? 6. How do we translate strategic priorities into actions? 7. What do we focus on first? 8. How do we measure our achievements and adjust if needed? 9. How will the strategic plan be used by the Board of Directors? 10. How will the strategic plan be used by National Headquarters staff? 11. How will the strategic plan be used by community members?

STRATEGIC PLAN

Summary of Accomplishments from Previous Three-Year Strategic Plan The following activities were achieved: • • • • •

Hire and on-board an Executive Director Hire new Headquarters staff to help support the mission of SNMA Building Inspection Assessment Report completed in 2021 Continue national Future Leadership Project Establish 600 for 60th Committee to increase fundraising efforts

The following activities had some progress: • • • • • • • •

Increase the effectiveness of the membership drive Update and promote academic and research resource database Provide quality and targeted academic resources to members Utilize the National Leadership Institutes to provide leadership training sessions Increase the number of grants obtained and retain grants annually, i.e. AstraZeneca grant Maintain relationships with current and past sponsors Increase attendance at the Annual Medical Education Conference Enhance overall digital footprint, i.e. Tik Tok account

Activities that had significant progress and/or were completed are not carried forward into the current strategic plan. Additionally, activities that were thought to be more relevant to the organization’s operations are also not carried forward. Activities that were not completed have been incorporated into the current strategic plan.

STRATEGIC PLAN

Current State Analysis A current state analysis is a review of everything that impacts the SNMA—both positively and negatively. It considers all assets and opportunities as well as identifies gaps and vulnerabilities. The Strategic Planning Council performed a SWOT (strengths, weaknesses, opportunities, and threats) analysis (see Figure 2) to help inform the current strategic plan. Findings from this analysis are outlined below.

SWOT Analysis Overview A stakeholder survey was distributed via email to the board of directors, donors, emeriti members, general members, sponsors/partners, and Headquarters staff to perform a SWOT analysis. There was a total of 37 responses. Figure 2. SWOT Analysis Process

Strengths

Weaknesses

Identify strengths we want to build on

Identify weaknesses that are critical to address

What is the purpose of SNMA?

Opportunities Identify and select opportunities that are aligned with our mission and vision

Threats Identify and minimize the obstacles that may impact our achievement of strategic goals and objectives

STRATEGIC PLAN

SWOT Analysis Themes Strengths • • • • • •

Mission-driven with a respected history Large membership base Value of membership—leadership and professional development, networking opportunities, community service involvement, educational resources Student focused Serves as a support and community for underrepresented minorities in medicine Emeriti members continue to serve the organization

Weaknesses • • • • • • • • •

Rapid turnover of student leadership with poor transition practices Gaps in policy and procedures Lack of alumni involvement Need for more centralized processes and programming to promote sustainability of ideas and efforts Small staff size at Headquarters results in increased responsibilities for student leaders Lack of funding for members via scholarships Website navigation is challenging Need for diverse revenue sources, i.e. grant funding Few year-round research opportunities

Opportunities • • • • •

Collaboration and partnerships with other organizations with similar goals Improve access to information for general members Creating a full-time fundraising team Create a permanent initiative to engage alumni Implement findings from Future Leadership Project into yearly reports

Threats • • • • •

Other organizations are able to get more done in a shorter time period Limited staff capacity for additional support can lead to burnout Political landscape redirecting diversity, equity, and inclusion efforts at all levels of education Any non-profit organization with similar goals Current organizational infrastructure may lag behind organizational growth, which then impacts ability to maintain partnerships

Strategic Plan Summary | 2024–2029 Student National Medical Association

Strategic Priorities Operation Management Goal 1: Organize staffing of National Headquarters for efficient and effective management. Goal 2: Address decaying superstructure of Headquarters building.

Finance Development Our Mission The Student National Medical Association (SNMA) is committed to supporting current and future underrepresented minority medical students, addressing the needs of underserved communities, and increasing the number of clinically excellent, culturally competent, and socially conscious physicians.

Goal 1: Increase corporate sponsorship. Goal 2: Utilize partnerships and corporate circles to increase giving. Goal 3: Increase the number of grants obtained. Goal 4: Increase revenue from membership through targeted marketing. Goal 5: Maintain relationships with sponsors.

Marketing Goal 1: Maximize digital media presence. Goal 2: Develop programming analytics. Goal 3: Enhance public and membership access to information.

Membership Goal 1: Recruit and retain a diverse membership. Goal 2: Provide members with easily accessible benefits. Goal 3: Support academic and research pursuits for members. Goal 4: Offer leadership development. Goal 5: Ensure organizational activities reflect the diversity of its membership and communities served. Goal 6: Streamline all programming and initiatives.

Governance Goal 1: Ensure leadership is knowledgeable of governing documents. Goal 2: Develop succession planning.

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STRATEGIC PLAN

Strategic Plan—Detail (In Progress) 1. Operation Management Goal 1: Organize the staffing of National Headquarters (HQ) for efficient and effective management of SNMA administrative tasks. 1.1.1. Determine appropriate ratio of HQ staff to SNMA membership using benchmarks from other similar organizations with plan to implement in a stepwise fashion over the next five years. 1.1.2. Yearly evaluation of the finances of the organization to hire new employees with recommendations brought forth to the Board of Directors (BOD). Goal 2: Address the decaying superstructure of the HQ building. 1.2.1. Invest in the building fund to start functional repairs/updates to building superstructure. 1.2.2. Evaluate potential partnerships/alignment for continuation of SNMA presence in current location. 1.2.3. Outline how the building can meet the needs of both the SNMA membership and the community.

2. Finance Development Goal 1: Increase corporate sponsorship for the Annual Medical Education Conference (AMEC) and fiscal year targets. 2.1.1. Create a sponsorship packet for distribution to add an additional 10 long-term sponsors each fiscal year. 2.1.2. Identify and apply for opportunities for yearlong sponsorship outside of AMEC. Goal 2: Utilize partnerships and corporate circles to increase sources of giving. 2.2.1. Create multiple scholarships to reflect the diversity of SNMA through partner organizations. 2.2.2. Tap into corporate circles to develop set levels of sponsorships and define benefits for each level. Goal 3: Increase the number of grants obtained and retain grants annually. 2.3.1. Apply for grants aimed at assisting nonprofits to grow or manage grant duties.

STRATEGIC PLAN Goal 4: Increase revenue from membership through targeted marketing. 2.4.1. Create targeted marketing campaigns for each membership category on top of membership fees. 2.4.2. Investigate SNMA branded items for purchase from the website in partnership with a company that will handle production and shipping. Goal 5: Maintain relationships with current and past sponsors. 2.5.1. Communicate with sponsors quarterly.

3. Marketing Goal 1: Maximize digital media presence. 3.1.1. Update website’s external content to improve user navigation experience. 3.1.2. Maintain active and current social media strategies with consistent and relevant content. 3.1.3. Maintain newsletter content and engagement. Goal 2: Develop programming analytics. 3.2.1. Launch Data/Program Analyst role to support data analysis and data visualization goals. 3.2.2. Determine standardized collection method for chapter activities and reporting as well as transition activities. 3.2.3. Analyze data from select programmatic efforts. 3.2.4. Integrate Future Leadership Project (FLP) projects into digital media applications for internal use, fundraising, and program promotion. 3.2.5. Use analytics to develop, maintain, and strengthen stakeholder relationships. Goal 3: Enhance public and membership access to information. 3.3.1. Provide accessible summaries of BOD and committee meetings to membership. 3.3.2. Provide generalized event information notes to members, non-members, and potential funding partners/stakeholders. 3.3.3. Provide alumni with pertinent updates and access to information.

STRATEGIC PLAN

4. Membership Goal 1: Recruit and retain a diverse membership in all membership categories. 4.1.1. Expand membership drive to recruit for all membership categories. 4.1.2. Increase the number of graduating medical students seeking Lifetime Membership. 4.1.3. Improve alumni engagement. Goal 2: Provide members with benefits that are easily accessible. 4.2.1. Increase members’ knowledge, satisfaction, and utilization of SNMA benefits through targeted marketing and advertisement. 4.2.2. Establish increased funding for scholarship opportunities. Goal 3: Support members in academic and research pursuits to ensure their professional development. 4.3.1. Maintain and promote an up-to-date database on academic and research resources that is members-only access. 4.3.2. Diversify the academic support and scholarly pursuits available to members. Goal 4: Offer leadership development opportunities to members. 4.4.1. Increase utilization of leadership modules to develop effective leaders. 4.4.2. Continue regional and national FLP and implement FLP findings. 4.4.3. Provide leadership training sessions at the National Leadership Institutes. Goal 5: Ensure the activities and programming of the SNMA reflect the diversity of its membership and communities served. 4.5.1. Engage members in cultural humility awareness to promote equity within medical education and the health care system. 4.5.2. Collaborate with external partners to implement multicultural and socially conscious programming. Goal 6: Streamline all programming and initiatives. 4.6.1. Reassess the programmatic infrastructure to consolidate and centralize all programming and initiatives. 4.6.2. Determine how to promote sustainability of programming and initiatives.

STRATEGIC PLAN

5. Governance Goal 1: Ensure a good working knowledge of the Policies and Procedures Manual (PPM) by organizational leadership. 5.1.1. Investigate the most efficient method to update the PPM. 5.1.2. Update governing documents and organizational structure for consistency. 5.1.3. Provide timely updates to PPM based on organizational restructuring. 5.1.4. Maintain an archival copy of the PPM for historical purposes. 5.1.5. Improve BOD working knowledge of the PPM through multiple types of training. Goal 2: Develop succession planning so the incoming BOD is prepared to lead. 5.2.1. Solidify the professional development of the BOD at the NLIs. 5.2.2. Improve leadership transition process.

STRATEGIC PLAN

Conclusion The strategic plan must remain integral to annual planning, decision-making, and officer reporting. We propose the following suggestions to achieve this: • Review the strategic plan as part of on-boarding and transitioning of leadership after each election and/or appointment • Review the strategic plan at least once annually • Utilize the strategic plan to set annual officer goals and allocate financial resources • Use as the basis for quarterly and end-of-year officer reports • Align the Executive Agenda, Corporate Agenda, and Annual Operating Budget to the strategic priorities • Post the strategic plan prominently on the SNMA website

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Elections Policy 1) Elections Committee The SNMA Elections Committees shall be composed of the National President-Elect, National President, Vice President, Immediate Past President and Speaker of the House of Delegates (HOD). The National President-Elect will serve as the Chair of the Elections Committee with the duties as stated in the SNMA Constitution and Policy and Procedures Manual. The main function of the Elections Committee is to encourage and educate SNMA members interested in running for elected positions as well as ensure that the elections are a just process. The Elections Committee shall collaborate with HQ staff or the contracted designee on the distribution, collection and tallying of ballots. This ensures that all candidates will be participating in a fair election with minimal confusion. It also enables the Elections Committee to preserve the spirit of SNMA elections, which is to promote unity, support, and encouragement among all candidates. In addition, the Elections Committee assists the Chairperson of the Board with elections for the BOD- elected positions. Duties of the Elections Committee i. Encourage and cultivate future SNMA leaders. ii. Educate all SNMA members about Board positions and the elections process. iii. Compile and advertise descriptions of elected positions. iv. Solicit candidate credential submissions for review by both the BOD and the membership. v. Be available for questions regarding both the HOD and BOD elected positions. vi. Refer potential candidates to those currently holding or who have previously held the office they are currently seeking. 2) Positions open for Nomination and Election: National Chairperson of the Board of Directors (BOD-elected) National President-Elect National Vice-President Premedical Board Member Professional Board Member (3) National Parliamentarian Speaker of the House of Delegates National Treasurer (BOD-elected) National Secretary (BOD-elected) Regional Director-to-the-Executive Committee (BOD-elected) Professional Member-to-the-Executive Committee (BOD-elected) 3)

Eligibility

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In accordance with the SNMA Constitution, only members of the SNMA shall be eligible to run for national offices. With the exception of Professional Board Member and PreMedical Board Member, only Active members shall be eligible for HOD-elected and BOD-elected positions. Candidates are also required to submit the following materials: i. Application, including membership number and position desired ii. Resume/CV iii. Letter of Good Academic Standing in accordance with respective school policies signed by a school official • All Associate Member candidates, not enrolled in an institution, running for Pre-Medical Board Member must submit proof of conferred bachelor’s degree in lieu of a Letter of Good Academic Standing (BOD January 20, 2024) iv. Letter of Recommendation v. Letter of Intent vi. Professional Headshot 4) HOD-ELECTED POSITIONS Phase 1: Prior to Annual Medical Education Conference A. Submission of Credentials by Candidates a. The Elections Committee shall designate and announce a deadline to the House of Delegates by which members declaring their candidacy are to submit their credentials and elections application. The Committee shall make the deadline visible to the membership via website, email, or other announcement. The deadline shall not be less than six weeks before the Annual Medical Education Conference. b. All candidates should officially declare their candidacy by submitting all required credentials and elections applications to the Elections Committee. The elections committee will send a copy to the National Headquarters by the deadline or within 48 hours of receipt, whichever is later. c. Credentials and applications must be submitted by the designated deadline in order to be distributed by the Elections Committee. The Committee reserves the right to refuse distribution of credentials and applications after the deadline. d. Candidate materials will be reviewed by the Chair of the Elections Committee, who will: i. request membership verification of all candidates from HQ staff (BOD June 22, 2025) ii. verify academic good standing of student candidates iii. confirm completion of application and submission of all required credentials e. Candidate materials must be distributed or made accessible to the voting members of the BOD within 2 weeks of the application deadline set by

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the Elections Committee for review and discussion via at least one of the following methods (BOD June 22, 2025): i. Distribution via listserv or postal mail ii. Accessibility via website or other central electronic file system with an announcement to the membership f. Positions that receive at least four (4) official candidate declarations as described above will be closed at the submission deadline and no other nominations will be taken. Those positions receiving less than four (4) declared candidates will be open for nominations from the floor of the House of Delegates in accordance with parliamentary procedure. g. A candidate may declare candidacy for no more than one position during the entire elections process in the same year. B. After the Candidate Materials Deadline a. Candidates submitting materials to the Elections Committee after the deadline but prior to the BOD meeting immediately preceding the Annual Medical Education Conference will be considered for addition to the ballot for positions for which there are not four (4) candidates. i. Credentials for those candidates submitting late credentials will be made available to the Board of Directors by the first BOD meeting after receipt of materials prior to the Annual Medical Education Conference and at the opening session of the HOD (BOD June 22, 2025) ii. Candidates may request distribution of candidacy materials to full membership through Board Members, direct transmission or other means. Regional Directors are encouraged but are under no obligation to distribute this material. iii. No late materials will be placed on the website or listserv. b. Candidates should prepare by reading the SNMA Constitution and Bylaws, speaking to current and past officers, and prepare campaign materials. c. Questions on the elections process should be addressed by any member of the Elections Committee. Phase 2: Annual Medical Education Conference (prior to Elections) A. Campaigning a. Campaigns for national positions may begin as early as deemed by the President-Elect. Prior to receiving official notice that the application for office has been accepted by the Elections Committee, applicants cannot participate in any campaign activities. This includes any and all e-mail communication, printed materials, websites, social online community, newsletters, etc. that may be distributed by the candidates’ committee., b. Only candidates for premedical board member are permitted to campaign

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to MAPS chapters and individual premedical students with the exception of the HOD address. c. No restrictions are placed on campaign financing or materials that can be distributed. A. Once required campaign documents have been distributed by the President Elect, additional documents not limited to new candidate responses or recommendation letters cannot be distributed by any candidate d. The Board of Directors as a collective body may not endorse any one candidate to the HOD. With the exception of the President Elect and Executive Director, individual officers may support candidates during the HOD. (BOD June 22, 2025) e. The President Elect and Headquarters staff are not permitted to endorse any candidate f. Campaign materials must be professional in nature. The use of derogatory characterizations of candidates or expletives is strictly prohibited. The Elections Committee reserves the right to review all campaign materials and recommending actions to the HOD if deemed necessary. g. Candidates are not permitted to compensate members, chapters, or regions for electoral ballot A. Print Materials 1. A candidate’s campaign materials may be distributed only during that candidate’s speech at the BOD presentation, regional meetings, and HOD elections proceedings, until 1 hour before the first ballot is cast. 2. Print materials are not permitted to use SNMA logos or other copyright materials. Should the SNMA logo be incidentally found in a photograph used on print campaign material, the National President Elect reserves the right to approve the use of said campaign material. (BOD June 22, 2025) 3. No materials may be placed on host facility walls. (BOD June 22, 2025) 4. Printed materials must not contain pictures of any elected officers or Headquarters Staff 5. Candidates and their supporters may wear campaign buttons, or pins during the AMEC. However, campaign clothing that does not meet business appropriate attire criteria (i.e. tank tops, T-shirts, sweatpants, etc.) will not be allowed in the House of Delegates sessions, Board of Directors meetings, Exhibit halls and other AMEC breakout

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sessions and meetings, with the exception of Regional meetings and “Meet the Candidates” sessions. 6. SNMA National Headquarters may not be utilized for the printing, copying, or distribution of candidate campaign materials. SNMA funds may not finance any candidate’s campaign. SNMA is not responsible for the lost, theft, or damage of any campaign materials. B. Internet Materials 1. The Student National Medical Association permits the use of e-mail communication, campaign websites, Facebook or MySpace pages, newsletters, etc. for distribution to the membership. 2. Websites, social utilities, newsletters, etc. are not permitted to use SNMA logos or other copyrighted materials. Should the SNMA logo be incidentally found in a photograph used on print campaign material, the National President Elect reserves the right to approve the use of said campaign material. (BOD June 22, 2025) 3. Candidates are not permitted to receive master lists of members information for solicitations h. Violation of Policy A. Consequences for violation of campaign policy will be levied pending investigation by the Elections Committee. Consequences at minimum include notification of the House of Delegations and can be as severe as disqualification of a candidate. (BOD June 22, 2025) B. Presentations a. Per the SNMA Constitution, all HOD-elected candidates must present to the BOD, each Region separately, and the HOD. C. Presentations to the BOD a. All HOD-elected candidates who submitted their credentials prior to the opening HOD session may present (2-3 minutes) to members of the BOD at the appointed meeting time, no later than at the BOD meeting immediately preceding the Annual Medical Education Conference. b. After each individual presentation, each candidate will answer predetermined questions from the Elections Committee and there will be an additional 2-3-minute question and answer period. c. No candidate shall be present in the meeting room during the presentations of other candidates.

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1. Those candidates who are voting members of the BOD may select an appropriate proxy to substitute for them in the meeting. 2. To maintain the integrity and fairness of the elections process, all candidates must remain in a designated location outside of the meeting room until the time of their presentation. d. If a candidate is unable to be present during the BOD meeting, they may with the consent of the Elections Committee prepare remarks electronically, join the meeting virtually, or prepare written remarks to be delivered by proxy to satisfy this requirement. (BOD June 22, 2025) D. Nominations from the Floor a. At a designated HOD session, nominations for candidates not having submitted credentials to the Elections Committee by the designated deadline and/or prior to the HOD opening session will be taken from the floor for any positions with less than four (4) candidates. b. A candidate must be an SNMA member at the time of nomination. This will be verified by the Elections Committee with the assistance of staff. c. A candidate may self-nominate or be nominated by another SNMA member. All nominations must be seconded. In the case that an individual is not self-nominated, the individual may officially declare his candidacy by acceptance of the seconded nomination either verbally or in writing if he/she is not present. Acceptance must be directed to the Speaker of the House and declared immediately after the official nomination. d. Because floor-nominated candidates are not able to present to the BOD prior to the HOD opening session, the candidate’s presentation to the HOD will be deemed as satisfactory for fulfilling this requirement, if a quorum number of voting BOD members are present in the HOD at the time of presentation. (BOD June 22, 2025) e. Candidates nominated from the floor will be expected to present to each region during the regional meetings in addition to their presentation to the HOD. (BOD June 22, 2025) f. No nominations will be accepted after the Speaker declares that nominations have been closed. g. Candidates nominated from the floor must submit the abovementioned candidate materials or complete a modified application certifying that they meet all criteria for participation in SNMA national elections (SNMA membership, good academic standing, etc.…). The application will be available by the Elections Committee electronically or in print at a designated location. (BOD June 22, 2025) h. Floor candidates who submit the modified application and are elected

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to office must submit a letter of good academic standing signed by a school official no later than four weeks after elections to National Headquarters or they will forfeit their positions. i. Floor candidates for the positions of Speaker of the House and Parliamentarian shall be encouraged to submit a letter of good academic standing prior to the close of the House of Delegates session at the Annual Medical Education Conference. (BOD June 22, 2025) E. Presentations to the Regions a. All candidates will present (1-2 minutes) at Regional Meetings per the schedule assigned by the Elections Committee. There will also be a 12-minute Q&A period following each individual presentation. b. Regional Parliamentarians or a proper substitute are charged with maintaining an accurate time schedule for each of the candidate presentations. F. Presentations to the HOD a. All candidates must present (1-2 minutes) at the designated HOD session. There will be a 2-minute Q&A period following each individual presentation. b. No candidate shall be present during the presentations of other candidates for his/her respective position. A candidate may be present during the presentation of candidates for other positions. To maintain the integrity and fairness of the elections process, all candidates must remain in a designated location outside of the House of Delegates location during the presentations of their respective position. G. Addressing Questions to the Candidate a. At a designated time in the conference schedule following candidates’ speeches to the House of Delegates, there will be a Candidates Forum at which all candidates must be present. During this time, the membership of the SNMA will have the opportunity to ask candidates questions pertinent to their qualifications, goals for the SNMA, and reasons for seeking an elected position with the SNMA.

Phase 3: Voting Procedure for HOD-elected Positions A. Paper and/or electronic voting procedures may be used. B. Paper Voting Procedure a. Ballot Distribution i. Ballots will be distributed in the designated HOD session 1. One (1) ballot will be distributed per vote. 2. One (1) ballot will be distributed per proxy vote. 3. For the office of Pre-Medical Board Member, MAPS chapters who have been recognized by the Elections Committee must send a representative to the HOD that will vote via paper ballot for the Pre-Medical Board Member position. Otherwise, a

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member of the Elections committee may be present outside of the Pre-medical Luncheon for any MAPS chapters that have not received their ballot in the HOD session. b. Ballot Collection i. Individual chapters will be called region by region to turn in their votes so that members of the Elections Committee can verify that the appropriate number of votes per chapter were cast. ii. Only certified delegates will be allowed to vote. Delegates may vote only on behalf of their respective chapters. iii. Once a vote is cast, it cannot be changed. iv. For MAPS chapters, all ballots will be submitted immediately after they have been cast for their chosen candidate to the Elections Committee. C. Electronic Voting Procedure a. Identification of the Electronic Voting Procedure i. The Elections Committee with the assistance of SNMA Headquarters staff will identify and verify the feasibility of an electronic voting procedure in accordance with this policy and the SNMA Constitution. b. Prior to the Election i. No later than the HOD session where voting will occur, delegates will receive instructions for using the electronic ballot program as well as have the opportunity to practice using the electronic ballot. (BOD June 22, 2025) c. Distribution of Ballots for Electronic Voting i. As a part of the delegate certification process, each chapter will receive the appropriate number of keypads corresponding with the number of maximum ballots prior to voting commencement. ii. It is the responsibility of each Regional Director to keep their chapter’s keypad secure and in their possession once its delegates have been certified. iii. Any region that turns in a damaged keypad or fails to return a keypad will be charged the cost of replacing said keypad. d. The Electronic Casting of Ballots i. The casting of electronic ballots by the delegates of the House will occur at a designated time in the conference schedule in the House of Delegates. ii. As stated in the SNMA Constitution, each delegate may cast a maximum of 3 individual ballots (1 vote and 2 proxy votes). iii. Each keypad will hold a maximum of 3 votes. iv. If a chapter has a total number of votes that is not a multiple of 3, the remaining votes will be weighted on an additional keypad. (Example: Chapter with 23 votes = 7 keypads with 3 votes a piece

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v. vi. vii. viii.

and 1 keypad with 2 votes). Chapters will not be allowed to split the votes on an individual keypad. Only certified delegates will be allowed to vote. Delegates may vote only on behalf of their respective chapters. Each region may be monitored by a member of the Elections Committee. If technical assistance is needed, a member of the Elections Committee and a representative of the electronic voting procedure (if available) shall be present. Once a vote is cast, it cannot be changed.

5)

Result Determination and Announcement A. Ballot Tallying a. Members of the Elections Committee will tally the votes by hand, scantron, electronic means, or whatever method the committee has in place. b. Vote tallying may be done on- or off-site as facilitated by the Committee. c. To preserve the confidentiality and integrity of the elections process, only the members of the Elections Committee shall be present when votes are counted. However, if requested by the House of Delegates, an independent observer shall accompany the Elections Committee. B. An elected candidate must receive a simple majority (50%+1) of the votes of the HOD. (BOD June 22, 2025) C. If no candidate receives a simple majority of the votes, a run-off will occur between the two (2) candidates receiving the largest number of votes. D. Final results of the HOD-elected positions will be announced and, upon request, will be verified for the House of Delegates at the BOD banquet.

6)

Procedures Specific to BOD-elected Positions A. All BOD-elected candidates who submitted their credentials prior to HOD opening session must present (2-3 minutes) to members of the BOD at the appointed meeting time, traditionally at the BOD meeting immediately following the close of the HOD session. If a candidate is unable to be present during the BOD meeting, they must prepare remarks electronically, join the meeting virtually, or prepare written remarks to be delivered by proxy to satisfy this requirement. (BOD June 22, 2025) B. BOD candidates may distribute campaign materials to the BOD during this meeting. C. After each individual presentation, each candidate will answer pre-determined questions from the Elections Committee and there will be an additional 2-3minute Q&A period. D. No candidate shall be present during the presentations of other candidates for his/her respective position. A candidate may be present during the presentation of candidates for other positions.

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a. To maintain the integrity and fairness of the elections process, all candidates must remain in a designated location outside of the meeting room during the presentations of their respective position. b. Candidates who currently serve as voting members of the Board may designate an appropriate proxy for voting purposes. E. Voting for BOD-elected positions may be by voice vote, show of hands, roll call, or secret ballot. Secret ballots may be done on paper or electronically. BOD-elected positions do not qualify for voting via e-mail. (BOD June 22, 2025) a. The Elections Committee shall be responsible for the creation of paper or electronic ballots (BOD June 22, 2025) b. Ballots must be provisioned to allow the following: i. Submission of a vote of no confidence (BOD June 22, 2025) ii. Submission of a vote for a candidate running from the floor (BOD June 22, 2025) c. The Parliamentarian shall be given read/write access to electronic ballots (BOD June 22, 2025) F. Final results of the BOD-elected positions will be verified by the National Parliamentarian and announced at the close of each election by the National President Elect or designee from the Elections Committee. (BOD June 22, 2025)

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Public Relations Policy Student National Medical Association Identity ..........................................................................2 Image Presentation .......................................................................................................................2 Media Policy ...................................................................................................................................4 Press Releases and Other Written Communication.................................................................5 Official Statements ........................................................................................................................7 Official SNMA Contact Information .............................................................................................7 Business Cards..............................................................................................................................7 Flyers and other Signs..................................................................................................................8 Letters to the Editor .......................................................................................................................8 Memorandum of Understanding......................................................................................................8 Email Signatures............................................................................................................................9 Official Colors .................................................................................................................................9 Graphics and Publication Standards ....................................................................................... 10 Illustration #1: Official SNMA logo, black/white .................................................................. 11 Illustration #2: Official SNMA logo, color............................................................................. 11 Illustration #3: SNMA Banner, electronic, black/white ...................................................... 12 Illustration #4: SNMA Banner, electronic, color ................................................................. 12 Illustration #5: Documentation logo...................................................................................... 13 Illustration #6: Unofficial SNMA Banner .............................................................................. 13 Illustration #7: Unofficial SNMA logo, black/white.............................................................. 14 Appendix A: Talking Points ....................................................................................................... 15 Appendix B: Sentence ............................................................................................................... 15 Appendix C: Paragraph ............................................................................................................. 16 Appendix D: One-Pager ............................................................................................................ 17 Appendix E: Three-pager .......................................................................................................... 19 Appendix F: Sample Press Release........................................................................................ 23 Issued September 2005 By Kameron Leigh Matthews, 2005-2006 National President

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Student National Medical Association Identity The Student National Medical Association has set standards that govern the proper use of the organization’s name for legal reasons and to ensure clear communications. We want to be certain that the public identifies our name as an independent and organized entity — not confusion with a competitor or other group that may tarnish our image. It is also important to distinguish our name from similarly named organizations. It is confusing and inefficient to members, supporters, or partners when they try to contact the SNMA Headquarters and terminology and references are not uniform. ALWAYS USE: Student National Medical Association Student National Medical Association, Inc. SNMA Student National Medical Association Headquarters SNMA Headquarters Board of Directors Annual Medical Education Conference Region IX (roman numeral) NEVER USE: Student National Student National Medical Student NMA sNMA Student National Medical Association National Office SNMA National Office Board of Director’s Region 9 Image Presentation When discussing the SNMA as an entity, try to be aware of the image that your audience might be gaining from your descriptions or information. Whether in a meeting with an administrator or at a community service event with local leaders, you should have a strong picture of the mission of SNMA and how the organization carries it out because you will be serving as a representative of the entire body as a whole. To assist with the proper and accurate portrayal of SNMA, please refer to the following: - Talking Points describe the general functioning of the SNMA that can be used to highlight our assets and capabilities. See Appendix A.

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One-page or three-page descriptions of the SNMA can be used for distribution or greater detail. See Appendices D & E. Additional talking points can also be developed on a case-by-case basis to assure that you remain on target with the purpose of your presentation or meeting, whether on a local, regional, or national level.

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Media Policy Per the 1992 House of Delegates, SNMA will strive to increase recognition of the SNMA in medical and lay press. As a non-profit organization supported by public and private dollars, SNMA has a responsibility and a need to be open with the community, academia, and the news media. Local, regional, and national officers are encouraged to give interviews or formal, official statements to the media when asked, and to provide information on matters within their expertise in a timely and courteous manner. You do not need permission from the Board of Directors, Executive Committee, or National Headquarters. The National President and the External Affairs Committee serve as a tool to help reporters find the right person to interview for a topic. As a courtesy, however, if a national officer agrees to participate in an interview or prepare a statement for print or airing, please contact the External Affairs Committee so we may maintain a record of such communications and/or obtain a copy of the article and keep it in our files. In representing the SNMA in any public or external situation, you should use customary English-language forms of address. Avoid extensive use of medical terminology or other phrases with which persons outside of the medical or educational setting may not be familiar. Do not assume that everyone knows the difference between (to use a simplistic example) a tracheotomy and an appendectomy or what it means to “match.” You should refer to the Talking Points in Appendix A when referring to the national organization. You should also be sure to correctly identify which level of the organization to which you might be referring, i.e. the national body of SNMA, vs. SNMA Region I, vs. the Morehouse School of Medicine Chapter of the SNMA. If you are not experienced in handling questions from the media, or have not established a relationship with the journalist who is requesting information, please feel free to contact the External Affairs Committee for tips on interviewing (i.e. answering questions for print media versus broadcast) or to address any concerns. Media requests for information should be channeled through the National President or the External Affairs Committee. This procedure permits a consistency of presentation according to required public relations and media practices. If the media contacts National Headquarters or an individual staff member about a specific program or information, the National President should be informed and specific officers or committee members who can address the requested issues will be notified prior to a contact from the press. This allows you time to gather your thoughts prior to speaking with the media.

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Press Releases and Other Written Communication The National President and/or the External Affairs Committee, with the assistance of designated officers or staff, prepare and distribute press releases to local, regional, and national media. The press releases may range from major stories about achievements by chapters or individual members to public service announcements. Information for upcoming events should be submitted whenever possible at least two weeks prior to the date the event will be held. Some press releases may be distributed only to the local media depending on subject and relevance. However, each newspaper, radio station, website, or magazine reserves the right to publish or not publish these releases. The External Affairs Committee will edit submitted press releases for style and length. Remember to include WHO, WHAT, WHEN, WHY, HOW MANY, HOW MUCH. Press releases will begin with a statement of origin from SNMA National Headquarters: “Washington, D.C.” At the end of every press release, the single paragraph description of the SNMA should be used. See Appendix C. A sample press release is included in Appendix F. Certain conventions of language, local custom, and industry jargon make the establishment of a common writing style difficult, if not impossible. Furthermore, changing social and political customs over time tend to alter the way in which some topics are addressed or are articulated, even within SNMA. To that end, the use of the following frequently used words and phrases is recommended: -

African-American (with a hyphen); Asian-American; Native American; Latino Underrepresented (when describing minorities in medical school) Underserved (when describing minorities in the community) Healthcare (used as an adjective as a term of art) Pre-medical (with a hyphen) email website

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Everything of an official nature produced in writing, whether it is a letter, an article for the JSNMA, or a posting for the SNMA web site, should be carefully reviewed for accuracy of content, spelling, grammar and punctuation. Use your computer’s Spell Check feature. If in doubt, have someone else review your work before sending it out. If writing for an external medium, spell-out the names of schools or universities, at least when they are initially mentioned. Include abbreviations in parentheses following the first mention. Be consistent. If you are including persons’ titles in the heading or body of a letter (or other text) and you decide to omit the periods, do not use MD in one place, and use M.D. in another. Keep your writing gender and age neutral. For example, not all doctors are male and not all medical students are young adults. Other tips on composition and editing may be found in the Guide for Article Submission for the Journal of the Student National Medical Association (JSNMA). Strunk and White’s Elements of Style is also a very useful reference.

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Official Statements Public statements that define official positions of the SNMA shall be issued ex officio by the National President or by others designated by the National President as official spokespersons. If necessary, the Executive Director or other staff members may be designated to communicate the SNMA’s official position. Other officers or members may refer to the SNMA’s official position upon inquiry or discussion. You may certainly express a view on what some might view as a controversial topic, if such a position has been expressed by the Board of Directors, but please be aware of and sensitive to making any statement that is specifically political in nature. Understand the difference between “advocate for” and “lobby.” As a non-profit organization, SNMA is strictly prohibited from endorsing political candidates and our posture with respect to certain legislation should be exercised in a strategically controlled and Board-approved manner. Should you question such conditions, ask the National President before proceeding. Official SNMA Contact Information To ensure continuity of relationships and partnerships established by SNMA, communication with any external entity on behalf of SNMA must include official SNMA contact information as the primary contact. The completion of all forms to be submitted to an external party on behalf of SNMA must include acceptable official SNMA contact information. Submission of forms may be subject to Board approval. All information to be provided to the press or other forms of media must include official SNMA contact information. Personal contact information is defined as an individual’s own information, including address, may be provided as an alternate method of contact. Personal information should be distinguished from official SNMA contact information by some degree of notation. Business Cards Business cards are printed, by a Washington D.C. vendor, for specific National Officers. Other officers may request cards at cost at the beginning of an administrative year, and should include the following with their request: • Name • Official SNMA logo • Position/Title and Year of Administration (i.e. 2005-2006) • University/Medical School • Mailing Address • Email Address • Telephone Number

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Please contact National Headquarters for more information. Be sure and use contact information, especially a telephone number and e-mail address, that you will be comfortable having in the hands of non-school, non-personal entities. Use of your school-assigned pager number on a business card is not recommended. Flyers and other Signs Flyers and other signs should be typed, include tasteful content and be designed for easy reading. Flyers and other signs may include the official SNMA logo. Officers should not post handwritten posters. The External Affairs Committee can assist in the design of your posters, flyers or applications. A two-week notice is requested. Letters to the Editor Letters to the editor or other statements of opinion written by officers of the SNMA should not be sent on SNMA letterhead. Writers should make clear that they do not represent an official SNMA position, unless approved by the National President or Executive Committee. Memorandum of Understanding Before a memorandum of understanding (MOU) is drafted, the board member drafting the MOU must communicate with the National Chairperson and/or a representative from Headquarters staff. (BOD September 18, 2021)

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Email Signatures Statements of opinion written by any member of the SNMA and sent by email or other form of electronic submission should not include a SNMA designation or position in the email signature posted at the closing of the message. Writers should make clear that they do not represent an official SNMA position, unless approved by the National President or Executive Committee. In official capacities, email signatures should include the full name of the Student National Medical Association, your position (specifying national, regional, or local affiliation, where appropriate), and the address of the national website. Examples include: John Doe, Jr. DO/MBA Candidate, 2006 Best University - College of Osteopathic Medicine Chairperson, Board of Directors, 2005-2006 Student National Medical Association www.snma.org John Doe, Jr., MPH MD Candidate, 2008 Best University School of Medicine Region III Director, 2005-2007 Student National Medical Association www.snma.org Jane Doe Bachelor of Science, Biology, Candidate, 2008 Best Undergraduate College 2004-2005 National Membership Committee Student National Medical Association www.snma.org Official Colors The official colors of the SNMA are royal blue, black and white. Accent colors of grey, silver or light blue may be used as well. These colors are preferred for printed material but may also be used on a variety of souvenir or logo-bearing products. Materials and products prepared for the Annual Medical Education Conference may deviate from the official color pattern.

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Graphics and Publication Standards Every organization presents itself to the community in many dimensions and venues. Individuals may encounter the SNMA in any of the following forms: chapter/regional/national websites, community service programs, fundraising or social events, apparel, signs, advertising, cultural programs, exhibits, promotional booklets, letters, forms, reports and telephone conversations. Each individual will form an impression of the SNMA based on reactions to its presentations. Therefore, the well-controlled use of coordinated communications graphics such as the official seal, MUST present the public with an accurate, appropriate and favorable presentation of the SNMA in its totality. SNMA’s official logo is the key graphic element in this identity package. The logo serves as the primary coordinating element for the organization, its regions and its chapters, and is in fact the official seal of the organization. Correct use of the name and logo is essential to the success of any activity or program. The following guidelines are to be used by everyone involved in any phase of development, purchase, implementation, or supervision of the SNMA’s diverse forms of communication. These guidelines are provided to aid creative efforts to work in a coordinated cumulative fashion. There are wide boundaries for innovation within this system. This manual should guide creativity rather than inhibit it. If there are any questions or any need for clarification, then the user should contact the External Affairs Committee for clarification and review. In order to minimize expense, it is more productive to raise questions early in the development stages of a communications item, before final layout or development of mechanical art.

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Illustration #1: Official SNMA logo, black/white

The SNMA official seal or logo is comprised of the circle image shown above, not the title or anagram of the organization that may appear beside it or beneath it. It will generally be printed in black or royal blue (see Illustration #2). The image may be reversed, so that the text and image appear white against a dark background. SNMA Chapters and Regions may use the corporate seal on products such as mugs, tshirts, etc if the application is in a tasteful fashion and it presents the SNMA image in a business-like manner. This is not to say that it cannot be companioned with a cartoonlike graphic, but the presentation should not be demeaning or insulting. It is also acceptable to partner the SNMA logo with that of a school/chapter or region; but, to the extent possible, the school/chapter’s or region’s logo should be subservient to that of SNMA. The SNMA logo should not be ‘loaned’ or given to an outside business or organization for use in promoting its own exclusive program or enterprise. Lettering within the logo itself uses a serif typeface, while titles or acronyms that accompany the logo should use a san-serif type face, currently Century Gothic (ital.), but similar san-serif typefaces—such as Helvetica—may be used. For print media, a warm yellow accent color is preferred.

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Illustration #2: Official SNMA logo, color

Illustration #3: SNMA Banner, electronic, black/white

This banner may be used in electronic versions of SNMA official letterhead and should be placed at the top of the page. It also may be placed at the top of press releases or other official documentation. It may be partnered with the mailing address of the National Headquarters that should be placed in the footer of the page. Illustration #4: SNMA Banner, electronic, color

This banner may be used in electronic versions of SNMA official letterhead and should be placed at the top of the page. It also may be placed at the top of press releases or other official documentation. It may be partnered with the mailing address of the National Headquarters that should be placed in the footer of the page. The Font is a royal blue

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Illustration #5: Unofficial Documentation logo

This logo has previously been placed on the cover page of official SNMA documentation including House of Delegates and Board of Directors reports and policy statements. These logos do not present a style which is acceptable by the terms described in Illustration #1. At the time of this policy, this illustration is therefore no longer considered acceptable for official use and should not be placed on any SNMA documentation. Illustration #6: Unofficial SNMA Banner

Previously used on many website pages, this banner does not present a style which is acceptable by the terms described with Illustration #1. At the time of this policy, this Illustration is therefore no longer considered acceptable for official use and should not be placed on any SNMA letterhead, websites, or products.

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Illustration #7: Unofficial SNMA logo, black/white

Previously used on many website pages and documents, these logos do not present a style which is acceptable by the terms described with Illustration #1. At the time of this policy, this Illustration is therefore no longer considered acceptable for official use and should not be placed on any SNMA letterhead, websites, or products.

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2022 SNMA Brand Color Palette & Logo PRIMARY BRAND COLORS

SNMA BLUE #2F367E RGB = 47, 54, 126 CMYK = 63%, 57%, 0%, 51%

SNMA TEAL #50B5AF RGB = 80, 181, 175 CMYK = 40%, 0%, 2%, 29%

SNMA ORANGE #F69322 RGB = 246, 147, 34 CMYK = 0%, 39%, 83%, 4%

SECONDARY BRAND COLORS

MEDIUM GREY #A49FA5 RGB = 164, 159, 165 CMYK = 1%, 4%, 0%, 35%

DEEP TEAL #486C6A RGB = 72, 108, 106 CMYK = 33%, 0%, 2%, 58%

PLUM #691C69 RGB = 105, 28, 105 CMYK = 0%, 73%, 0%, 59%

TERTIARY & ACCENT BRAND COLORS

CHARCOAL #3D4A59 RGB = 61, 74, 89 CMYK = 31%, 17%, 0%, 65%

EARTHY GREEN #5b734f RGB = 91, 115, 79 CMYK = 21%, 0%, 31%, 55%

BACKGROUND COLORS

SOFT GREY #D6D7D9 RGB = 214, 215, 217 CMYK = 1%, 1%, 0%, 15%

ORANGE RED #CD4002 RGB = 205, 64, 2 CMYK = 0%, 69%, 99%, 20%

UPDATED LOGO

WARM TAN #D1BEA8 RGB = 209, 109, 168 CMYK = 0%, 9%, 20%, 18%

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Appendix A: Talking Points The following talking points should be used and stressed in any meeting, interview, or presentation. When using talking points, they do not have to be read verbatim or in a particular order but should be mentioned at some time during the natural flow of the conversation or meeting agenda. •

The Student National Medical Association was established in 1964 and is now a student-run and independent organization dedicated to the needs and concerns of medical students of color.

•

SNMA has over 5000 medical student and pre-medical student members.

•

SNMA chapters are represented at almost every medical school in the nation.

•

The mission of the Student National Medical Association is to support current and future underrepresented minority medical students, to address the needs of underserved communities, and to increase the number of minority and/or culturally competent physicians.

•

SNMA is fully committed to increasing the pipeline of students of color that consider and prepare for medical and scientific careers.

•

SNMA seeks to educate and empower local communities to make healthy lifestyle choices through the implementation of community service programs called national protocols.

•

SNMA actively seeks to recruit African Americans, Latinos, Native Americans, and other underrepresented minority students into both the medical profession and its membership.

Appendix B: Sentence The following is the mission of the SNMA and is to be used as a single sentence description. The Student National Medical Association is committed to supporting current and future underrepresented minority medical students, addressing the needs of underserved communities, and increasing the number of clinically excellent, culturally competent and socially conscious physicians.

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Appendix C: Paragraph The following is a single paragraph description of the SNMA: Founded in 1964 by medical students from Howard University School of Medicine and Meharry Medical College, the Student National Medical Association is the nation’s oldest and largest, independent, student-run organization focused on the needs and concerns of medical students of color. Organized in over 130 chapters across the nation, the SNMA membership includes over 5000 medical students, pre-medical students and physicians. SNMA is dedicated to increasing the number of AfricanAmerican, Latino, and other students of color entering and completing medical school and to assisting in the eradication of racial and ethnic health disparities. SNMA community service and mentoring programs provide science appreciation, health care education, mentoring, and academic enrichment to elementary, junior high school, high school and college students interested in pursuing health-related careers.

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Appendix D: One-Pager The following is a one-page description of the SNMA: Student National Medical Association (SNMA) is the nation’s oldest and largest independent, student-run organization focused on the needs and concerns of medical students of color. Established in 1964 by medical students from Howard University School of Medicine and Meharry Medical College, the membership includes over 5000 medical students, pre-medical students, residents and physicians. SNMA is committed to increasing the pipeline of students of color that consider and prepare for medical and scientific careers. Its community mentoring programs provide science appreciation and education, mentoring, and academic enrichment to elementary, junior high school, high school and college students interested in pursuing health-related careers. Working through local chapters, SNMA is proud to organize and sponsor local Pipeline programs that directly serve minority students at several levels of education: the Minority Association of Pre-medical Students (MAPS), the Health Professions Recruitment and Exposure Program (HPREP), and the Youth Science Enrichment Program (YSEP). Within medical school, SNMA chapters provide academic preparation and recruitment and retention programming in order to assure the pipeline to medicine is supported. Community service is indeed at the heart and soul of the SNMA. SNMA is committed to reducing morbidity and mortality in under-served communities. Its programs are primarily focused on educating and empowering local communities to make healthy lifestyle choices. SNMA pilots and implements community service programs – national protocols – that directly serve minority communities through health education and screening programs. Chapters and regions educate both the young and the old through protocols entitled Sexual Health Awareness, Violence Prevention, Tissue and Organ Donation Education and Recruitment Program (TODER), Smoking Prevention/Cessation, and Mental Health: Treatment, Awareness and Prevention. SNMA also hosts Healthy People 2010 Health Fairs that are consistent with the former U.S. Surgeon General’s call to action for the 21 st century and are targeted to underserved communities and those with limited access to health care.

SNMA also organizes initiatives that educate members about health care issues abroad and provides them with opportunities to engage in health care experiences in other nations. Past SNMA medical mission trips have attended the needs of communities in Ghana, Cuba, Jamaica, Ethiopia, and Nigeria. Finally, SNMA advocates for its members and its communities as it addresses legislative and policy issues that affect medical education, health care delivery, and the health status of underserved communities. Past focus areas include funding for pre-medical recruitment and preparation programs, violence prevention, obesity, universal health care, and affirmative action.

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Appendix E: Three-pager The following is a three-page description of the SNMA: Student National Medical Association (SNMA) is the nation’s oldest and largest, independent, student-run organization focused on the needs and concerns of medical students of color. Membership includes over 5000 medical students, pre-medical students, residents and physicians. Established in 1964 by medical students from Howard University School of Medicine and Meharry Medical College, SNMA boasts over 40 years of service to underserved communities and medical students. SNMA is dedicated both to ensuring culturally sensitive medical education and services, as well as to increasing the number of African-American, Latino, and other students of color and entering and completing medical school. SNMA chapters based at allopathic and osteopathic medical schools and at some colleges implement structured programs and activities locally, including academic preparation and local recruitment and retention efforts. Annually, SNMA hosts a national Annual Medical Education Conference (AMEC) where members from all chapters are represented and events are aimed at education, empowerment, and support. The AMEC also includes full programming planned specifically for SNMA’s pre-medical membership. In addition, the ten Regions of the SNMA host annual conferences that provide additional exposure and leadership experiences for our medical and pre-medical members. SNMA is committed to increasing the pipeline of students of color that consider and prepare for medical and scientific careers. Its community mentoring programs provide science appreciation and education, mentoring, and academic enrichment to elementary, junior high school, high school and college students interested in pursuing health-related careers. Working through local chapters, SNMA is proud to organize and sponsor local Pipeline programs that directly serve minority students at several levels of education. − Minority Association of Pre-medical Students (MAPS) – Through the MAPS Protocol, SNMA members act as mentors to pre-medical undergraduates and post-baccalaureate students in efforts to increase the medical school matriculation rates of underrepresented minorities. Members host a variety of programs including pre-medical conferences, clinical skill workshops, and medical student panels. SNMA chapters serve as a vital resource for premedical students across the nation.

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− Health Professions Recruitment and Exposure Program (HPREP) – HPREP exposes high school students to science-related activities while introducing them to careers in the health professions. − Youth Science Enrichment Program (YSEP) – YSEP serves to stimulate elementary and junior high school students’ interest in science and health. In 2005, with the generous funding of HRSA, SNMA created the Pipeline Mentoring Institute (PMI), a set of programming that builds on the existing pipeline framework in order to close the gap in the recruitment and retention of underrepresented minority students into the health care professions. Through the Pipeline Academy coordinated at twelve medical school sites, SNMA provides a structured curriculum that educates, advises and exposes students grades 4-12. Through cultural competency workshops, SNMA seeks to bring attention to the need for diversity of both persons and mind in the healthcare workforce and in academic environments. By means of a Mentoring Center established at the SNMA National Headquarters, Academy students and pre-medical students of the SNMA are provided direct services and the ultimate connection to the true asset of the SNMA – its members. Community service is indeed at the heart and soul of the SNMA. SNMA is committed to reducing morbidity and mortality in under-served communities. Its programs are primarily focused on educating and empowering local communities to make healthy lifestyle choices. SNMA pilots and implements community service programs – national protocols – that directly serve minority communities through health education and screening programs. − Sexual Health Awareness – The Sexual Health Awareness protocol is designed to educate teenagers about their bodies and about the positive use and expression of sexuality. It is intended to increase self-esteem, improve relationships, and decrease the incidence of teen pregnancy and the spread of sexually transmitted diseases. Recently merged with our HIV/AIDS Intervention and Prevention Corps (HIP Corps) project (previously funded by the Centers for Disease Control and Prevention), the protocol also serves as a vehicle to provide and evaluate formalized community HIV/AIDS prevention education training curricula for medical, pre-medical and allied health professional students. − Violence Prevention – The Violence Prevention Protocol helps adolescents acknowledge anger as a natural emotion and shows them alternative non-violent ways of expressing themselves. Students are also taught how to resolve conflicts in a constructive non-violent manner.

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− Tissue and Organ Donation Education and Recruitment Program (TODER) – TODER educates the minority community about organ donation and encourages people to enroll in organ and tissue donation programs. − Smoking Prevention/Cessation – The Smoking Prevention/Cessation protocol provides a mechanism for SNMA members to promote healthy lifestyles that include the avoidance of tobacco products among youth. − Mental Health: Treatment, Awareness and Prevention – The Mental Health Protocol seeks to correct the inequalities in diagnosis, treatment and education of mental illnesses in the minority community. SNMA members seek to be at the forefront of the drive to minimize stigma surrounding mental illness. − Healthy People 2010 Health Fairs – Consistent with the former U.S. Surgeon General’s call to action for the 21st century, and in collaboration with other community organizations, SNMA conducts “health fairs” each year in locations throughout the nation. Targeted to underserved communities and those with limited access to health care, members educate scores of individuals about the importance of healthy living and provide accommodations for screening of common health conditions, such as high blood pressure and diabetes. Other programming includes: International Health – SNMA organizes initiatives that educate members about health care issues abroad and provides them with opportunities to engage in health care experiences in other nations. Past SNMA medical mission trips have attended the needs of communities in Jamaica, Ghana, Cuba, Ethiopia and Nigeria. Trips to Haiti are being coordinated for the future. The missions have involved SNMA students in both the provision of primary health care services and the implementation of health education and promotion programs. Advocacy – SNMA advocates for its members and its communities as it addresses legislative and policy issues that affect medical education, health care delivery, and the health status of underserved communities. Past focus areas include funding for premedical recruitment and preparation programs, violence prevention, obesity, universal health care, and affirmative action. SNMA has official stances on issues of diversity and equity in education, residency work hours, alcoholism and substance abuse, policy brutality, and cultural competency. Publication - The Journal of the Student National Medical Association (JSNMA) is the flagship promotion and educational tool of the SNMA. As the voice of the SNMA, journal article topics include but are not limited to: medical education, basic sciences, research

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publication, arts in medicine, clinical case review, health advocacy, mentorship, career opportunities, cultural competency, community outreach, history of medicine, and social justice. The JSNMA is published quarterly with a circulation of over 20,000. It is mailed directly to the homes of medical students, pre-medical students, residents, and physicians. It is also mailed to the offices of medical school deans, university libraries, corporations, and institutions.

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Appendix F: Sample Press Release

FOR IMMEDIATE RELEASE Monday, September 20, 2004 Contact: Kameron Leigh Matthews, National President Email: president@snma.org Telephone: (202) 882-2881 / (202) 498-5385 direct Student National Medical Association strongly supports the Sullivan Commission’s final report, Missing Persons: Minorities in the Health Professions Washington, DC – The Student National Medical Association (SNMA) announces its strong support of Missing Persons: Minorities in the Health Professions, the final report of the Sullivan Commission on Diversity in the Healthcare Workforce. SNMA shares the Commission’s vision of a more diverse health care system that provides quality care for all and agrees that more attention must be directed towards changing the racial and ethnic culture of the health professions workforce. SNMA advocates that the historical roots and social implications of the current trends in health care inequality can be more appropriately addressed with a more forthright commitment to the diversity of those providing health care. Both the Commission and SNMA argue for increased learning opportunities, exposure, support, and leadership training for students of color at all levels of primary and secondary education in order to assure that the pipeline of students entering the health professions is secure. SNMA has had a long-term commitment to the preservation of the pipeline through its community service programs reaching school-age students nationwide and hopes that with the release of the Commission’s final report, more public and private funding will be directed towards similar efforts. SNMA also acknowledges the dire need for increased diversity in faculty at health profession schools; as students of color seek out guidance and mentorship, they are often left without role models and personal advocates within the educational system. In addition, because medical schools do not adequately provide for the recruitment and retention of students of color through institution-based programming, the enrolled students of color often bear the burden of recruiting other students of color without administrative or academic support. SNMA encourages its members to engage in

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recruiting and retention activities, but also calls for increased formalized activity on the part of the institutions to assure the diversity of their applicant and matriculant pools. Founded in 1964 by medical students from Howard University School of Medicine and Meharry Medical College, the Student National Medical Association is the nation’s oldest and largest, independent, student-run organization focused on the needs and concerns of medical students of color. Organized in over 130 chapters across the nation, the SNMA membership includes over 5000 medical students, pre-medical students and physicians. SNMA is dedicated to increasing the number of African American, Latino, and other students of color entering and completing medical school and to assisting in the eradication of racial and ethnic health disparities. SNMA community service and mentoring programs provide science appreciation, health care education, mentoring, and academic enrichment to elementary, junior high school, high school and college students interested in pursuing health-related careers.

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Amendment and Approval Policy 1) DEFINITIONS a) The SNMA Policies & Procedures Manual (PPM) is a comprehensive document that incorporates all policies, procedures, official documents, and guidelines which govern SNMA’s operations. All policies are subject to due process by the Board of Directors (BOD) or the House of Delegates (HOD). b) The SNMA Constitution provides the supreme governing and structural rules under which SNMA functions. No policy or action may conflict with the direction provided by the SNMA Constitution. c) A policy is a course of action or guiding principle pursued by the SNMA, which has been accepted as a rule for the execution of the mission and vision of the SNMA. Policies are established in order to organize a system of administration. Policies supplement the SNMA Constitution by providing interpretation to its governing rules. No action shall be taken by the HOD, BOD, or any both within the SNMA that contradicts any official SNMA policy, without a vote to first rescind or suspend that policy. d) A procedure is a mode of action to complete the task set forth by a policy. e) A document is the physical embodiment of a policy, either in electronic or hardcopy form. The format or other aspect of the appearance of a document may be modified for sake of presentation; however, the actual wording of the policy must remain intact. f) Official documents of the SNMA are approved in present form and cannot be altered in appearance. These documents include: ■ Minutes of the meetings of the BOD or HOD ■ Membership Application ■ Chapter Charter/Update Form ■ Signed Memorandums of Agreement or Contracts ■ Membership Presentations ■ JSNMA ■ Marketing/Press Releases Official documents must be stored at National Headquarters and distributed via non-modifiable media. Acceptable formats include non-rewritable CD/DVD, or hardcopy (in which case all pages of multi-paged documents must be numbered). Other methods may be adopted as available and as meets the above

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criteria. Multiple documents may be stored on the same medium provided the medium meets the above criterion. g) A guideline is a recommended detailed plan or explanation to set standards or determining a course of action. A guideline provides direction but is not a required policy or procedure which the SNMA must follow. 2) CONSTITUTIONAL AMENDMENTS a) Amendments to the SNMA Constitution must be brought forth by the motioning individual following the proper timeline as defined in the SNMA Constitution. The amendments must be submitted in the form of a chart with five columns entitled as such: Section of document Current wording Proposed wording Rationale Endorsing body b) Constitutional amendments that are not submitted in this format shall not be considered for approval. c) The National Parliamentarian shall present the endorsed Constitutional Amendments to the HOD. When requested, the National Parliamentarian shall show the actual modifications within the SNMA Constitution in a “live manner” so that the HOD may be direct witness to the proposed changes. Upon approval of Constitutional Amendments, two copies of the chart must be synthesized on a non-modifiable medium, signed, and dated by the Speaker of the HOD and Parliamentarian. All of the above must be witnessed by the HOD. These copies shall then be filed at the National Headquarters. 3) APPROVAL OF A NEW POLICY OR AN AMENDMENT TO AN EXISTING POLICY a) Policy may be created, amended, or rescinded by a majority vote of the BOD or the HOD. Proposed policy shall not conflict with the SNMA Constitution, local, State, or Federal law. Proposed policy shall not duplicate or conflict with rules and guidelines designated by current official SNMA Policy b) All submissions to the PPM should be submitted using the attached form. Written rationale is required; verbalized rationale by the motioning individual does

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not suffice. Please list all references in the order they are used throughout the document you have authored. Use appropriate citations in brackets, such as “[1].” If multiple citations are used, please list them sequentially, e.g. [1, 2, 5, 8, 10]. c) The attached form must be distributed along with the proposed policy to the appropriate approving body two weeks prior to the meeting at which the proposed policy is to be considered. Approving Body and Date refers to the body and time of Request. Should a section of the form not be applicable, designate “N/A.” d) A policy or amendments to a policy that is not submitted in this format shall not be considered for approval. e) Upon approval by a governing body, both the new or amended policy and the written rationale shall be included within official minutes of the meeting at which the policy is approved. f) Once a policy is approved or amended by a 2/3rds vote of the BOD or the HOD, the policy goes into effect immediately and is automatically included within the Policies and Procedures Manual. The Internal Affairs Committee is responsible for distributing the appropriately amended Manual. (BOD Jan 24, 2026) g) All effort should be made to create Policy that will meet the current needs of the SNMA and to recognize the potential for changing needs in the future. Thus, the creation of a policy may or may not detail specific action items to fulfill said policy (procedures), including officers, committees, or legislative bodies responsible for acting on said policy, or at whose discretion an action may be taken. h) Historical precedent is defined as past decisions or actions (both singular and compound) of the HOD, BOD, Executive Committee, or other Bodies within the SNMA. While historical precedent may guide in the creation of new SNMA policy, it shall in no way in and of itself constitute current or future SNMA policy or dictate current or future actions of a legislative body of the SNMA. In the absence of reference to current policy, each Board of Directors and House of Delegates shall reserve the right to create new precedent, policies, and procedures. i) Proposed policies may be submitted to the Internal Affairs Committee for formatting purposes no later than two (2) weeks prior to presentation. The Committee shall review and edit the format (numbering, bullets, etc.) of the proposed policy and return to the submitting party no later than one (1) week

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prior to presentation. The Committee shall not proofread or edit the content of submitted policies. The submitting party is responsible for presenting the final document for acceptance. 4) APPROVAL OR MODIFICATION OF AN OFFICIAL DOCUMENT a) An Official Document may be created, amended, or rescinded by a majority vote of the BOD or the HOD. The motion must designate the document as an Official Document. Written rationale is required; verbalized rationale by the motioning individual does not suffice. b) The proposed Official Document must be distributed to the appropriate approving body two weeks prior to the meeting at which the policy is to be considered. c) A modification to an Official Document must be presented by the motioning individual within the actual document in a “live manner.” d) Upon approval of an Official Document, two copies of the Official document must be synthesized on a non-modifiable medium, signed, and dated by the Chairperson of the BOD or the Speaker of the HOD. These copies shall then be filed at the National Headquarters. e) Upon approval by a governing body, the rationale shall be included within official minutes of the meeting at which the policy is approved. f) Should a proposed Official Document originate from National Headquarters staff (i.e., press releases, JSNMA), it will ascend through the chain of command of employment (ending with Executive Director and/or Chair) for appropriate approval. BOD or HOD approval is not required in all cases. g) Should a proposed Official Document originate from a National Committee, the National President will oversee its approval. The National President will then refer the document to the BOD or HOD for approval, if necessary. h) Regional Official Documents will be governed by the respective Region’s bylaws as long as provided that the documents do not represent the national organization.

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5) APPROVAL OF A GUIDELINE a) A guideline may be created, amended, or rescinded by a majority vote of the BOD or the HOD. A proposed guideline shall not conflict with the SNMA Constitution, local, State, or Federal law. A proposed guideline shall not duplicate or conflict with rules and guidelines designated by current official SNMA Policy b) As a guideline is a flexible method through which SNMA might fulfill its mission, a timeline should be requested to allow for the appropriate governing body to assess its proper implementation. c) Written rationale is required; verbalized rationale by the motioning individual does not suffice. d) The proposed guideline must be distributed to the appropriate approving body two weeks prior to the meeting at which the proposed policy is to be considered. Upon approval by a governing body, both the guideline, the written rationale shall be included within official minutes of the meeting at which the policy is approved.

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This Policy is

New An Amendment to an Existing Policy/Replacement Designate Existing Policy:

Approving Body and Date: Policy:

Rationale:

Procedure for immediate policy compliance (if necessary):

Method of Evaluation: Please detail the measurement or mechanism to evaluate the accomplishment of these goals.

Associated documents:

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Executive Session Policy Overview: This policy outlines what constitutes “Executive sessions” for conduct of business during BOD meetings and HOD meetings. Rationale: Historically, there has always been a bit of confusion when ‘Executive Sessions’ of either the Board of Directors (BOD) or House of Delegates (HOD) has been called. Such confusion has been inflated by unclear constitutional descriptions and personal interpretations about who is allowed to attend executive sessions of the BOD or HOD. This policy is written to take out such interpretation and explicitly state who is allowed. Section I. Definition An executive session of the HOD or BOD is called when there is business that needs to be held confidential from the general public, or when there is business to be decided on by the membership as represented by the appointed delegates only on any matter which is deemed sensitive in nature to the inner workings, goals, or mission of the SNMA. This information includes but is not limited to: discussions about financial matters of the organization (i.e. budget, endowments, etc.), violations of conduct policy, determination of emeriti status. Section II. Composition A. An executive session of the HOD shall be composed of: 1. Certified Delegates 2. Board of Directors Members 3. Speaker of the House B. An executive session of the BOD shall be composed of members of the Board of Directors as documented in the National Constitution. C. Additional parties may be included in an executive session of the HOD and BOD at the discretion of the Speaker of the House and Chairperson of the Board of Directors respectively. Section III. Calling an executive session A. An executive session may be called in two ways. 1. Agenda: the body can enter an executive session simply by adding the words ‘Executive’ to the business item that is to be discussed prior to the acceptance of the agenda. This applies to both BOD and HOD sessions.

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2. Vote: In the event that an individual desires to enter into an executive session (HOD or BOD) for discussion of a particular item after acceptance of the agenda, then a simple majority vote of eligible members will be necessary to enter an executive session. If the members reject the motion, then the item will not be discussed in an executive session. Keywords: Executive, Session, Policy

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PROGRAMMATIC STRUCTURE

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Academic Affairs • • • •

RDs shall appoint a chairperson to implement a Boards Part I review panel to decrease the disparity between white and non-white students on passing the boards on first try. BOD September 25-27, 1993 A board review test packet shall be purchased to be made available to all regional members. BOD September 25-27, 1993 Adoption of the concept of "Minority Medical Students passing Part I & II of the USMLE" as our signature project in order to assure successful matriculation of our members. BOD October 1-2, 1994 There shall be a column of the JSNMA with dialogue and guest commentaries on exam success. BOD June 17-18, 1995

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Annual Medical Education Conference A) Conference Fees i) Fees for the annual conference will be set by the National Headquarters and by the Board of Directors, as governed by local conditions, facility contracts, services to be provided and the amount and type of sponsorship secured. (2016HOD) B) Mandated Workshops and Plenary Sessions i) Whenever feasible and practical, the national convention shall include workshop(s) and/or mock exams devoted exclusively to the computerbased and other contemporary medical testing procedures, as sanctioned by the NBME or a governing authority. (2016HOD) ii) Consistent with the SNMA’s stand on the status of health in minority communities, SNMA shall periodically conduct workshops at the annual medical meeting that address the several major health risks that affect communities of color (i.e., substance abuse, obesity, diabetes, hypertension, sickle cell anemia, etc.). (2016HOD) C) Smoke-Free Policy i) Consistent with its substance abuse policies, SNMA shall continually advocate for smoking cessation and shall strive to conduct all of its official meetings in smoke-free environments. (2016HOD) D) Conference Location i) The Board of Directors shall make every effort to ensure AMEC locations are not cost-prohibitive to the SNMA membership. ii) The Board of Directors shall make every effort to secure convention sites no less than five years prior to the start of the convention. a) Should the five-year deadline pass, the National Chair shall recommend that the House of Delegates delegate authority to approve the affected AMEC site to the Board of Directors without need for ratification by the HOD. iii) The Board of Directors and HQ staff shall make every effort to ensure AMEC is not held in the same geographic region in consecutive years when possible. E) Exhibition Hall i) SNMA will routinely survey AMEC exhibitors to ascertain their concerns and suggestions toward assuring a productive and satisfactory exhibit experience for themselves and for student attendees. (2016HOD) F) Research Forum i) Establishment of the annual research forum and prize (1984HOD) ii) The SNMA Research Forum was renamed the Dr. Wilbert C. Jordan Research forum in recognition of him being instrumental in initiating and organizing this event. (1995HOD) iii) The annual Dr. Wilbert C. Jordan Research Forum shall be conducted at

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every AMEC for as long as there are funds available to support it. iv) The SNMA will actively seek funding from both private and public entities as a means of supporting this competition with the intention of securing funding from a variety of sources. (2016HOD) G) Community Service i) SNMA encourages regional community projects and displays of SNMA Community Service activities to be displayed on the SNMA website. ii) Consistent with this communication, a platform for displaying community service projects shall also be made available at each National Convention. iii) Prizes may be awarded to chapters based on provisions in the annual budget and/or as may be determined by the Community Service Committee. (2016HOD) H) Elections i) Annual elections shall be conducted electronically, whenever possible, thus securing the voting process and making it transparent. ii) Candidates’ certifications and credentials, as presented to the membership body, shall be determined each year by the Elections Committee. (2016HOD) I) Compiled Policies i) There is to be a Conference Delegate Book, including nominations for House and national offices, qualifications (CVs), and proposed resolutions from chapters. BOD 15-16 1984 ii) No city, except for Washington D.C., be allowed to host a convention two (2) times within a six (6)-year period. BOD September 26-27, 1987 iii) Board approved a motion to replace the BOD Forum at the national convention with a general forum consisting of the history of the SNMA and parliamentary procedure. BOD December 17-18, 1988 iv) Board-approved motion to list the BOD Banquet as a formal attire affair. BOD December 17-18, 1988 v) vi)

vii) viii) ix)

Mandated that persons owing money to the SNMA may not attend the convention. EC January 17, 1989 All BOD members must register by the AMEC registration deadline, before tickets sell out, or by the deadline set by the BOD-approved fee schedule, whichever comes first, to get BOD discounts on registration. (BOD Sep 13, 2025) All registrants for the national convention must pay in advance or on site, NO CREDIT. EC January 17, 1989 Each convention registrant must provide credit card (to the hotel) for incidentals. EC February 9, 1989 The Board approved a motion to fund purchase of an appropriately sized plaque listing the chairpersons and presidents of the SNMA and leaving additional room for future leaders.

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x)

xi) xii) xiii)

xiv)

xv) xvi) xvii) xviii) xix) xx)

xxi) xxii)

a) This was to be done prior to the 25th Annual Educational Conference, and the plaque is to be displayed at each subsequent conference. BOD March 26, 1989 EC approved motion to name the award to be given to the keynote speaker of SNMA’s president luncheon the “President’s Luncheon Keynote Speaker’s Award, in honor of Dr. Oscar Brown.” EC December 19, 1989 EC approved a motion to name the regional service awards after the regions and leave the option open to the regions to name these awards in honor of individuals of their choosing. EC December 19, 1989 Board approved motion not to provide refunds on banquet dinner for those who did not eat. BOD April 15, 1990 EC approved a motion that after the next convention, the Pre-medical Forum shall be a part of the Convention budget. a) The Chairperson and the Treasurer will be responsible for ensuring that this occurs. EC November 12, 1990 EC passed a motion to approve recommendation number 12 as stated in the Executive Director’s report: a) “That the national office work with the Convention Committee to design a program that permits time for participants to visit with exhibitors, and more flexibility be allowed for activities within the exhibit area.” EC July 21, 1991 That the Executive Committee recommend to the BOD that breakfast and receptions are to be sponsored events or be canceled. EC July 21, 1991 That breaks should be up to the budgeted amount. EC July 21, 1991 That all events be listed in the main convention program. EC July 21, 1991 That members are to be reminded of SNMA's policy on refund of registration fees. EC July 21, 1991 A list of all pre-registrants of National Convention be distributed to exhibitors each year electronically. 2016HOD That the SNMA refund procedure be clearly stated in our conference materials, both digital and print and that any changes to the previously established refund policy be approved by the BOD by the third regularly-scheduled meeting of the BOD or by the opening of AMEC registration, whichever comes first. (BOD Sep 13, 2025) BOD passed recommendation mandating the National Convention committee to reserve a workshop for legislative affairs. BOD September 25-27, 1993 BOD passed a motion that there will be an open house session for elementary, high school, and college educators at the Regional and National conventions to inform them of the various protocols we have (YSEP, HPREP, MAPS, Teen Sexuality, and SAVE). BOD June 17-18, 1995

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xxiii) xxiv)

xxv)

BOD approved a motion that the registration form contains a block for the USMLE. BOD September 30 – October 1, 1995 BOD approved a motion that we require our membership to register to the conference and USMLE by February 15th, any time after that an opportunity to take the exam is limited by accommodations. a) Early bird registration will be the same date. BOD September 30 – October 1, 1995 BOD approved a motion to provide a typed synopsis of individual accomplishments along with pictures of the many speakers at the National Conference.

a) These will be placed at every seat or in the schedule book. BOD June 14-16, 1996 xxvi) No chapter can participate in the community affairs display at the National Convention if they have not turned in the most recent documentation form. BOD June 14-16, 1996 xxvii) SNMA will endeavor to videotape all keynote and historical speakers at subsequent national conferences and workshops and encourage regions to engage in the same effort. BOD December 6-8, 1996 xxviii) That all AMEC registrants must be members of SNMA in some duespaying membership category, with the exclusion of guests and physician registrants. (BOD Sep 13, 2025) xl) We the SNMA in accordance with the 2003 April BOD recommendation to focus on pre-medical students, change the name of the Pre-health Forum to the Pre-medical Forum. BOD September 12-14, 2003 xli) That the Board of Directors recommend to the House of Delegates (HOD) that authority is delegated to the Board of Directors to name “alternate locations” for the National Convention in any given year, in addition to the Five-Year Rotation of Approved Cities. BOD January 2007

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The Annual Dr. Wilbert C. Jordan Research Forum The Dr. Wilbert C. Jordan Research Forum (WCJRF) was introduced as part of the SNMA Annual Medical Education program 20 years ago as a means of extending an opportunity to SNMA members to display their scientific competence and to award them for their academic and research accomplishments. Since its inception, more than $95,000 has been awarded to the Forum participants. Support for the Research Forum has come from individuals and corporate entities aligned with SNMA's goals and programs. In recent years, the forum has received generous contributions from Spectrum Publishing, NMA Region IV, Charles R. Drew University and Dr. Wilbert Jordan. In 1999, the SNMA House of Delegates voted to name the Research Forum after Dr. Wilbert C. Jordan in honor of his commitment to the SNMA and his significant personal and financial support of the forum. Dr. Jordan is an internationally renowned leader in the research community with a long history of research in infectious diseases such as tuberculosis and smallpox. He is especially noted for his research on AIDS in the African American Community. Attesting to the respect Dr. Jordan has earned in his field, he was listed among the top African American physicians in an article in Black Enterprise magazine entitle, "The Doctor is In." In light of the many demands placed on his time, SNMA is truly grateful to Dr. Jordan for his continual support of SNMA and the academic and research accomplishments of its members. The Research Forum is open to all SNMA student members who have completed research prior to or during medical school. Participants must submit abstracts of their work and prepare a display for presentation during the SNMA Annual Medical Education Conference. Abstracts are reviewed and accepted by members of the Diversity Research Committee’s WCJRF Subcommittee. For the purpose of judging, all research is divided into Basic Science, Clinical Science, Community Service, Health Policy and Healthy Advocacy, Social and Behavioral Sciences, Public Health, and Translational. The Community Service and Health Policy and Advocacy research is handled by the Community Service and Health Policy and Legislative Affairs Committee, respectively. The display material is reviewed, and a panel of judges comprised of medical professionals and educators conducts an oral interview with each participant. Monetary awards are given as premedical student awards ($1,000 for two (2) winners) and medical student awards ($5,000 for five (5) winners), totally $6,000. Award winners are announced during the closing ceremony of the conference on Saturday evening and are publicized in the JSNMA, on the SNMA website, and in other news formats.

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The Annual Dr Wilbert C. Jordan Research Forum Application The application for the annual Dr. Wilbert C. Jordan Research Forum can be found HERE, or it can be viewed at the following URL: https://forms.office.com/Pages/ResponsePage.aspx?id=8Dtl2dCXkeadGCrglRkxygcjrUT55FNmvMMnIrtyW1UNjI2NzZIMTZVRk9JMVAzVE1IND RLRDJTTS4u.

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David E. Satcher, MD, PhD Research Fellowship Description Created in conjunction with the Student National Medical Association’s 2005 Obesity Walkathon: Saving Our Communities One Step at a Time!, the David E. Satcher, MD, PhD Research Fellowship aims to provide members of the SNMA with opportunities to explore racial and ethnic health disparities through a research environment. SNMA is prepared to meet the challenge of the 2001 Surgeon General’s Call to Action to Prevent and Decrease Overweight and Obesity. The former Surgeon General David Satcher, MD, PhD retained his commitment to tackling obesity by serving as the 2005 Obesity Walkathon national spokesman, and in honor of his support and dedication to communities of color, the research fellowship carries his name. The SNMA aims to spread its message regarding the urgent need of obesity research in the minority communities. Currently, African Americans are the leading demographic of affected patients in thirteen of the top fifteen deadly diseases directly related to obesity, with Latinos being a close second. The David E. Satcher, MD, PhD Research Fellowship awards annual research fellowships to select SNMA members through a rigorous application and selection process. Each selected student receives a monetary fellowship award in the amount of $5,000 to support their current research project(s) with a specific focus on racial and/or ethnic health disparities, which includes, but is not limited to, research in obesity prevention and obesity intervention. Research projects may be encompassed within the basic sciences, clinical sciences, social sciences, or public health domains. The SNMA is requesting financial support in the amount of $120,250 for the next three fiscal years (FY 2019-2022). Funding will be utilized for award stipends, travel accommodations to select SNMA conferences, and administrative coordination on the national level via National Headquarters. Each selected student earns the honor recognition of a “Satcher Fellow”. Fellows sign contractual agreements that outline the program specifics and requirements for fellowship participation and completion. Fellows are expected to conduct research during the summer months following appointment to the program and continue research during the school year as appropriate to the research project. Fellows must adhere to program guidelines and quarterly deliverable submissions. All Fellows must attend at the Annual Medical Education Conference (AMEC) where they will participate in the designated research track of designed workshops and present their research findings at AMEC in the annual Wilbert C. Jordan, MD Research Forum. Information on all Fellows and their research findings are promoted on the

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organization website, published in selected issues of the Journal of the Student National Medical Association (JSNMA), and printed in other media and publications. Fellowship Requirements After being selected, fellows must complete the following in order to be funded for their research: • Perform basic science, clinical, or public health research related to Obesity and/or other racial and ethnic health disparities. • Connect with a physician-researcher and/or physician in academic medicine. • Present findings at the SNMA Annual Medical Education Conference during a special workshop/session highlighting the achievements of the Fellowship. • Submit an abstract to the Dr. Wilbert C. Jordan Research Forum. Fellow abstracts will not be judged eligible for prizes within the Forum but will be highlighted as a part of the Fellowship. • Attend majority of Physician Research Track sessions hosted at the SNMA Annual Medical Education Conference prior to and after completion research. • Acknowledge SNMA as a funding source in all presentations and publications arising from this research. Eligibility Requirements • Applicants must be medical students enrolled at an AAMC- or AOABPEaccredited medical school (current or on leave-of-absence). o These fellowships are available to students enrolled in joint MD/DO & PhD programs. o Applicants may have research experience, but it is not required. • Applicant must be an active member of the Student National Medical Association. • Completed and signed the Fellowship Application • Curriculum Vitae/Resume • Official medical school transcript • Letter of intent from student describing interest in obesity/health disparity research (1-2 pages) • Statement of up to 1,000 words describing proposed research project. • Letter of commitment from faculty mentor who is an active investigator in the area of the proposed research and who will directly supervise the candidate’s research. o Copy of faculty mentor’s IRB/IACUC, including IRB/IACUC protocol number o Faculty mentor’s bibliography and list of students trained in addition to documentation of the availability of staff, research support, and facilities for high-quality research training. • Submit the above documentation in a single envelope by <date> to the following:

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SNMA National Headquarters Attn: David E. Satcher MD, PhD Research Fellowship 5113 Georgia Ave, NW Washington, D.C. 20011 Sponsorship We are currently looking for potential sustainable sponsors. Funding will be used to provide fellowship components that include: 1. Annual Fellow stipends 2. Administrative coordination: monitoring and consultation with Fellows, website updates, publications, meetings, and online evaluation on the national level via National Headquarters 3. Press releases and print media to publicize Fellows and research endeavors 4. Conference and travel accommodations to the 2020, 2021, and 2022 Annual Medical Education Conference (AMEC) 5. Program supplies for research forums and presentations at AMEC 6. Reception for Fellow participants and sponsors at 2022 AMEC The program grant allotment will support the full program funding for three classes of Satcher Fellows (twelfth, thirteenth, and fourteenth) in 2019-2022. The funding will not directly or indirectly benefit a US physician or teaching hospital and will not constitute greater than 50% of funding provided to SNMA in 2019-2022.

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

External Affairs with External Policies and Organizations A) That SNMA join forces with the interagency committee on smoking and health in their efforts to provide smoke-free hospitals around the world (1987HOD). B) Motion to tell our story - share SNMA member’s enthusiasm with non-members (1986HOD). C) Set up communication with CA Black Medical Student Association (1984HOD) D) SNMA supports communications between among medical students of various minority backgrounds (1981HOD) E) SNMA shall petition the Congressional Black Caucus to lobby for more support to predominantly Black medical schools and adequate financial aid for all Black and minority medical students (1984HOD) F) SNMA will strive to increase recognition of the SNMA in medical and lay press (1992HOD) G) SNMA desires communication with any organization that is also concerned about support of minority medical students and efforts to positively influence the delivery of health care in minority communities (unknown year-HOD) H) SNMA generate a list of key minority academicians in both pre-medical, medical school, and residency training programs or facilitate career goals (1992HOD) I) SNMA form ties with the CBC and the office of Senator Edward M. Kennedy for the purpose of obtaining a fellowship in health policy (1992HOD) J) Data collected on corporations be put in a database in the national office and that the organization put together a marketing presentation with slides, and other documents to be utilized when traveling (1992HOD) K) SNMA establish a communication network (1992HOD) L) SNMA is to seek sponsorship membership in the International Federation of Medical Students Association at no cost (1994HOD) M) SNMA be a supporting organization of the 2000 national conference of the Association for Medical Education and Research in Substance Abuse by submitting a letter of support (2000HOD) N) SNMA officially becomes a member of the Alliance of Black Student Professionals (2001HOD). NMA • Board endorsed concept of an official, voting representative for SNMA at the NMA House of Delegates. Board also agreed to draft a constitutional amendment to enact the above. BOD September 14-15, 1985 • Unanimously approved motion to reject the recommendation to endorse the concept of a medical student section in the NMA. BOD September 14-15, 1985 • Board resolution: “Be it resolved that at the present time it is not economically feasible to merge SNMA’s and NMA’s respective annual conventions. Be it further resolved that the mandated joint meeting be planned in a way that would facilitate an exchange of ideas between national officers of both organizations

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

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and that this meeting would take place at a time other than the respective national conventions.” BOD September 14-15, 1985 Board approved a motion to recommend a strong affiliation with NMA at regional and local levels and further monitor more closely the relationship by reporting quarterly on joint NMA/SNMA functions at the regional level. BOD September 1415, 1985 Board approved a motion to provide booth space for the NMA and encourage them to sponsor a workshop at the SNMA convention. BOD September 14-15, 1985 Board approved a motion to sponsor more fundraising efforts with the NMA’s help and at the NMA Convention. BOD September 14-15, 1985 Board approved a motion to coordinate our national programs and public education projects with the NMA. BOD September 14-15, 1985 Endorsed the concept of a mentor network that included the organizational and financial participation of both the SNMA and the NMA. EC November 22, 1988 Board approved a motion to support a joint effort between the NMA and the SNMA to have the NMA provide financial counseling and educational support to members of the SNMA. BOD December 17-18, 1988 Board approved, in concept, the idea of an SNMA-NMA National Board of Advisors, with the protocol to be revised based on decisions made by the House of Delegates. BOD March 26, 1989 EC approved a motion that each region, or several regions combined where territories overlapped, sponsor a booth at each regional scientific assembly of the NMA, wherever possible on an annual basis for the purpose of membership solicitation. EC October 30, 1989 Board approved the concept for an annual NMA/SNMA national dinner for the purpose of fundraising and fostering closer relations between the two organizations. BOD December 17-18, 1989 Board passed motion that the President and Chairperson of the Board of Directors shall present a joint plan annually at each June Board of Directors Meeting to the Board of Directors of how the SNMA shall be represented at the NMA Annual Convention and Scientific Assembly, specifically, the NMA recommendations which directly affect the SNMA, such as the Constitution Committee, and advice shall be actively sought from the Immediate-Past President and Chairperson Emeritus. BOD September 29-30, 1990 EC passed a motion to charge an appropriate officer to initiate an official communication with the NMA regarding the specifics of this NMA-MSS and how this will eventually affect our relationship; additionally, this person will also make a statement regarding appropriate ways to receive input from members of the SNMA to the special board committee created at the previous EC committee. EC November 12, 1990

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EC passed motion to refer recommendation: Long-Term Planning Committee should consider the ramifications of the formation of the NMA-MSS (How will we adapt if the NMA-MSS officially becomes established?) to the special board committee, and if necessary, the question should go to the Long-Term Planning Committee. EC November 12, 1990 BOD passes recommendation endorsing the concept of a non-voting NMA member on the SNMA BOD, referred to Constitution Committee regarding the language with the friendly amendment that this be done by the Dec. BOD meeting. BOD September 25-27, 1993 Approval of a motion that the President-Elect in odd years assumes the position of NMA Student Trustee, starting in 1997 with Charles Peters. BOD June 20-22, 1997 RDs should act as the liaison to the NMA within their region or appoint a representative to each of the local NMA chapters within their region. BOD September 1999 That the SNMA establish a link from the national website to the National Medical Association's website. BOD September 2000 The deadline for NMA officer candidate requests for SNMA endorsement be December 1st prior to the winter BOD meeting preceding the NMA National Convention at which these candidates will campaign for office. BOD June 2000

AMSA • Board approved a motion that the SNMA liaison to AMSA be empowered to submit articles to the New Physician subject to board approval, pending an agreement between SNMA and AMSA. BOD December 19-20, 1987 • Board approved a motion that SNMA’s liaison to AMSA be empowered to negotiate an agreement between the SNMA and AMSA to exchange articles to be published in the reciprocal journals. BOD December 19-20, 1987 • Board set mandate that the liaisons to AMSA investigate AMSA’s past policies toward SNMA and also to investigate the number of SNMA members in AMSA. BOD June 18-19, 1988 • Board set mandate to request reciprocal booths (for both the SNMA and AMSA) at each organization’s conventions, free of charge. BOD June 18-19, 1988 • Board approved a motion that the chairmanship of the AMSA Liaison Committee be split into a junior and senior position. o Each year the senior chairperson should have served in the junior position the year before. BOD June 18-19, 1988 Compiled Policies • Board approved the concept of establishing a liaison with students on the continent of Africa and Central America, and they also approved exploration of a trip by SNMA members to establish these liaisons. BOD June 17-18, 1987

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Board approved a motion that all organizations with which the Legislative Affairs Committee will work cooperatively must be approved by the board. BOD December 19-20, 1987 Motion that Corporate Affairs should network with BOD to identify fraternity/sorority involvements in an effort to send letters to these organizations to firmly establish their support and strengthen our network was adopted. BOD June 19-21, 1992 Addresses and phone numbers of each medical school's Office of Student Affairs/Minority Affairs be collected and maintained. o Each school should submit this information to internal affairs on going. BOD September 25-27, 1992 o BOD passed recommendation that persons invited to speak/participate/present at National Convention to be specifically informed of the multicultural nature of SNMA members...we are more than just the black US medical students. BOD September 25-27, 1993 o Solicitations to the national level of an external organization for support of any type of SNMA national initiative/event first be addressed to the Executive Committee for review and approval prior to submission. EC March 2000 o That SNMA officially become a member of the Alliance of Black Student Professionals. EC February 2001 o BOD will support the SNMA in endorsing the Student Health Alliance Constitution and Bylaws as a member organization. BOD April 7-8, 2004 o That SNMA explore furthering or enhancing our strategic alliances and partnerships as a means to develop a better framework for more grants and sponsor programs. BOD September 2006

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Survey Request Policy Increasing interest in surveying the Student National Medical Association (SNMA) membership has necessitated development of a formal survey request policy. This policy applies to uses of the SNMA mailing list for academic purposes approved by the Survey Review Committee of the SNMA Board of Directors. While SNMA recognizes the value of well-designed survey research, we are committed to maintaining our members' trust by respecting their privacy and protecting them from solicitors. Review Procedure • Survey request applications will be reviewed by the Survey Review Committee based on criteria established by the Diversity Research Committee and the External Affairs Committee. o The Survey Review Committee may request clarification or request additional information from any applicant. • Survey applications will only be viewed by members of the Survey Review Committee and study tools will remain confidential. • Survey applications will be reviewed by the Survey Review Committee monthly and approved by the Executive Committee. • Only the most meritorious surveys will be further considered with a maximum of two (2) surveys being approved to be sent to our membership per month. • Applications must be submitted no later than four (4) weeks prior to the monthly Executive Committee calls, which will be determined by the Chair of the Board of Directors. • Each application must be accompanied by a $250 administrative fee. Researchers affiliated with nonprofit institutions may apply for a fee waiver. Approved Surveys SNMA has the sole discretion to determine whether a survey is approved for distribution to its members. Further, if approved, SNMA has the sole discretion to determine when each survey will be distributed. Approved surveys will be sent to the membership by SNMA Headquarters, and surveyors will not have access to the SNMA listserv or membership contact information. SNMA Headquarters will have access to approved survey materials, including an invitation to participate from the researcher application that includes a brief survey synopsis/purpose, the link to access the survey, and contact information if an SNMA participant has any questions.

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No more than two (2) surveys shall be sent to the SNMA membership per month. Each approved survey may be sent out to SNMA members a maximum of three (3) times. Each email with a link to the survey sent to SNMA's members must include the following statements: • Participation in the survey is completely voluntary. • SNMA is in no way affiliated with the survey research or with the researchers. • SNMA does not endorse or approve the survey, the researcher, or the institution with which the researcher is affiliated. Survey Expectations Surveys should be as brief and to the point as possible in order to improve response rate and completion rate. Surveyors are responsible for being aware of and complying with all applicable law, as well as applicable research requirements of their institution, and reviewing literature to ensure similar surveys have not already been performed. The survey's academic purpose should be clearly articulated and defined. Surveys with a clear objective (e.g., gather data for an article on this topic to be published in a journal, provide preliminary data for a grant application to an organization) are more likely to be approved. Specific aims and goals of the survey should be delineated and must be in line with SNMA's mission. Surveys are more likely to be approved if they: • Are aiming to answer a research question that is relevant to the SNMA mission • Are succinct • Have a clear objective (publication, grant approval, etc.) Survey Application Requirements • All survey requests must be accompanied by a completed SNMA Survey Review Application. • The survey request must provide details about the types of personal information that will be collected from SNMA members. • The survey application must be submitted for consideration to the Survey Review Committee via web links on an online application, which will be made available on SNMA's website. o The application will request the researcher's name, institution, a copy of the entire survey (i.e., the content plus any internal branching), a copy of the invitation to take the survey, and if applicable, a letter of support from the SNMA member. o A $250 administrative fee must accompany the survey request and be paid to SNMA National Headquarters before any survey request is reviewed by the Survey Review Committee.

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Researchers can apply for a fee waiver, which may be granted in the sole discretion of SNMA. o All surveys must be conducted online, and a link to the survey web page must be provided by the authors. Expectations After Survey Process We encourage the investigators conducting each survey to present their results at our Annual Medical Education Conference. No later than twelve (12) months after the survey has been distributed, the investigators shall submit to SNMA a report of the outcome of the study (e.g., what is the response rate, has the study been submitted for presentation or prepared as a manuscript).

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The Survey Request Application Form The application for survey requests can be found HERE, or it can be viewed at the following URL: https://forms.office.com/Pages/ResponsePage.aspx?id=8Dtl2dCXkeadGCrglRkxy6oq4zMwPtKu676ZkfdWf1UNVpPVkNLQ1lVTU9GTUdFWkox OVZZV0M4RC4u.

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STUDENT NATIONAL MEDICAL ASSOCIATION Fee Waiver Request Form Name: Name of Institution: Dues-Paid National SNMA Member?

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Date: Please share your reason for requesting a waiver of the SNMA’s scheduled fee for survey distribution.

□ I understand and agree that submitting this form does not automatically waive the administrative fee that is associated with the distribution of my survey. Administrative fees are not considered waived until a confirmation from a member of the Survey Review Committee has been received.

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Health Policy and Legislative Affairs Compiled Policies A. Affirmative Action • Approval of a motion that the BOD shall revisit the Affirmative Action statement and assess the need to create a new Diversity in Medicine statement accordingly. BOD September 1999. B. Alcohol & Substance Use Disorder • Board approved a motion as follows: “The SNMA does not endorse the use of alcohol nor smoking by any individual because of its medically well-known deleterious effects upon good medical health.” BOD December 17-18, 1989 • Board approved a motion as follows: “The SNMA does not endorse utilizing any monetary funds of/nor advertise in any form for alcohol or tobacco companies to subsidize any SNMA events or its publications.” BOD December 17-18, 1989 • Board approved a motion as follows: “The SNMA will sponsor workshops on the effects of alcohol and substance abuse in the minority community at each SNMA convention until the need no longer exists.” BOD December 17-18, 1989 • Board approved a motion as follows: “The SNMA will develop strategies to offer externships with medical programs that specialize in alcoholism and addictive diseases to offer our membership increased knowledge in these areas.” BOD December 17-18, 1989 • Board approved a motion as follows: “The SNMA is against all forms of alcohol and tobacco product advertisements on television, in journals, in newspapers, and at various athletic and media events. These multi-milliondollar groups exploit these various entities at the expense of the medical health of innocent individuals.” BOD December 17-18, 1989 • Board approved a motion as follows: “The SNMA recommends that education on alcohol and substance abuse should be incorporated at all levels of education in public and private schools.” BOD December 17-18, 1989 • Board approved motion as follows: “The SNMA encourages efforts that include working with responsible parents and adults within the community, emphasizing that they can indeed have an effect on the behavior of their children’s life choices and values.” BOD December 17-18, 1989 C. Cultural & Structural Competency D. Diversity and Equity E. Environmental Health F. Female Genital Mutilation G. Gun Violence H. HIV & AIDS I. Immigrant Health & Immigration Policy

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J. LGBTQIA+ Health K. Racial & Ethnic Health Disparities L. Police Brutality M. Race as a Public Health Issue N. Residency Work Hours O. Sickle Cell Disease P. Smoking Prevention • Board approved a resolution forbidding smoking at its public events. BOD September 26-27, 1987 Q. Title Programs R. Trauma-Informed Care S. Universal Health Care T. Women’s Health Policy Stances • Paper on infant mortality presented by Ms. Jewel Crawford. BOD March 10 1979 • Papers to the Board, which the Board approved continued follow-up (BOD March 10, 1979): 1. “Third Professional Registry” 2. “Increasing Third World Physicians in Minority Communities” 3. “United League Health Facilities Project” • Regarding the right of any qualified American to seek the Presidency of the U.S. (Accepted). BOD April 20, 1984 • Board established that SNMA does not have the legal resources to become involved in litigation or hearings on behalf of students facing academic status reviews. BOD September 14-15, 1985 • Students who use their SNMA titles when offering verbal or written support of students facing academic reviews must explicitly state that their position does not necessarily reflect the position of the SNMA. BOD September 14-15, 1985 • BOD passed motion that chapter presidents report any racial incidents to their Regional Directors and to Student Affairs. (Friendly Amendment) That a form or forms be established by Student Affairs to deal with such issues. BOD June 21-23, 1991 • Motion to create a "Task Force" of the SNMA which would serve as an entity by which our membership could report racist incidents and / or concerns was adopted. BOD June 18-19, 1994 • Initiate a SNMA voting member assessment campaign geared towards collecting and documenting data regarding our members’ voting patterns via an established SNMA member voting assessment survey. The SNMA will collaborate with at least one entity, i.e., the Congressional Black Caucus to

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establish this initiative and to be launched at this year’s national convention. Survey to be reviewed by the EC. BOD January 9-11, 2004 Position Papers and Policy Statements • SNMA adopted the Youth Science Enrichment Protocol Position Paper (1994HOD) • SNMA adopted an updated version of the Affirmative Action Position statement (2015HOD) • SNMA adopted an updated version of the Police Brutality policy statement (2015HOD) • Accept the resolution regarding universal healthcare (2001HOD) • SNMA adopted an updated version of the Gun Violence policy statement (2015HOD) • SNMA adopted an updated version of the Cultural Competence (2015HOD) • SNMA adopted an updated version of the Diversity and Equity policy statement (2015HOD) • SNMA adopted an updated version of the Residency Work Hours Position Statement (2015HOD) • Approval of the Minority Mental Health Position Statement (2003HOD) • Accept the HPLA Committee Co-Chair’s Position Statement on Pipeline Programs (2004HOD) • Accept the Mental Health Protocol (2004HOD) • MOTTEF Tissue/organ donor’s resolution was adopted (1998HOD) • SNMA adopted a version of the Environmental Health policy statment (2015HOD) • SNMA adopted a version of the Smoking Prevention policy statment (2015HOD) • SNMA adopted a version of the Substance Abuse policy statment (2015HOD) • SNMA adopted a version of the Women’s Health policy statment (2015HOD) • SNMA adopted a version of the Title Programs policy statment (2015HOD) • Approval of the Immigrant Health & Immigration Policy, Trauma-Informed Care, Sickle Cell Disease, Female Genital Mutilation, Racism as a Public Health Issue, and HIV & AIDS position statements (2018-2019BOD) • Approval of updated versions of Affirmative Action, Alcohol & Substance Use Disorder, Cultural & Structural Competency, Diversity & Equity, Environmental Health, Gun Violence, Police Brutality, Residency Work Hours, Smoking Prevention, Title Programs, Universal Healthcare, and Women’s Healthy position statements (2018-2019BOD) • Approval of the position statement on LGBTQIA+ Health (2019-2020BOD) • Approval of the position statements on Medical-Legal Partnership and Mental Health (2019-2020BOD)

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Government Bills, Acts, Laws, and/or Legislation • SNMA supports Bill 2-305 (Committee on Human Resources and Aging of the City Council of the District of Columbia), awarding DC-area students’ grants to assist them financially in medical and/or dental school in return for their commitment to work in the District upon graduation (1979HOD) • SNMA supports the passage of the Equal Rights amendment (US Constitution) (1981HOD) • SNMA opposes abortion laws/constitutional amendments that restrict or abridges the individual woman’s rights to elect whether or not to have an abortion (1981HOD) • SNMA opposes to decreased federal funding of a variety of social programs vital to underprivileged and minority citizens (1981HOD) • SNMA opposes the diminution of, or the extinction of, the federal food stamp program and strongly supports the reenactment of effective food stamp legislation (1981HOD) • Support of the right of any qualified American to seek the position of Presidency of the US and any other office to which they aspire (1984HOD) • Endorsement of the Health Professions Educational Assistance act of 1984 C1984HOD) • SNMA supports the re-authorization of the Minority Health Improvement (Disadvantage) Act (1992HOD) • SNMA endorses the concept of all-volunteer armed forces of the US (1981HOD) • SNMA supports the concept of firearm control laws (1994HOD) • SNMA supports the Minority Health Improvement Bill contingent on the three exceptions listed in the legislative affairs committee report (1994HOD; exceptions not listed in minutes) • SNMA voted to issue a statement in direct opposition to Proposition 187 (in the CA legislature) regarding illegal aliens (1995HOD) • SNMA supports all federal, state, and local programs that in support of Affirmative Action for the purpose of increasing diversity in the medical and non-medical communities (1997HOD) • SNMA opposes the proposed changes to the Public Charge Rule (2018-2019BOD) • SNMA opposes separation of families at the US-Mexico border (2018-2019BOD) • SNMA opposes the proposed rule “Modernizing Part D and Medicare Advantage to Lower Drug Prices and Reduce Out-of-Pocket Costs” (2018-2019BOD) • SNMA opposes the proposed cuts to Health Resources and Services Administration (HRSA) Title VII programing funding (2019-2020BOD)

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Medical School Education • SNMA supports cardiopulmonary resuscitation and emergency first aid instruction within medical schools (1981HOD) • SNMA supports the inclusion of nutrition education in medical school curriculums (1981HOD) • SNMA supports the National Health Service Corps, Loan Repayment, and scholarship programs. • SNMA further opposes forced assignment of scholarship recipients to sites other than underserved communities (1981HOD) • Recommended changes to National Residency Matching Program: o That program directors be required to indicate to the NRMP on a monthly basis the names of students who have interviewed at their program o That the program directors submit a final rank order list by preference of 100% of all students who interviewed at their program o That the NRMP cross match the final rank order preference lists submitted by Program Directors, with the monthly interview lists and with the student confidential rank list to insure that all Program Directors are in compliance o That any Program Director who does not submit a 100% final rank order preference list of all students who interviewed be subjected to disciplinary action or legal action by the NRMP, Board of Directors (1984HOD) • SNMA supports the incorporation of education on alcohol and substance abuse at all levels of education, including public, private, and parochial institutions (1990HOD) • SNMA urges the NBME to report student performance on NBME examinations as simply pass-fail, to students and to state licensing boards (1991HOD) • SNMA urges the NBME to provide medical schools with an anonymous passfail statistical evaluation of their student body as a whole with no reporting of individual scores (1991HOD) • SNMA opposes misuse of NMBE examinations for student promotion, residency selection and the exclusive mode of medical school curriculum evaluation (1991HOD) • SNMA supports the AMA sponsored amendment regarding the timing of reporting of NBME examination scores (1991HOD) Internal Policy • 17th Annual Medical Education Conference endorses support of Meharry in its struggle (1982HOD) • SNMA does not serve free alcoholic beverages at its functions and events (1990HOD) • SNMA develop a coherent political agenda with the creation or charging of a committee of the BOD or a working group of the national president specifically to this task (1991HOD)

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SNMA will educate its members and all medical students of the efforts of the Health and Human Services execute concerning the health care of communities of color, SNMA will support efforts of other organizations and/or associations addressing these issues and attempt to curb their effect on communities of color, and SNMA will actively disseminate information generated by the SNMA and submitted to it by other organizations on these issues (1991HOD). • SNMA will provide leadership in addressing teenage sexuality (1990 position paper) and compliment efforts of other institutions and organizations that are trying to do the same (1991HOD) • SNMA shall seek partnerships with other medical and non-medical organizations for the purpose of implementing agendas and encourage the continuation of Affirmative Action (1997HOD) (Like 1m.) International Policy • SNMA is fully opposed to the treatment that the Haitian refugees have been subjected to by their country and the US Immigration services (1982HOD) Health Policy • SNMA endorses the National Day of Concern for Health (May 8, 1981; 1981HOD) • SNMA adopts of receptive position with respect to the problems which different minority groups face within the health care system of the US (1981HOD) • SNMA is firmly committed to the concept of equal access to quality health care at affordable cost to all US citizens and in facilitating this commitment, SNMA supports efforts to recruit, increase applicant pool size, admit, and retain minority students among US medical Schools as well as legislation and/or federal committees which work towards increasing the number of underrepresented minority students in these schools (1981HOD) • SNMA supports the establishment of a national health program (1981HOD) • SNMA supports the maintenance and improvement of public sector health care delivery systems (1981HOD) • SNMA firmly supports the concept of equal access to quality nutrition at reasonable cost to all Americans (1981HOD) • SNMA supports a national health insurance policy and it supports the position of health care as a. And should be provided to all citizens at equal levels of access regardless of the ability to pay, the consideration of race, creed or color and SNMA will continue to cooperate with other agencies and government officials toward this end (1991HOD) • SNMA is to assume a greater role in the development for health care reform (1994HOD) • SNMA views violence as a health care issue (1994HOD)

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Social Policy • SNMA objects to the attempts (Dr. Robert Graham) to promote selective human breeding via artificial insemination (1980HOD* - inferred from the 1981 minutes) • SNMA supports the INFACT (Infant Formula Action Coalition) boycotts against Nestle, Inc., when it was marketing infant formula in improvised countries, and it was shown to have apparent, negative effects on infant health status (1981HOD) • SNMA supported the national demonstrations against the May 9, 1981, killings of black children in Atlanta (1981HOD) • SNMA recognizes individuals right to freedom of choice (1981HOD) • SNMA denounces violence against black people everywhere (1981HOD) • SNMA does not endorse the use of alcohol nor smoking by any individual because of its medically well-known deleterious effects upon good medical health (1990HOD) • SNMA encourages efforts that include working with responsible parents and adults within the community to include emphasis on their ability to have an effect on the behavior of their child’s life, choices and values (1990HOD) • SNMA is against all forms of alcohol and tobacco advertisements on Television, in journals and newspaper and at various athletic and media events (1990HOD) • SNMA is committed to taking an active role in curbing exploitations (targeting by cigarette and alcohol corporations) of African American Communities that devalues our communities and henceforth our self-respect and self-esteem (1991HOD) • SNMA take a more active role in curbing the exploitation of African American communities by cigarette and alcohol companies. Such activity can be the dissemination of a correspondence drafted by the chairperson, president, Regional Directors in collaboration with the legislative affairs committee, to the chapter presidents (1992HOD) • SNMA supports the rights of all women to have the option of safe, legal abortion regardless of the race or economic status (1992HOD) • SNMA supports a woman’s right to choose an abortion as a pregnancy alternative regardless of that woman’s race or economic status (1993HOD) • SNMA recognizes that violent behavior is a learned behavior and supports addressing violence through means of prevention programs and not the further expansion of incarceration systems. (1994HOD)

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STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Global Health Experiences Model Policy Approved 2005-2006, Amended 2020

Introduction Racial and ethnic minorities are faced with significant challenges in obtaining access to healthcare and they continue to suffer disproportionately from a variety of diseases. This element of healthcare however is not only seen on a domestic level but is also seen in healthcare systems and cultures around the world. The Student National Medical Association (SNMA) seeks to expose future minority physicians to the international gravity of these disparities. Its aim is to emphasize the necessity of approaching health issues in a cultural context and to allow the participants to appreciate the essential elements of a successful health intervention. There are three (3) types of Global Health experiences that are offered to SNMA members: I. SNMA International Longitudinal Intervention Missions II. SNMA International Clinical Experiences III. SNMA International Medical Language & Culture Immersion Experiences Each global health experience has a unique curriculum, focusing on various aspects of International Health. These missions are in line with SNMA's commitment to promote awareness of international health concerns and to provide an avenue for students to work toward alleviation of health disparities in the African Diaspora. To this end, we launched the first SNMA global health experience in 1999 to Jamaica followed by another in 2000. Both programs were met with tremendous success with cumulatively over 2,000 persons provided with medical, dental, and ophthalmologic services and positive evaluations from participants, the ministry of health, and the Jamaicans we cared for. We have increasingly sought ways to expand our initiatives, thus the inception of missions to Ghana, Cuba, Haiti, Ethiopia and Guatemala. Experience Participation To participate in any of the global health experiences that SNMA offers, individuals must meet certain legal and eligibility requirements. 1. Individuals MUST be dues-paying members of the SNMA, either of active or associate member status. 2. Individuals MUST complete Travel Waiver Authorization and Emergency Contact Documentation and forward documents to the SNMA National Headquarters two (2) months prior to international travel. 3. Individuals MUST complete all required vaccinations and secure passport documentation within a reasonable time frame prior to departure and forward evidence of this documentation to the SNMA National Headquarters two (2) months prior to international travel.

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4. Individuals MUST comply with the payment schedule defined for a particular global health experience or be subject to full revocation of right to travel. Global Health Experience Planning The International Affairs Chairperson with the assistance of the Trip Coordinators is responsible for the following duties in the planning of each SNMA global health experience: • Seek Board of Director Approval of SNMA global health experiences for a specified year by September of the previous year. • Determine, if necessary, and apply selection criteria for experience participants (i.e., geographic representation, school representation, research background). • Seek budget approval from the National Treasurer and National Chairperson 3-4 months prior to international travel, specifying both expenditures and estimated sources of income, with any changes to the budget after approval to be made under the strict authorization of the National Treasurer or a designated representative. • Seek Memorandums of Understanding and Memorandums of Agreement with partnering institutions, in coordination with the National Chairperson, prior to January of that given year. • Create and strictly enforce a payment schedule for experience participants, if applicable. • Seek and attain authorization of payments and/or reimbursement for payments for those missions whose financial logistics are coordinated through SNMA national bank accounts, by the National Treasurer and National Chairperson.

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SNMA International Longitudinal Intervention Experience Modeled after our unique and successfully completed "Save a Million Lives," a five (5)year longitudinal medical global health program in Ghana, West Africa, the purpose of the SNMA International Longitudinal Intervention trip is to provide the community with a comprehensive health assessment, including biopsychosocial monitoring and evaluation, and research analysis of a particular disease/health condition within the community. The pool of candidates from which the site selected for this experience will include, internationally recognized and established non-profit health organizations, health clinics and hospitals, faith-based organizations, United States Medical Schools with international sites, foreign universities and other academic institutions approved by SNMA's Board of Directors. SNMA will return to this site on an annual basis to provide a continuum of medical assistance, scientific evaluation, and compassion. One site will be selected for a three- to five-year cycle. There are five (5) integral components to each SNMA International Longitudinal Intervention Experience: I. Clinic Services Team (CST) II. Health Counseling Services Team (HCST) III. Community Health Education Team (CHET) IV. Evaluation Team (ET) V. Publication Team (PT)

Clinic Services Team The Clinic Services Team (CST) will assist in operating a free clinic offering voluntary screening for assessment of general health. These clinics maybe established at non-governmental organizations, churches and other faith-based organizations, local healthcare centers, community centers, etc. The health clinic will be staffed by SNMA medical students, NMA physicians, community physicians, community health nurses and other local healthcare workers. Collaborating with community health care providers will enable us to provide resources that will help increase the volume of patients, promote general health in the community that we serve, and educate patients. Team Duties: 1. Complete basic screening for woman, man, or child as outlined below: a. Well Woman Exam: breast exam, health education, sexually transmitted infection screening. b. Well Man Exam: prostate exam, health education, sexually transmitted infection screening

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c. Well Child Exam: growth and development screening, health education to child and parent(s) 2. Provide focused history and physical of community member's chief concern. 3. Provide pertinent health education. a. Conduct basic health awareness assessment and education. b. Gather information on volume of clinic attendance. c. Link community members with appropriate follow-up treatment within the health clinic. Team Roles: • Student Clinician - Work alongside clinician to assess community members and conduct patient education. • Triage - focus on general health screening and other health concerns. All other matters are to be referred to the health clinic directly. • Pharmacy - to be conducted via local pharmacy. Expectations of Team Members: 1. Read Guidelines and pertinent information related to the health areas that you are addressing. 2. Be prepared for clinical work - bring stethoscope, sphygmomanometer, ophthalmoscope, and any necessary medical reference books. 3. Be prepared to conduct basic diagnostic tests (pending donation of lab supplies and equipment).

Health Counseling Services Team The Health Counseling Services Team (HCST) is comprised of medical students and health professionals who are interested in exploring the delivery of pre and post-test counseling and family counseling services in a rural community. Family counseling services are a high priority in many developing countries given the magnitude of social stigma against certain diseases. The team's goal is to train local community health nurses in the following subject areas: • Pre- and Posttest Counseling • Family Counseling: • Nutritional Counseling • Universal Precautions, a Guide for Nurses The community health nurses visit the local communities, and provide basic care, immunizations, and community education. They are the first point of contact for many community members who are unable to travel to the main health center. They are familiar with the needs and unique features of each community and are adept at communicating health messages to those populations. A major

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benefit of the SNMA team working with the community health nurses to counsel

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community members is continuity of care - the nurses are accessible to each community member for effective counseling over time. Team Duties: 1. Training community health nurses to conduct client-centered prevention counseling within the community. 2. Conduct Pre-test prior to start of training program. 3. Facilitate curricula on pre- and posttest counseling, family counseling, nutritional counseling, and universal precautions. 4. Conduct daily quiz/review to assess progress and retention of previous session's material. 5. Conduct Post-test at the end of training program. 6. Document progress of each community health nurse. 7. Address any delays in progress immediately to assure overall success of the group. 8. Work with nurses to develop a protocol on universal precautions for health professionals. 9. Coordinate counseling intervention programs and initiate implementation of feasible interventions. Team Roles: • Trainer - each team member will co-lead a session (exact manner to be decided as a team). • Observer - members not actively leading the session are to observe the participants to ensure comprehension of the material. Expectations of Team Members: 1. Read pertinent literature and any curricula to be developed for the particular experience on family counseling, universal precautions and nutrition. 2. Be prepared to lead at least one session of this program.

Community Health Education Team The Community Health Education Team (CHET) is comprised of students and health professional interested in working closely with community health educators to coordinate community-based education campaigns. The CHET will conduct training sessions for volunteer health workers on a preventative health curriculum. Team members will conduct 4 intensive 6-hour training sessions using units adapted for the community from the Community Health Education Curriculum. The team will accompany the volunteer health workers into the field to facilitate workshops in the community with adolescent/young adult and adult populations. In each the communities, CHET will conduct workshops with a group of 15- to 24year-olds and a group of 25+-year-olds.

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Team Duties: 1. Administer pre and post-tests to volunteer health workers. 2. Evaluates progress to ensure sufficient understanding of outlined topics. 3. Work with volunteer health workers to adapt curriculum in a culturally appropriate matter (as necessary). 4. Coordinate with volunteer health workers in order to adapt curriculum for nonschool based settings. 5. Collaborated with volunteer health workers in developing a feasible plan for implementation including creating a list of target schools and other community sites with a timeline of anticipated activities. 6. Brainstorm with volunteer health workers about possible ways to outline potential community-based campaigns and initiatives to supplement the curriculum. 7. Accompany volunteer health workers to the field to conduct workshops. Team Roles: • Trainer - each team member will co-lead a session (exact manner to be decided as a team) • Observer - members not actively leading the session are to observe the participants to ensure comprehension of the material Expectations of Team Members: 1. Read Revised Community Health Education Curriculum. 2. Be prepared to co-lead one 'refresher course' session. 3. Observe community demonstration projects.

Evaluation Team The Evaluation Team (ET) is comprised of students and health professionals interested in working closely with local health officials in a rural community to evaluate prevention efforts, assess patients and providers in target communities to determine resources available, and convene with local health team leaders to provide recommendations on improvement. A Community Health Assessment (CAP) Survey will be conducted in the local communities. Once thorough analysis is complete, this quantitative data will be useful in assessing the above-mentioned focus areas and how the needs may differ between communities. Focus-group research will also be conducted to supplement the quantitative data. Men, women, and adolescents will be surveyed about their perceptions and beliefs, level of perceived risk, the resources available in their communities for addressing health issues, gender relations, and anticipated needs. The evaluation team will complete summary reports of the

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focus groups conducted in each community, and this data will be used to conduct a qualitative assessment of the issues described above. During the follow-up visit, the evaluation team will review the collected data and meet with the local health officials to identify and discuss potential priority need areas. Team members will then visit communities to interview Community Health Nurses assigned to these areas and conduct community resource mapping activities and focus groups relevant to the established priority areas. Team members will then reconvene with local health officials to provide recommendations for addressing issues raised during their field experiences. The Community Health Education team who will conduct teaching sessions to their own target groups will also visit the communities visited by the evaluation team. The evaluation team will, wherever possible, visit these communities before the education team arrives. This will hopefully address biases that may be introduced in the focus group and data collection stages if the education team were to arrive before the evaluation team. Team members will use a series of protocols to investigate and map community resources. These protocols will allow members to assess the health facilities and services available to the community, potential barriers to use, provider attitudes about health-related services and care, etc. Members will hold focus groups in each community (2 groups of 10 men and women), one-on-one interviews with health care providers to facilitate this end. Team Duties: 1. Design, obtain IRB Approval, and Conduct the Community Health Assessment (CAP) Survey. 2. Analyze the Community Health Assessment (CAP) Survey. 3. Conduct focus-group research. 4. Thoroughly review focus group summaries from prior medical missions. 5. Meet with district health management team to identify and discuss priority need areas based on the qualitative data. 6. Work alongside Community Health Nurses to facilitate community entry. 7. Conduct key informant interviews with Community Health Nurses, community resource mapping and focus group activities in the designated communities. 8. Work with community health nurses to develop recommendations for the target communities based on data collected in the field. 9. Reconvene with the district health team to present these recommendations. Team Roles: 1. Health Professionals and students – Design, obtain IRB Approval, and conduct Community Health Assessment (CAP) Survey and focus group, and

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analyze data. Interview Community Health Nurses assigned to target communities; Conduct focus groups/community resource mapping with the help Community Health Nurses. 2. Community Nurse Workers- Provide interviews about community resources in assigned communities; supervise focus group/community resource mapping, assist with translation, and assist with community entry. Expectations of Team Members: 1. Read the Community Health Assessment (CAP) Survey. 2. Be familiar with interview and resource mapping protocols. 3. Be prepared to co-facilitate community resource mapping session/focus group. 4. Be prepared to interview Community Health Nurses.

Publication Team The Publication Team is comprised of medical students interested in creating the final written and pictorial record of the medical trip and personal experiences of the participants. The publication team will include one member from each of the four teams. The team will focus on developing a manuscript detailing the work and accomplishments of the experiences. Team members will also solicit stories on personal experiences from other experience participants to include in the manuscript. The manuscript will include photographs as well as text, and thus the team will also be responsible for collecting and integrating digital photographs taken by the experience participants. The team will also receive input from the SNMA Publications Committee. Team Duties: 1. Thoroughly review newsletters and reports from previous missions. 2. Meet nightly to report team activities and develop manuscript. Team Roles: • SNMA medical Students: Develop manuscript detailing work and accomplishments.

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SNMA International Clinical Experiences SNMA may partner with institutions approved by SNMA's Board of Directors to provide opportunities for medical students who are SNMA members to experience medical systems other than their own. Short-term Clinical rotations, Clinical electives, and Clinical projects may be designed to enrich and diversity their medical education in a different physical setting. Team Goals and Objectives: • • • • • • • • •

Gaining critical important clinical skills necessary for success in medical school, residency program, and entire medical career. Acquiring knowledge of the importance of diseases that are not known to home country. Observing and developing existing clinical skills. Broadening public health knowledge. Developing creativity in problem-solving. Deepening their commitment to services. Providing flexibility and opportunities to explore career possibilities. Gaining experience in aspects of medicine beyond the core curriculum. Understanding the relationship between medicine and society that includes an appreciation of medical ethics and law, and the medical problems of special groups within society, the financing of medical care, and the role of government in health care.

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SNMA International Medical Language & Culture Immersion Missions The SNMA International Medical Language & Culture Immersion Missions provide for real encounters with a diverse social and healthcare system that demands culturally competency and foreign language abilities; participants will be observing foreign physicians, shadowing during physical exams; more experienced participants will actively participate and gain hands-on experience. Participants will be prepared for communicating and treating Spanish/French speaking patients. The participants will be introduced to the social reality of the developing world while learning language, culture and traditions of the host country. All missions will include 15-20 hours per week of private Spanish/French instruction, depending on already existing language skills, the participant will be introduced to medical terminology thorough role plays and real-life simulations. Accommodations may include a host family stay. Activities will include mainly visits to social projects, hospital, public health and other health-related institutions but are complemented with cultural exhibits (such are trips to museums, art galleries, historical relics, and other social settings). Team Goals and Objectives: • Developing critically important language skills. • Gaining knowledge of the importance of diseases that are not known to home country. • Observing and developing existing clinical skills. • Broadening public health knowledge. • Developing creativity in problem-solving. • Deepening their commitment to services. • Providing flexibility and opportunities to explore career possibilities. • Gaining experience in aspects of medicine beyond the core curriculum. • Understanding the relationship between medicine and society that includes an appreciation of medical ethics and law, and the medical problems of special groups within society, the financing of medical care, and the role of government in health care.

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Publications Compiled Policies • Established Oct. 31st as date after which no publications would be sent to non-dues-paid members. BOD May 3-4, 1975 • At the discretion of the Publications Committee Leadership consider including a classified ads section in the national newsletter with finances to be determined by the national newsletter editor and the national office coordinator. o This section is to be limited to one page and is not to contain personal ads (2016HOD) • At the discretion of the Publications Committee Leadership consider requesting for the national chairperson, or a designate appointed by the board, shall proofread the final draft of each newsletter and offer suggestions for appropriate revisions. (2016HOD) • Board approved a motion that any information or correspondence relayed to the national office concerning the national newsletter shall be immediately relayed to the editor and recorded in the national office. BOD December 1920, 1987 • Board approved a motion to deny any journal advertisement that is not in the spirit of the SNMA. BOD December 19-20, 1987 • Board approved a motion that the September 1988 report, by the editor of the SNMA News (excluding budgets and receipts), be retained as a policy statement in the operation of SNMA News until an actual document is drawn up. BOD June 18-19, 1988 • Board approved a motion that there be a section in the SNMA News entitled Premedical Perspectives. BOD June 18-19, 1988 • Board approved a motion that the editor to the SNMA News draft an official guide for the SNMA News that would provide subsequent editors with directives for the scope of content, suggested format, mechanics of production and strict guidelines for submission of articles, ads and strict adherence to set guidelines. BOD December 17-18, 1988 • The HOD approved the following policy regarding publication of the SNMA News: (2016HOD) o There will be at least three newsletters per year. o A newsletter is to be prepared by the Editor as if there were four issues. o The final issue is to be released in conjunction with AMEC and a printed edition may be considered per the approved budget for the year. • EC approved a motion that the national journal and the newsletter select alternating quarterly schedules. EC October 30, 1989 • BOD passed a motion that the editor of the journal should start a column with dialogue and guest commentaries on exam success. BOD June 17-18, 1995

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• • •

•

Each chapter seek journal subscription from their campus health sciences library. BOD September 13-15, 1996 Motion encouraging all members to seek out advertisements and journal support. BOD September 13-15, 1996 To have 1-2 pages of each journal dedicated to multicultural affairs: specifically, one page of Student Profiles entitled “I am the SNMA” and one page dedicated to learning about diverse ethnic groups. Friendly amendment that two pages for the year and when other space is available, be allowed to submit other articles. Passed via consensus. BOD June 20-22, 1997 BOD approve in concept the booklet SNMA Guide to Common Medical Problems as a publication for distribution pending funding from an outside source; with the possibility of combining with the SNMA Introduction to Clinical Medicine, with copyright protection. BOD September 2000 o The have an ongoing forum in the organization’s quarterly publication to provide information from clinicians and others deemed expert in the specified fields and/or subjects: financial planning and management, income tax law, disability and life insurance as well malpractice and the legal responsibilities of the physician (1984HOD). o Establish an ongoing forum of information particularly relevant to medical students that is a separate entity of the SNMA news (1984HOD) o Regional Directors shall provide for quarterly reports to be included in the quarterly newsletter (1984HOD) o The SNMA shall have the following publications: quarterly journals and 8 SNMA newsletters (1981HOD) o SNMA publish an annual report yearly for publication in one of SNMA’s national organs of communication. The Chairman of the BOD as well as the nationally elected officers are responsible for drafting of the report with production by the executive director (1991HOD)** o SNMA will provide information on health care reform in a publication focusing on primary care (1994HOD) o SNMA have an editorial advisory committee to ensure timely production of SNMA journal and newsletter editions that reflect the mission of the SNMA and its members (1994HOD) o Editorial Advisory Committee is to create a Journal advertising protocol, which would aid chapters in obtaining advertisers for the National Journal and Newsletter. Chapters would receive 20% of all profits from the ads secured (1998HOD)

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FINANCIAL MANAGEMENT

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Financial Management Table of Contents I. II. III. IV. V. VI. VII. VIII. IX. X. XI.

Areas of Responsibility ............................................................................................ 2 Budgeting ..................................................................................................................... 5 Auditing Procedures .................................................................................................. 6 Financial Information System ................................................................................. 7 Investment and Allocation .................................................................................... 11 Regional and Chapter Financial Reporting ....................................................... 17 Regional Reimbursement ...................................................................................... 21 Travel Reimbursement ........................................................................................... 22 Non-Travel Reimbursement .................................................................................. 26 Amendments ............................................................................................................. 26 Index of Financial Forms ....................................................................................... 26

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I. Areas of Responsibility A. Board i. The Board is responsible for prudent management of the SNMA’s funds so that mismanagement, non-management, or self-dealing does not occur. ii. In order to fulfill this responsibility, the Board shall: a. Review and approve written financial policies and procedures at the end of each fiscal year. b. Review and approve the annual budget so that the goals set for the biennium can be achieved and an operating reserve maintained. c. Approve or disapprove any expenditure over $5000.00 or expenditures that are not included in the budget. 1. The Executive Committee shall have the authority to approve expenditures up to $5000. d. initiate annual external audit/review (Approved BOD, June 2024) e. Make available an annual financial report to all SNMA members. f. B. National Treasurer i. The Treasurer shall oversee the maintenance of the financial records and management of the financial affairs of the SNMA in accordance with the established financial policies. ii. In order to fulfill these responsibilities, the Treasurer shall: a. Assist the Executive Director with the preparation of the budget by: 1. Requesting expected expenses for the upcoming year from each committee chair. 2. Projecting the income for the next year. 3. Preparing a draft budget for the Finance Committee's review and endorsement. b. Maintain the Organization’s financial information system, which includes: 1. Keeping a record of the Organization’s expenditures and income in a ledger or on a computer program. 2. Keeping the ledger balanced. 3. Maintaining a balanced checkbook that is congruent with the ledger. 4. Maintaining a file of financial reports, annual budgets, and audit reports. c. Present a written financial report to the Board at each scheduled meeting.

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iii. iv.

1. The financial report should include a statement of income, the expenses, and be balanced. d. Work closely with the external auditor and/or finance committee during the examination of the SNMA’s financial policies, procedures, and records. e. Assure the preparation of IRS and State Tax forms (Form 990) by February 15th annually. f. Closely monitor all account transactions to avoid overdraft. The National Treasurer shall be given the opportunity to review all contracts regarding operations and special projects. The Executive Director and National Treasurer shall be given signatory access to regional Pre-Medical Endowment accounts. a. Signatory shall be only used for the purposes of facilitating smooth transition of access to regional Pre-Medical endowments from one regional treasurer to the next.

C. Finance Committee i. The Finance Committee advises the SNMA’s Board on financial matters and has responsibility for budgeting and monitoring financial affairs. a. The Finance Committee shall consist of the Treasurer, who will chair the committee, the Chairperson of the BOD, Executive Director and no less than four (4) other individuals chosen by the Treasurer. ii. The responsibilities of the Finance Committee are to: a. Review and approve the draft budget prepared by the Treasurer and Executive Director, altering it as necessary given the goals and objectives for the year by either cutting expenses or increasing projected income. b. Present the proposed budget and rationale for the recommendation to the Board for review and approval at the September meeting. c. Monitor budget performance on a regular basis and analyze variances in expense and revenue from expected performance. d. Revise the budget for Board approval if the variances are extreme and/or threaten goal achievement. e. Present the state of all accounts prior to presenting a proposed budget to the Board of Directors at the September meeting. f. Participate in the selection of an auditor, review the audit / review report, and recommend any corrective action required.

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g. Review or revise, if necessary, the financial policies and present any changes to the Board at the end of each fiscal year for their review and approval. h. Seek and identify sources of revenue for the current and next fiscal year. i. Recommend a fee structure for the Annual Medical Education Conference no later than the September Board meeting. j. Meet at least once every quarter.

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II.

Budgeting

A. National Budget i. The national budget shall reflect a fiscal year of October 1st to September 30th and is to be prepared by the ED and National Treasurer prior to its review by the Finance Committee. Input for National Officer and Committees’ budget requests must be received no later than July 31st in order for the requests to be considered in the budget. ii. The budget is to be balanced (revenues must be equal to expenses). a. The actual revenue and expenses are compared to those approved in the budget and are presented to the BOD for their review as part of the quarterly financial statements. iii. Budget neutral modifications may be approved by the Executive Committee. B. National Conference Budget i. The national conference budget shall be created by the National Treasurer in consultation with the National Chairperson, Convention Chair, Executive Director, and President and presented for Boardapproval no later than the September BOD meeting as part of budget ii. A comprehensive fee structure shall be presented for approval no later than the September Board meeting. (Approved BOD, June 2024) iii. Budget neutral modifications may be approved by the Executive Committee. C. Program Budgets i. Program budgets may be proposed by National Committee Chairs under the direction of the National President, the Executive Director,presented to the Board of Directors for approval as part of overall budget no later than September BOD Meeting ii. Budget neutral modifications may be approved by the Executive Committee.

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III. Auditing Procedures A. Objective i. To take all practical steps to ensure that all funds intended for the SNMA have been received and recorded ii. To verify that accounting procedures provide for proper accounting of receipts and expenditures. iii. To confirm the SNMA’s accounting practices B. Basic Principle i. There must be supporting evidence for both the acceptance of money and the disbursement of funds. a. The evidence must be available for review by auditors and persons authorized to accept monies, approve disbursement, and sign checks. C. Procedures i. Three designated officers only (the National Chairperson, National Treasurer, and the Executive Director) shall have signature rights on all checking and savings accounts. a. The signatures of two of the above-designated officers are required to withdraw monies. b. Withdrawals by cashiers checks must have prior written approval by at least one other designated officer. ii. All expenditures not budgeted and over the amount of $5000 shall be approved by the Board. iii. The Board shall designate authorized officers of the SNMA to place orders or purchase goods or services. iv. The Board Chairperson and Treasurer shall perform an audit of corporate charge accounts annually. v. All disbursements must be made by check and electronic disbursement. vi. All income must be deposited no later than seven (7) days into the checking account. vii. All records, ledgers, bank statements, program registration lists, files, etc., are retained for seven (7) years. D. Frequency of Audit i. An internal audit shall be completed at the end of each administrative year. ii. An external audit shall be completed at the end of each fiscal year.

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ii. iii. iv.

The checkbook/electronic system must indicate not only the payee but also the reason for payment. Vouchers and canceled checks must be retained for all disbursements. The checkbook/electronic system is reconciled with the bank statement every month.

F. Checks (Under the amount of $5,000) i. All invoices from vendors and check requests from staff are reviewed by the Executive Director (ED) for accuracy, delivery of goods and services, and adherence to contract. a. The National Treasurer shall have access to records of all invoices and check requests. ii. The ED assigns an accounting code and approves each invoice for payment by initialing/stamping the invoice. iii. The ED will pass on the approved invoice to operations staffwho will prepare the check through the accounting software system. iv. The ED releases the exact number of blank checks (in consecutive check number order) to be printed. v. Once printed, the operations staff will attach the prepared check to the invoice it is paying and return it to the ED for signature. a. The ED is the only staff member authorized by the bank to sign checks. vi. The ED, after reviewing the check for accuracy, signs the check and prepares for mailing. vii. The bottom tear-off portion of the check, which reflects the payee, date, amount, accounting code, and invoice number, is stapled to the original invoice (not a copy – this avoids double payment of the same invoice). viii. The invoice and the tear-off check summary is filed into its vendor folder. G. Voided Checks i. If a check must be voided due to an error in its preparation, the ED will deface it by writing “VOID” across the check and by tearing off the signature area. a. This assures that the voided check cannot ever be used. ii. All void checks are returned to the secured/locked unit so that all checks, blank and voided, can be accounted for by check number. H. Electronic Payments and Transfers

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i.

ii.

Electronic transfers can only be executed by those authorized to sign checks. a. Access to the website for this function is limited to those authorized signers. The same documentation as check payments is required for electronic transfers (approval by ED on the invoice or check request). a. This documentation is to be stored in the vendor folders.

I. Accounting i. SNMA shall operate on an accrual-based accounting system ii. SNMA may utilize the services of a hired accountant, bookkeeper, or other employee. iii. A financial report of the previous fiscal year shall be completed by a hired accountant and made available to the National Treasurer no later than two (2) weeks before the January BOD meeting. J. Direct/Electronic Deposits i. Most incoming revenue is via credit card transactions input through the database management system linked to the Organization’s website system. a. These incoming transactions are processed electronically deposited directly into the Organization’s operating checking account. ii. The reports of these direct deposits are reported daily so that the accounting entry of the incoming revenue can be recorded. K. Paper Deposits i. Receipts of cash and check payments received in the mail are to be deposited daily. a. Operations staff will open the envelopes and will stamp “For Deposit Only” on the back of each day’s incoming checks. b. Operations staff prepares the deposit for the operating checking account for all of the checks (and cash) received that day and assigns an accounting code c. Operations staff will copy all checks, cash, and deposit slips and staple them together for back up of that day’s deposit. d. This documentation is to be filed by date into the Deposits folder. ii. The deposit will be reviewed by the ED and taken to the bank for deposit. iii. Accounting entries of paper deposits are to be made each day a deposit is made.

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L. Recordation of Electronic Disbursements and Receipts i. The ED will review the bank transactions (not already recorded by the check writing and paper deposits procedures above) on a monthly basis. a. This review will include ensuring appropriate account codes are assigned. ii. The accounting consultant will record the payroll journal entries monthly. a. These entries will be based on the journal reports of the outside payroll system. M. Reconciliations i. Checking and Savings Accounts a. On a monthly basis, after all of the above transactions have been recorded, the accounting consultant will reconcile the bank statements to the general ledger balances. 1. The National Treasurer shall have access to all bank statements, online banking, and records of any transactions. ii. Investment accounts a. On a quarterly basis, the accounting consultant, as part of this reconciliation process, will record investment transactions. 1. This will include interest, dividends, transfers, capital gains/losses and changes in market value. 2. The National Treasurer shall have access to all transactions associated with the Investment accounts.

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V.

Investment and Allocation

A. Objective i. To increase the SNMA’s financial assets. a. Once the SNMA has accrued money beyond the needs of the budget, the money will be invested in safe growth vehicles. b. These accounts will thus be: 1. Moderate risk 2. Have a record of safe and steady growth B. Procedure i. When the SNMA has accrued beyond what is needed for cash flow (as determined by a Board-approved cash flow analysis), that money will be invested in a moderate-risk vehicle. a. This money shall be referred to as the allocation. ii. The allocation shall be distributed as follows (BOD January 21, 2024): a. Operational Reserve: 5% of allocation b. General Endowment: 25% of allocation c. Building Fund: 15% of allocation d. Wilbert C. Jordan Research Fund: 10% of allocation e. Community Service Fund: 10% of allocation f. Jeffrey E. Sterling, MD, MPH Fund: 10% of allocation g. A to Z Scholarship Fund: 10% of allocation h. Travel Scholarship Fund: 15% of allocation iii. The Board of Directors may review and determine where the SNMA’s accrued money will be invested. iv. Annually, the Finance Committee will assess the invested financial condition of the SNMA for review by the Board of Directors at the January meeting. v. Annual allocations shall be allocated to their respective accounts no later than February 1st. C. National Accounts and Investment Funds i. Bank of America Checking Account a. Utilized for SNMA general operations. ii. Operational Reserve Account a. Shall maintain a balance of at least $200,000 and be replenished if at any time the balance falls below this amount as outlined by the allocation guidelines. iii. General Endowment a. A principal balance of $100,000 shall be maintained. b. Earnings on this amount may be used for general SNMA operations. iv. Building Fund

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a. This fund serves as a resource for National Headquarters building maintenance. b. Regional dues are to be deposited into this account no later than a week after the January Board meeting. v. Community Service Fund a. This fund serves as a source for chapters to receive funding for Community Service Grants. 1. A Community Service Grant Request must be submitted to the Community Service Committee at least two (2) weeks prior to the event. i. The Committee approval of the request does not guarantee that the request will be granted. ii. Final approval is based on the availability of funds as deemed by the Treasurer. b. This fund may also be used for awards for the National Community Service Forum. vi. Wilbert C. Jordan Research Forum Fund a. This fund serves as a source for awards for the Jordan Research Forum. vii. Jeffrey E. Sterling, MD, MPH Fund a. The purpose of this fund is to provide a perpetual source of scholarships for minority pre-medical students. viii. A To Z Medical Excellence Scholarship Fund. (Edited May 2024, per January 2024 Treasurer Report) a. This fund must maintain a principal balance of $1000 b. The Purpose of this fund is to support SNMA members who are underrepresented in medicine and are MS4 who intend to participate in the current residency cycle ix. Travel Scholarship Fund. (Edited May 2024, per January 2024 Treasurer Report) a. This Fund must maintain a principal balance of $5000 b. The purpose of this fund is to support SNMA members in attending National Leadership Institutes and the Annual Medical Education Conference c. This scholarship shall be awarded quarterly. Applicants will only be eligible for one scholarship per administrative year 1. The Finance committee is responsible for administering scholarship applications 2. Applications shall be reviewed and approved by a committee of non-Board of Director members as appointed by the ED, Chair, and Treasurer quarterly. This committee should have at least one SPC member.

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x.

iii.

3. The Committee approval of the request does not guarantee that the request will be granted. Final approval is based on the availability of funds as deemed by the treasurer Pre-Medical Fund (BOD June 22, 2025) i. Purpose a. This policy provides an effective system for reporting of financial information by the regions of SNMA. b. The National Treasurer may provide oversight but does not in any way manage these endowments. ii. Policy a. All regions of the Student National Medical Association (SNMA) with a new or existing Pre-Medical Fund must submit quarterly financial statements to the National Treasurer according to the guidelines listed below. (BOD June 22, 2025) b. Each region of the SNMA shall provide an annual report to the National Treasurer. c. A separate financial statement must be submitted for the PreMedical Fund along with copies of the most recent bank statement for said account. (BOD June 22, 2025) d. Financial statements will only be accepted if on the proper PreMedical Fund report form with all of the information completed, including account name, bank routing number, etc. (BOD June 22, 2025) e. Announcement of this fund and pertinent details shall be made in the usual regional publications provided for this purpose. f. Each Region of the Student National Medical Association agrees to annually conduct a campaign to solicit funds for the PreMedical Fund. (BOD June 22, 2025) 1. Gifts to advance the Minority Pre-medical Student Endowment Fund will be encouraged through this annual appeal until the endowment has reached a level of $10,000, with the advisory and assistance of the National Treasurer and National Premedical Board Member. (BOD June 22, 2025) g. Each Region agrees to maintain a principal balance of no less than $10,000. h. Pre-medical Forum expenses shall be financed only by interest or earnings made on the principal balance of $10,000. Procedure a. All regions must submit Pre-Medical Fund financial statements to the National Treasurer according to the following schedule and should reflect account activity for

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that fiscal year:

1. Reporting Period: October 1st – September 30th b. All Regional Pre-Medical Endowment Fund financial statements must be sent to the National Treasurer by October 30th 1. Pre-Medical Fund Statement PDF forms must be completed and certified by the Regional Treasurer and submitted electronically to the the National Treasurer (treasurer@snma.org) by October 30th. c. Regions may place their endowments in an investing or savings account. E. Jeffrey E. Sterling, MD, MPH Endowment Fund i. Purpose a. The SNMA established an endowment to honor Jeffrey E. Sterling, MD, MPH, Chairperson Emeritus of the SNMA, and the

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ii. iii.

iv. v.

purpose of the fund is to provide a perpetual source of scholarships for minority pre-medical students. b. The details within this document supersede any previous stated purposes for the Jeffrey E. Sterling, MD, MPH Endowment Fund. The name of the restricted fund shall be the Jeffrey E. Sterling, MD, MPH Endowment Fund. Fundraising efforts shall commence toward the establishment of a total sum not less than $100,000. a. After the Endowment of $100,000 is reached, scholarship funds will be generated from the interest. b. For a period totaling 10 years, Jeffrey Sterling, MD, MPH will match total funds raised each year up to an amount of $5,000 per year ($50,000 total). The principal sum tendered herewith, and other funds hereinafter contributed from any source, shall be added to the corpus fund. Endowment Distribution a. Distribution from the restricted endowment shall be credited to a distribution account established on the records of the Student National Medical Association’s National Treasurer to be used solely under the following terms and conditions. 1. One or more annual awards may be made to SNMA associate members when the endowment reaches $100,000 (Approved January NLI, 2025). i. For the purpose of this endowment, minority is defined as Black/African-American, mainland Puerto Rican, Mexican-American, or Native American. b. The pre-medical student must be an Associate Member of the SNMA and member of the Minority Association of Pre-medical Students. c. The endowment and interest shall only be used for scholarships for minority pre-medical students of the Minority Association of Pre-medical Students (MAPS) scholarships. d. The criteria for selection shall include academic achievement and financial need to be determined by the Academic Affairs Committee, Pre-medical Board Member, and/or appropriate designee. e. Any amount credited to the distribution account in excess of the amount expended in any one (1) fiscal year shall be retained as income for future awards; however, periodically it may be requested that specific unused sums in the distribution account be transferred to and become part of the corpus fund.

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vi.

General a. Some future circumstances are unpredictable; therefore, the Board of Directors, in session with the approval of Jeffrey E. Sterling, MD, MPH or an appointed representative of the Sterling HealthCare Initiatives Company, shall be authorized to change the terms and conditions for the handling of this fund. 1. It shall be reiterated that mutual consent of the Board of Directors, in session and Jeffrey E. Sterling, MD, MPH or any appointed representative from the Sterling HealthCare Initiatives Company, shall be required for any changes to this fund. 2. Jeffrey E. Sterling, MD, MPH has named Kimberly Sterling (5381 S. Honey Creek Drive, Greenfield, WI 53221 414-4239067) as the first appointed representative from the Sterling HealthCare Initiatives Company. b. The Student National Medical Association shall no less than annually provide a report to the Donor Jeffrey E. Sterling, MD, MPH 5831 S. Honey Creek Drive Greenfield, WI 53210

vii.

viii.

or the appointed representative from the Sterling HealthCare Initiatives Company on the status of this fund, including financial information as prepared by the person responsible for financial accounting. c. Announcement of this fund and pertinent details shall be made in the Student National Medical Association publications. d. Announcement of the growth of the fund may be made yearly at the Annual Medical Education Conference. e. The Student National Medical Association will annually conduct a campaign to solicit funds for the Jeffrey E. Sterling, MD, MPH Endowment Fund for the purpose of pre-medical student scholarships. Account Withdrawal Authorization a. Only the Chair, Treasurer, and the Executive Director shall have the authority to withdraw funds from SNMA accounts. b. With the exception of the Operations Account, all withdrawals shall be authorized by at least two (2) of the persons aforementioned. 1. Withdrawals from the Operations Account may be authorized by one (1) person, usually the Executive Director. Assets, Distribution, and Dissolution

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a. The SNMA considers as its assets anything in its possession of monetary or bartering value. 1. All SNMA assets, revenue, donations, and profits shall be for the direct benefit of the Organization’s operations. 2. No individual or group of individuals shall directly or indirectly benefit from monies or donations given to the SNMA. b. In the event of dissolution of the SNMA, all assets shall be given to a charitable organization. 1. No officer, member, or employee shall directly or indirectly benefit from assets of the SNMA.

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VI.

Regional and Chapter Financial Reporting

A. Purpose i. To provide an effective system for reporting of financial information by the chapters and regions of SNMA. a. The official financial statements may be found in the Appendix of the Policies and Procedures Manual. B. Financial Statements Policy i. All chapters and regions of the SNMA must submit Quarterly Financial Statements (QFS) and a Bank Account form to the National Treasurer according to the guidelines listed below. ii. A minimum of two (2) QFSs per fiscal year must be submitted to the National Treasurer for each bank and/or investment account held by the chapter or region by February 1st to be considered for voting rights in the House of Delegates (HOD). iii. At least one (1) Bank Account Form per fiscal year must be submitted to the National Treasurer by each chapter and region by February 1st to be considered for voting rights in the House of Delegates (HOD). iv. Financial Statements and Bank Account Forms will only be accepted if all of the information is properly completed. v. Failure to meet the above guidelines will result in a loss of chapter and/or regional voting privileges during the National Convention of the House of Delegates at the Annual Medical Education Conference. C. Submission i. All chapter QFSs and Bank Account Forms must be submitted electronically to the National Treasurer. a. The Regional Treasurer should also be informed. ii. The National Treasurer shall generate a report acknowledging receipt of QFSs after the due date or any approved extensions, indicating which chapters and regions have submitted a complete QFS. a. The report shall be distributed to all Regional Directors. iii. The National Treasurer shall generate a report acknowledging receipt of Bank Account Forms no later than fifteen (15) days after the due date, indicating which chapters and regions have submitted a complete Bank Account Form. iv. The above shall occur according to the following schedule: a. For QFSs: 1. Quarter #1 (Oct. 1st – Dec. 31st) due January 15th

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2. Quarter #2 (Jan. 1st – Mar. 31st) due April 15th 3. Quarter #3 (Apr. 1st – June 30th) due July 15th 4. Quarter #4 (July 1st – Sept. 30th) due October 15th b. Bank Account Forms: 1. Due February 1st; NT report by February 15th D. SNMA Tax ID and EIN i. As an incorporated entity, the SNMA is assigned for use by the national organization, a tax identification number (Tax ID) / employer identification number (EIN). ii. For the purposes of maintaining incorporation status and accurate financial reporting to the Internal Revenue Service (IRS), the following policy is in effect. iii. Chapters and regions are not incorporated under the National Organization and must apply separately if they desire incorporation status; therefore, the national SNMA tax ID and/or EIN must be used for conducting business of the National Organization, including Board of Directors meetings, National Conference, National Headquarters supplies and equipment, and donations. iv. Use of the tax ID and EIN are prohibited in the following cases: a. Collection of money or donations for a chapter or region b. Purchase or expense for a chapter or region c. All instances when the nationally incorporated entity will not directly benefit from the financial transaction or donation. v. Chapters are recommended to ask permission for use of their university’s Tax ID, but regions must maintain incorporation status. E. Unauthorized Use of the National Tax ID and/or EIN i. No chapter or regional QFS bearing unauthorized use of the National tax ID and/or EIN shall be accepted towards obtaining voting privileges. a. The Chapter President or Regional Director shall be held responsible for use of the national number. ii. Unauthorized use of the tax ID will result in a fine of the chapter or region of $50 for each unauthorized use and per account on which the number appears. a. The National Treasurer shall verbally report this for the minutes at the following Board of Directors meeting. b. Failure to pay fines shall result in loss of voting privileges. iii. Upon each unauthorized use, the National Treasurer shall issue a Notice of Unauthorized Tax ID and/or EIN Use.

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iv.

v.

The chapter or region must remove the national number from all of its accounts and submit a Report of Unauthorized Tax ID and/or EIN Use to SNMA National Headquarters no later than one (1) week upon receiving the notice. a. Failure to do so shall result in loss of voting privileges. b. The report must include: 1. Chapter or Region name 2. All Bank/Investment Accounts (bank names, account names, amounts) 3. Tax ID and/or EIN on all accounts 4. Purpose 5. Amount spent/received, value of donation, revenue generated, etc. 6. A signed statement stating that the national Tax ID and/or EIN will be removed from all accounts The Executive Committee shall have the authority to freeze the accounts of any chapter or region bearing the national tax ID and/or EIN at any time.

F. Use of SNMA Name on Financial Accounts i. The SNMA name must be appropriately designated for all financial transactions and donations. ii. Regions must designate their region name (i.e., SNMA Region “X”) while chapters must designate their school name (i.e., SNMA ABC Medical School or XYZ University MAPS) on all transactions including bank/investment accounts, checks, donation receipts, etc. G. Quarterly Reports (National Organization) i. The fiscal year of the organization is October 1st – September 30th. ii. The accounting consultant will prepare quarterly adjusting entries (accruals, depreciation, etc.). iii. After adjusting entries are made, a Revenue and Expense Statement and Balance Sheet will be prepared by the accounting consultant and reviewed with the ED. iv. These financial reports will then be reviewed with the Treasurer and presented to the BOD. a. On a quarterly basis, these reports will include comparisons to the approved budget and the prior year-to-date. H. Year End Reports (National Organization) i. The accounting consultant will prepare adjusting entries.

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ii.

After adjusting entries are made, Revenue and Expense and Balance Sheet will be prepared by the accounting consultant and reviewed with the ED. iii. These financial statements will then be reviewed with the Treasurer and presented to the BOD with comparisons to the approved budget. iv. These reports will be forwarded to the CPA firm preparing the annual IRS Form 990, Return of Organization Exempt from Income Tax. I. IRS Form 990 i. The draft prepared by the CPA firm is to be reviewed by the ED and reviewed by the BOD prior to filing. ii. The ED will sign the IRS form authorizing the CPA firm to electronically file the return.

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VII.

Regional Reimbursement

A. Purpose i. This policy provides an effective system for regions to be reimbursed funds raised for regional activities. B. Policy i. Funds raised by regions for Regional Medical Education Conferences and Regional Leadership Institutes as well as additional regional activities are reimbursable given prior approval of the Chairperson or National Treasurer. C. Procedure i. Regional Directors or Regional Treasurers must electronically submit the following items of information through the online reimbursement form in order for reimbursement requests to be honored: a. The amount requested to be reimbursed. b. The activity for which funds were raised. c. The address or bank account number to which reimbursement should be sent. ii. National Headquarters and National Treasurer will be responsible for monitoring and fulfilling reimbursement requests. iii. Reimbursement requests shall be fulfilled within thirty (30) days.

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VIII.

Travel Reimbursement

A. Purpose i. This policy provides an effective system for reimbursement of travel expenses incurred by members of the, Board of Directors, and employees. B. Expense Coverage i. All expenses (including mileage, car rental, taxi, parking, etc.) may be fully, only partially, or may not be covered at the discretion of the Executive Director based on the current fiscal year budget and the travel reimbursement policies below. ii. The ED must approve all requests for staff travel at least two (2) weeks prior. iii. All requests for reimbursements must be submitted within thirty (30) days of the return date. iv. Travel expense reimbursements must be accompanied by original receipts. v. Per diem is provided when meals and other expenses are not directly billed. a. Per diem is based on current US Government Services Administration (GSA) rates by city, state, and zip code. vi. All expenses may be fully, only partially, or may not be covered at the discretion of the Chairperson or National Treasurer. C. Procedure i. A separate Expense Authorization Form must be submitted at least two (2) weeks prior to each destination/trip. ii. The Chairperson and National Treasurer must approve all travel on an official Expense Authorization Form prior to the estimated departure date. iii. All requests for reimbursement must be submitted within thirty (30) days of the return date on a Reimbursement Request Form and accompanied by original receipts. iv. Reimbursement Request Forms are to be delivered to the National Treasurer. v. A separate Reimbursement Request Form must be submitted for each destination/trip. vi. Requests will only be considered for immediate reimbursement if they are for expenses approved within the current SNMA Fiscal Year budget. vii. Reimbursements not approved within the current budget must receive approval from the SNMA National Executive Committee.

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D. Policy i. Business-related travel expenses incurred by members of the, Board of Directors, , and employees are reimbursable at the discretion of the Chairperson of the Board of Directors and National Treasurer according to the following guidelines: a. LODGING COSTS 1. Hotel or motel room costs will be reimbursed fully if within the approved budget. 2. Travelers are expected whenever possible to utilize facilities designated by the organization or select reasonably priced locations. 3. When a person whose travel is not being reimbursed by SNMA shares a room with another person who is traveling at the expense of SNMA, SNMA will reimburse only the least expensive single room rate. 4. When two persons share a room, and both are traveling at the expense of SNMA, one individual may submit a Reimbursement Request Form for the full room cost or onehalf of the full room cost can be reimbursed to each person. b. PERSONAL AUTOMOBILE 1. Travel by personal automobile (plus tolls and parking) may be claimed only when commercial carriers (taxis, limousines, buses, airlines, rail) are not available or when the total cost, including en-route rooms and meals, are less than that for a commercial carrier. 2. When a private automobile is used by more than one traveler, only one person may be reimbursed. 3. For travel of short distances (less than 100 miles) by automobile, the maximum reimbursement will be on current US Government Services Administration (GSA) rates per mile plus tolls and parking. 4. For trips exceeding 100 miles in distance, the maximal reimbursable amount will be based on current US GeneralServices Administration (GSA) rates per mile plus en-route meals, lodging, tolls, and parking but only to a maximum of the lowest commercial airfares available at that time for the destination. i. The lowest airfares will be determined through SNMA’s travel agent. c. AIRFARE 1. Must be booked through a US carrier and must have a US flight number.

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2. All attempts should be made to obtain the lowest fare, and when not, fares may be only partially covered. 3. Only air coach shall be reimbursed. i. The policy applies to all air travel. ii. Tickets may be procured in advance, or the traveler may purchase them directly. 4. Expenses resulting from an indirect or extension of route for the convenience of the traveler shall be borne by the traveler. i. The traveler is responsible for canceling reservations or getting refunds of unused tickets. d. CAR RENTAL 1. Automobile rental expenses are reimbursable only when authorized in advance on an Expense Authorization Form by the Chairperson or the National Treasurer. 2. All attempts should be made to obtain the lowest rate and unlimited mile agreements. e. BUS/TAXIS 1. Bus, taxi, and ride-share (Uber, Lyft, etc.) fares are reimbursable up to $30 per day only if a receipt is submitted. i. Gratuities for taxi service are reimbursable up to a maximum of 15% of the taxi fare. 2. For fares over $30, proof must be shown that there was no less expensive means of transportation. f. MEAL ALLOWANCE 1. A per diem meal allowance of $51 per day, prorated for the duration of the trip, can be reimbursed. i. The maximum per diem meal allowance and reimbursement is based upon current General Services Administration (GSA) rates. 2. For meals provided by SNMA while at a travel destination, the per diem allowance will be reduced by the amounts corresponding to the meal served (e.g., breakfast, lunch, or dinner). 3. Expenses for alcoholic beverages will not be reimbursed by SNMA. g. GRATUITIES 1. Gratuities are reimbursable for taxi service (maximum of 15% of the fare), hotel bellmen, and airport or railroad porters (up to $5 per day). 2. Gratuities for meals are not reimbursable.

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i. The per diem is expected to cover such expenses. h. DIRECT BILLING 1. The cost of travel and lodging may be direct billed to SNMA if made through a travel agency or organization authorized by the Chairperson and/or National Treasurer. i. Such expenses must be pre-approved by the chairperson and/or National Treasurer. 2. Incidental expenses incurred during an official SNMA event (e.g., board meetings, convention, etc.) can only be charged to an SNMA master account by the Chairperson, National Treasurer, or the Executive Director. i. ORIGINAL RECEIPTS 1. Original receipts are required for all expenses. j. TIMELY SUBMISSION 1. Reimbursement forms and receipts postmarked or received more than thirty (30) days after the expense is incurred will not be honored unless written approval is obtained from the National Treasurer or Chairperson prior to the end of the thirty (30)-day period. i. A copy of the written approval must be submitted with the reimbursement request. 2. All receipts and reimbursement forms for the current administrative year received or postmarked after April 30th will not be honored unless approval is obtained from the incumbent National Treasurer and Chairperson prior to the expenditure.

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IX.

Non-Travel Reimbursement

A. Purpose i. This policy provides an effective system for reimbursement of expenses incurred by members of the, Board of Directors, and employees. B. Policy i. Business-related expenses incurred by members of the, Board of Directors, , and National Headquarters are reimbursable at the discretion of the Chairperson of the Board of Directors and National Treasurer. C. Procedure i. A separate Expense Authorization Form must be submitted at least two (2) weeks prior to each event/project. ii. The Chairperson or National Treasurer must approve all expenses on an official Expense Authorization Form at least two (2) weeks prior to the purchase. iii. All requests for reimbursement must be submitted within thirty (30) days of the return date on a Reimbursement Request Form and accompanied by original receipts. iv. Reimbursement Request Forms are to be sent electronically to the National Treasurer. v. A separate Reimbursement Request Form must be submitted for each destination/trip. vi. Requests will only be considered for immediate reimbursement if they are for expenses approved within the current SNMA Fiscal Year budget. vii. Reimbursements not approved within the current budget must receive approval from the SNMA National Executive Committee. X.

Amendments

A. Amendments to this policy must be approved by the Board of Directors and may require legal review. XI.

Index of Financial Forms

A. Quarterly Financial Statement B. Bank Account Forms C. Expense Authorization Form D. Reimbursement Request Form E. Pre-Medical Fund Financial Statement

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Financial Management Template Forms

For National Treasurer’s Use only

Quarterly Financial Statement Each chapter must submit two (2) QFS forms by February 1st for chapter voting privileges

Date: Chapter:

Region:

Preparer: Chapter address:

Telephone:

Chapter email:

Due Dates Check One:

Reporting Period Quarter 1 Quarter 2 Quarter 3 Quarter 4

7/1 – 9/30/ 10/1 – 12/31/ 1/1 – 3/31/ 4/1 – 6/30/

Due to National and Regional Treasurer 10/15/ 1/15/ 4/15/ 7/15/

Interim Report

**Tax ID: **Unauthorized use of the National and/or Regional tax IDs and/or EIN may result in fines and freezing of accounts.

Date: Chapter:

Region:

Revenues

Local or Regional Dues:

$

Fundraising:

$

External Contributions:

$ $ $ $ $

TOTAL REVENUES:

Source: Source: Source: Source: Expenses

Category 1: Category 2: Category 3: Category 4: Category 5: Category 6:

$ $ $ $ $ $ TOTAL EXPENSES

$

Account Balance (A) Total Revenues – Total Expenses (B) Balance Forward OVERALL TOTAL (A + B)

Signature of Preparer

$ $ $

Title of Preparer

Mail to:

SNMA National Headquarters Attn: National Treasurer 5113 Georgia Ave. NW Washington, DC 20011

Fax to:

(202) 882-2886

STUDENT NATIONAL MEDICAL ASSOCIATION Policies and Procedures Manual

Bank Account Forms The Regional and Chapter Bank Account Forms can be found HERE and HERE, respectively, or they can be viewed at the following URLs, respectively: • https://forms.office.com/Pages/ResponsePage.aspx?id=8Dtl2dCXkeadGCrglRkx3O4vvuAH7hOkIVG8CqHkbRUODRPRzhHWUM2V0JLO E0xMjlFTElHT1JKVC4u • https://forms.office.com/Pages/ResponsePage.aspx?id=8Dtl2dCXkeadGCrglRkx3O4vvuAH7hOkIVG8CqHkbRUMkdYMFM2NExBSVE2S0 8xU1JBWUpPWkI2Qi4u

SNMA NATIONAL HEADQUARTERS • 5113 GEORGIA AVENUE NW, WASHINGTON, DC 20011 (202) 882-2881 • WWW.SNMA.ORG

Student National Medical Association, Inc. Expense Authorization Form

Please submit at least 2 weeks prior to anticipated expense Name:

Position:

Address:

City:

Phone:

E-mail:

Non-travel expense

State:

Zip:

Travel expense

Project/Event Name:

Destination City, State, Country:

Reason for Expense: Please attach a description of project or event. Projects/events should be Boardapproved.

Reason for Travel: Please attach a copy of the meeting agenda and/or correspondence notifying the participant of the meeting/event. Departure City:

Estimated Expenses:

Arrival City:

Item

TOTAL

Amount $ $ $ $ $ $

Departure Date: Estimated Expenses:

$

Are you in need of an advance? [ ] No [ ] Yes – Amount: $ I certify that the above estimated expenses represent legitimate SNMA business.

Officer’s Signature

Date

Return Date:

Air, Bus or Rail Fare Registration Costs Meals Lodging Ground Transportation Other

$ $ $ $ $ $

TOTAL

$

Are you in need of a Travel Advance? [ ] No [ ] Yes – Amount: $ Do you want to direct bill SNMA using a travel agent? [ ] No [ ] Yes I certify that the above estimated expenses represent legitimate SNMA business.

Charge to account: [ ] General [ ] Operations [ ] Other:

Traveler’s Signature For Official Use Direct Billing Authorization

Date

[ ] International Chairperson or Treasurer

Budget Line Item: Required Signatures: Chairperson

Date

Treasurer

Date

Advance Information Amt. of Advance Dispersed: $ Date Issued: Check Number:

Date

Student National Medical Association, Inc. Travel Reimbursement Request

Name: Address: Phone: Location & Reason for Travel*:

Position: City:

State:

Zip:

E-mail:

*Please attach a copy of the meeting agenda and/or correspondence notifying the participant of the meeting/event.

Home City Departure Date & Time:

Home City Arrival Date & Time: OutofPocke t Expense s $ $

Direct Billed to SNMA AIRFARE (Attach travel agency invoice and/or original ticket coupon) ...... ► GROUND TRANSPORTATION (Indicate costs and attach receipts) ......... ► $

Rail/Bus

$

Auto Mileage (Local)

miles @ 30¢/mile

$

Taxi/Limo

$

Auto Mileage (Trips)

miles @ 30¢/mile

$

Auto Rental

$

Parking/Tolls

$

HOTEL/MOTEL COSTS (Attach receipts)………………………………..… ► PER DIEM MEAL ALLOWANCE (Prorated per SNMA Policy)………….. .► Enter the amount for each meal in the appropriate box and attach all receipts.

$

$ $

Date B L D GRATUITIES (See regulations) ........................................................................ ► $

Hotel Bellmen

$

Taxi

$

$

Airport/RR Porters

MISCELLANEOUS (Describe and attach receipts) .............................................► $ $ $ $ TOTAL ................................................................................................................ ►

$

$

$

$

DEDUCT: Travel Advance (Attach copy of the check) DEDUCT: PERSONAL CHARGES (If any).......................................................► BALANCE DUE (Check One)*.............................................................................. ► Traveler SNMA

$ $ $

*If the balance is less than zero (negative), then the listed amount is due to SNMA and will be billed to the traveler as appropriate. Please make checks payable to “SNMA” and enclose with this form.

For Official Use Only Date Received: Date Processed: Amount Dispersed: Check Number: Account: [ ] General [ ] Operations [ ] International [ ] Other:

I certify that the above expenses represent legitimate SNMA business Traveler’s Signature

Date

SNMA Authorizing Official

Date

Student National Medical Association, Inc. Non-Travel Reimbursement Request

Name:

Date:

Address: City:

State:

Zip Code:

Phone:

Email:

SNMA Office: Event/Project: Please complete a separate form for each event/project

Receipt Date

Budget Code For Office Use Only

Description

Amount

Total (A): Advance Funding (B): **Reimbursement (B-A): **If the reimbursement is less than zero, than the listed amount is due to SNMA Please make all checks payable to SNMA and forward to the national office Please attach copies of all receipts Please forward the reimbursement form and all receipts to the National Treasurer

For office use only Date received:

Date processed:

dispersed:

Account:

[ ] General Signature:

Check Number:

[ ] Operations

[ ] International Signature:

For National Treasurer’s Use only

Premedical Fund Regional Financial Statement Date: Chapter:

Region:

Preparer: Chapter address:

Telephone:

Chapter email:

Due Date Check:

Reporting Period 10/1 – 9/30/

Annual

Due to National Treasurer 9/30/

Bank/Investment Company Information Bank/Investment Company Name: Bank/Investment Company Address: Type of Account:

Specify: (stock, CD, bonds, FMA, etc.)

Primary Contact/Account Manager: Telephone: Account Title: Bank/Investment Company Account Number: Persons with Signature Authority:

Please specify for what the endowment was used:

Date: Chapter:

Region:

Revenues

Local or Regional Dues:

$

Fundraising:

$

External Contributions:

$ $ $ $ $

TOTAL REVENUES:

Source: Source: Source: Source: Expenses

Category 1: Category 2: Category 3: Category 4: Category 5: Category 6:

$ $ $ $ $ $ $

TOTAL EXPENSES

Account Balance (A) Total Revenues – Total Expenses (B) Balance Forward OVERALL TOTAL (A + B)

Name of Preparer

[

$ $ $

Title of Preparer

] By checking this box, I am certifying I am an authorized Regional Officer.

*This form must be submitted with a copy of the most recent bank or investment account statement.*

SNMA DISBURSEMENT OF AWARD MONIES Form must be submitted within 14 days after awardee was notified of selection AWARDEE INFORMATION FOR CHAPTER/SCHOOL AWARDS (To be filled out by awardee if award is for chapter or school)

Date rec’d

Region #: CHAPTER TYPE

For office use only

SNMA or

MAPS

TO WHOM SHOULD CHECK BE MADE OUT

Date Staff initials

SCHOOL NAME CAMPUS ADDRESS

CITY

(CHECK WILL BE SENT TO THIS ADDRESS) STATE

ZIP

CHAPTER E-MAIL ADDRESS (ex. myschoolMAPS@snma.org or myschoolSNMA@snma.org Personal addresses will NOT be accepted) Chapter president’s name

Personal e-mail

Chapter president’s signature

Date

AWARD INFORMATION (Filled out by BOD member overseeing award) NAME OF AWARD NAME OF COMMITTEE OR POSITION WITHIN SNMA OVERSEEING AWARD

SIGNATURE OF COMMITTEE OR POSITION WITHIN SNMA OVERSEEING AWARD

MONETARY AMOUNT OF AWARD DATE WHEN AWARDEE WAS NOTIFIED OF SELECTION

Awardee should email form with awardee information section completed to BOD member overseeing award who will then email completed form to: memberinfo@snma.org and CC treasurer@snma.org, execdir@snma.org, the respective regional director (region#director@snma.org), and treasurer (region#treasurer@snma.org) #=region number

SNMA DISBURSEMENT OF AWARD MONIES Form must be submitted within 14 days after awardee was notified of selection AWARDEE INFORMATION FOR AWARDS TO INDIVIDUALS

For office use only

(To be filled out by awardee if award is for an individual)

Date rec’d

Region #: Date

AWARDEE NAME

Staff initials

SCHOOL NAME ADDRESS (PERSONAL OR SCHOOL)

CITY

(CHECK WILL BE SENT TO THIS ADDRESS) STATE

ZIP

AWARDEE E-MAIL ADDRESS Awardee signature

Date

AWARD INFORMATION (Filled out by BOD member overseeing award) NAME OF AWARD NAME OF COMMITTEE OR POSITION WITHIN SNMA OVERSEEING AWARD

SIGNATURE OF COMMITTEE OR POSITION WITHIN SNMA OVERSEEING AWARD

MONETARY AMOUNT OF AWARD DATE WHEN AWARDEE WAS NOTIFIED OF SELECTION

Awardee should email form with awardee information section completed to BOD member overseeing award who will then email completed form to: memberinfo@snma.org and CC treasurer@snma.org, execdir@snma.org, the respective regional director (region#director@snma.org), and treasurer (region#treasurer@snma.org) #=region number

HELPFUL LINKS & DOCUMENTS