Governing Document of The Illinois Council of Health-System Pharmacists UIC Student Chapter
I. Name
The organization shall be known as the “Illinois Council of Health-system Pharmacists Student Chapter" (hereinafter referred to as the student society).
II. Mission
The student society shall adopt the mission and objectives of the state society of healthsystem pharmacists. In addition, the student society shall have the following mission:
"The mission of the Illinois Council of Health-system Pharmacists Student Chapter is to make students aware of pharmacy practice in health systems; provide information to students about career directions in and credentials needed for pharmacy practice in health systems; and encourage membership and participation in the state society and ASHP as a student and upon graduation."
III. Membership
The membership of the student society shall consist of professional students enrolled in the University of Illinois at Chicago College of Pharmacy in the Doctor of Pharmacy program on either the Chicago or Rockford campuses, in good academic standing, who submit an application to the Membership Chairperson, pay the required dues, and support the objectives of the student society. Members of the student society may automatically become student members of the state society of healthsystem pharmacists. Student society membership is discontinued upon graduation or loss of academic standing at the College of Pharmacy. The student society does not discriminate on the basis of race, color, religion, sex, national origin, ancestry, age, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran.
The student society member dues level will be determined in cooperation and consultation with the student, state and national societies. Student society dues shall include membership in the student and state society (ICHP). Members are also strongly encouraged to join, requiring additional dues, the national society (ASHP). Application for student society membership with the required dues shall be submitted to the Membership Chairperson. The state and national societies independently, shall determine the length of the membership year for which dues are applicable.
IV. Officers
The officers of the student society shall be:
These officers shall constitute the Executive Committee of the student society. In this body, the authority for the governance and general operation of the student society shall be vested. A faculty advisor will also serve as an exofficio member of the Executive Committee.
V. Duties of Officers
Chicago President. The Chicago President shall be the principal elected officer of the student society and shall preside at all business meetings. The Chicago President will be an objective nonvoting member and will be required to resolve a tie in the event that the situation occurs in Chicago. The Chicago President will resolve a tie using both objective information (such as number of meetings and events attended by each candidate) and his or her best judgment based on knowledge of each candidate’s ability to perform the duties required for the elected position at hand. The Chicago President shall represent the student society at the annual and business meetings of the state society and at such other times and places and in such capacities as the state society board of directors may determine. The Chicago President shall have the privilege of serving the state society according to the bylaws of the state society and shall serve as the national society (ASHP) and the Pharmacy Student Council liaison at UIC. The Chicago President shall submit or appoint other officers to write articles for the state society publication, KeePosted. The Chicago President shall oversee the scheduling of events for the calendar year. The Chicago President shall be in charge of providing speakers for general body meetings. Upon completion of the Chicago Presidential term, the Chicago President becomes the immediate past president and serves as the Chicago P4 Liaison.
Rockford President. The Rockford President shall be the principal elected officer of the student society and, shall preside at all business meetings. The Rockford President will be an objective nonvoting member and will be required to resolve a tie in the event that the situation occurs in Rockford. The Rockford President will resolve a tie using both objective information (such as number of meetings and events attended by each candidate) and his or her best judgment based on knowledge of each candidate’s ability to perform the duties required for the elected position at hand. The Rockford President shall represent the student society at the annual and business meetings of the state society and at such other times and places and in such capacities as the state society board of directors may determine. The Rockford President shall have the privilege of serving the state society according to the bylaws of the state society and shall serve as the national society (ASHP) and the Pharmacy Student Council liaison at UIC. The Rockford President shall submit or appoint other officers to write articles for the state society publication, KeePosted. The Rockford President shall oversee the scheduling of events for the calendar year. The Rockford President shall be in charge of providing speakers for general body meetings, assist with Legislative Day coordination, and be in charge of ASHP week. Upon completion of the Rockford Presidential term, the Rockford President becomes the immediate past president and serves as the Rockford P4 Liaison.
Chicago PresidentElect. The Chicago PresidentElect shall assume the responsibilities of the Chicago President in his or her absence or incapacity, and shall succeed to the office of the Chicago President upon completing the term as Chicago PresidentElect. He/she shall be assigned duties and responsibilities as determined by the Chicago President. In the event that an executive board member cannot fulfill their position, the PresidentElect shall be responsible for filling those duties until a new board member is elected or appointed by the board. The Chicago PresidentElect shall accompany the Chicago President on all ASHP/ICHP chapter business as requested. In the event the Chicago President cannot attend the Pharmacy Student Council meeting, he/she shall attend in his/her absence. The Chicago PresidentElect shall be in charge of a committee to help advance a professional development project such as the Lung Health initiative and at minimum, plan six events, three of which shall be counseling booth opportunities, through this committee. These efforts will be coordinated with the Rockford campus as appropriate. He/She shall also organize elections for the eboard they will be presiding over as President. The suggested order of elections in Chicago shall go as follows: PresidentElect, Vice President, Student Representative, Treasurer, Secretary, Professional Practice Chair, HealthSystems Chair, Mental Wellness Chair, Membership Chair, CoFundraising Chairs, and Webmaster. The Chicago PresidentElect will make the final determination of the order, and will announce the order with the call for platforms.
Rockford PresidentElect. The Rockford PresidentElect shall assume the position of Rockford President upon completing the term of Rockford PresidentElect. He/she shall be assigned duties and responsibilities as determined by the Rockford President. In the event that an executive board member or committee chairperson on the Rockford campus cannot fulfill their position, the PresidentElect shall be responsible for filling those duties until a new board member is elected or appointed by the board. The Rockford PresidentElect shall accompany the Rockford President on ASHP/ICHP business as requested. In the event the Rockford President cannot attend the Pharmacy Student Council meeting, he/she shall attend in his/her absence. The Rockford PresidentElect shall be in charge of a committee to help advance a professional development project, such as the Mental Wellness Health Initiative, and at minimum, plan three events. These efforts will be coordinated with the Chicago campus as appropriate. The Rockford PresidentElect shall also be in charge of Legislative Day coordination. He/She shall also organize elections for the eboard they will be presiding over as President. The order of elections in Rockford shall go as follows: PresidentElect, Treasurer, Professional Practice Chair, Mental Wellness Chair, and Membership Chair. The Rockford PresidentElect will make the final determination of the order, and will announce the order with the call for platforms.
Chicago VicePresident. The VicePresident shall serve as an exofficio member of each student society standing and special committee, unless another Executive Committee member is so designated a member of a committee by authority of these bylaws. The VicePresident shall be assigned additional duties and responsibilities by the President, consistent with the needs of the student society. The VicePresident shall oversee all projects and activities within the board and the chapter. In the event that a committee chairperson cannot fulfill their position, the VicePresident or their designee, chosen in conjunction with the president, shall be responsible for filling those duties until a new board member is elected or appointed by the board. The VicePresident will work in tandem with the president on the workings of the board and the chapter. The VicePresident shall also work on projects for the chapter. This includes the Immunization Drive with APhA in the Fall and such as the Immunization Drive the Mentorship Program and the Shadowing Program with the HealthSystems Chair in the Spring.
Chicago Secretary. The Secretary shall forward pertinent student society information to the state society and the ASHP Pharmacy Student Forum on a regular basis, and will also be responsible for the chapter's correspondence. The Secretary shall monitor the Chicago executive committee’s attendance for all general and executive board meetings. The secretary shall complete minutes for all executive board meetings. The Secretary shall forward the minutes from the executive board meetings to the Faculty Advisor and board members following each meeting. The Secretary shall additionally send emails to the listserv following each general body meeting if deemed appropriate. The Secretary shall be responsible for additional chapter correspondence and room reservations. He/she shall be in charge of public relations, including maintaining the bulletin board, poster board, and listserv and advertising meetings and events set by the student chapter, state chapter, and national chapter. The Secretary shall collect announcements weekly from the executive board to send out to the listserv. He/she shall work closely with the Webmaster to maintain the listserv.
Chicago Treasurer. The Chicago Treasurer shall maintain accurate society business records and assist in obtaining financial support for projects and events. The Chicago Treasurer shall maintain an accurate record of the chapter's income and expenditures. Signatures of the Faculty Advisor and the Treasurer or the President shall be required to negotiate the society's checks. The Chicago Treasurer shall prepare an annual budget for the academic year for the chapter which must be approved by a majority vote of the student chapter officers in the fall semester. If needed, the budget may be reassessed and voted upon by the executive board as the end of each semester. He/she shall be responsible for maintaining all financial records for reimbursement1 and appropriations for the student society. He/she shall work with the Fundraising Chairs to ensure that the society is raising adequate funds to cover its expenses. He/she will coordinate with the Chicago P1 Liaison to order food for each general body meeting and make sure that spending is within budget.
1 Of note, reimbursements will be provided to P4 students who wish to attend the ASHP Midyear Clinical Meeting and were previously on the ICHP executive board in good standing (at the discretion of the president and treasurer) for at least 1 academic year. “Good standing” will be defined as adequate performance of his/her executive board duties and no more than 1 unexcused absence from an executive body meeting and 1 unexcused absence from a general body meeting per semester. The reimbursement amount will be $50 per year served on the executive board with a maximum of 3 years of reimbursement. If the P4 student qualifies for reimbursement, he/she must provide proof of registration and attendance to Midyear within two months of attending the meeting to receive funding.
Rockford Fundraiser/Treasurer. The Rockford Treasurer works to raise money through fundraisers (i.e. the USPDI sales and the ceutics kits sales), maintains accurate Rockford society business records of the chapter's income and expenditures, and ensures that adequate funds are being generated to cover expenditures. He/she is responsible for maintaining all financial records for reimbursement2 and appropriations for the Rockford campus. In addition, he/she will coordinate with the Rockford P1 liaison to order food for each general body meeting and make sure that spending is within budget.
2 Of note, reimbursements will be provided to P4 students who wish to attend the ASHP
Midyear Clinical Meeting and were previously on the ICHP executive board in good standing (at the discretion of the president and treasurer) for at least 1 academic year. “Good standing” will be defined as adequate performance of his/her executive board duties and no more than 1 unexcused absence from an executive body meeting and 1 unexcused absence from a general body meeting per semester. The reimbursement amount will be $50 per year served on the executive board with a maximum of 3 years of reimbursement. If the P4 student qualifies for reimbursement, he/she must provide proof of registration and attendance to Midyear within two months of attending the meeting to receive funding.
Chicago ICHP Student Representative. The ICHP Student Representative shall serve as the student society liaison to the state society. The ICHP Student Representative is recommended to represent the student society as an exfacto member at the state (ICHP), local affiliate of the state society (NISHP), and update the board on the meetings. He/she shall maintain contact and communicate regularly with ICHP. The representative is responsible for procuring pharmacists for chapter projects such as the mentorship match and shadowing program. The ICHP Student Representative will set up a minimum of one networking event in the fall semester and will work with ICHP, IPhA and the IPhA student chapter to set up Legislative Day in the spring semester. He/She will also be responsible for the different projects and duties that are associated with Legislative Day.
A vacancy in any of the fore mentioned executive offices, except Chicago and Rockford President, shall be filled within two general body meetings by membership nomination and vote. The elected individual shall complete the designee's term of office. A vacancy of President shall be fulfilled by the PresidentElect. That PresidentElect will serve the vacant term, as well as the intended term.
In the event that the Immediate Past President of the Chicago or Rockford campus is unable to fulfill the requirements of the position of P4 liaison, the current respective President shall appoint, in consultation with the executive committee, another member of the P4 class from that campus. The P4 student preferably shall be a past ICHP executive board member, provided they are in good academic standing and have active membership.
In the event that a board member’s performance in his/her position questioned, any board member may address this with two additional board members. In this group of three, one must be a President. If deemed appropriate, the President shall inform the questioned board member of the noted concerns and he/she will be placed on a two-week probationary period. The board member’s performance shall be reassessed following this time by the Chicago or Rockford President. If deemed necessary by the Chicago or Rockford President, the board will decide whether that board member should continue his/her duties for the rest of his/her term.
The Faculty Advisor shall try to be present and participate at all meetings of the student society. The Faculty Advisor shall be appointed by the Executive Committee of the student society.
VI. Committees
The President, in consultation with the Executive Committee, shall appoint standing and special committees, as necessary, to carry out the programs and activities of the student society. Each standing or special committee shall consist of at least three members, including a chairperson. The VicePresident shall serve as an exofficio member of each standing or special committee, unless another Executive Committee member is designated to serve on the committee.
The student society will consist of Fundraising Chairs, Membership Chair, Professional Practice Chair, Mental Wellness Chair, HealthSystems Chair, Webmaster, P1 Liaison, and P4 Liaison which will be permanent committees of the student society.
Duties of the Chicago Campus Committee Chairs:
Fundraising Chairs. The Fundraising Chairs shall work together to raise money for the ICHP organizations through fundraisers (i.e. the USPDI sales and the ceutics kits sales). They shall work closely with the Treasurer.
Membership Chair. The Membership Chair shall encourage students to join ICHP, while describing the value of being an ICHP member. He/She shall be in charge of setting up the fall and spring membership drives and collecting membership forms and dues in Chicago (i.e. through using poster boards, pamphlets, giveaways, etc.). The membership chair shall follow up with members who need to renew their membership and with those who discontinue their membership. The Membership Chair shall actively maintain a roster of ICHP members and provide this list to the executive committee. He/She shall also communicate with ICHP state on a regular basis to ensure no discrepancies in the roster exist between the state and student chapter.
Professional Practice Chair. The Professional Practice Chair shall be in charge of the Clinical Skills Competition, Internship Showcase, P4 Roundtable, Residency Roundtable, CV Workshop, and other professional events.
HealthSystems Chair. The HealthSystems Chair shall be responsible for creating and promoting events that foster HealthSystems professional practice, such as ICHP Annual and ASHP week in the fall and Residency 101 in the spring. The HealthSystems Chair shall work in tandem with the P4 Liaison to promote ICHP Annual and ASHP Midyear to the P4 Class. The chair will also assist other board members in the following events: The P1 Liaison with hospital site visits, the Professional Practice Chair with P4 Roundtable and Residency Roundtable, and the Vice President with the Mentorship and Shadowing Program.
Mental Wellness Chair. The Mental Wellness Chair shall be in charge of advancing a professional development project, Mental Health Awareness, and assist in the promotion of public health and wellness events. The Mental Wellness Chair shall oversee all projects and activities within the health initiative and the chapter. The chairperson will work in tandem with the members and board to promote and acquire a minimum of two events per semester or four events per year.
Webmaster. The Webmaster shall be in charge of designing and maintaining the website and Google Calendar with chapter, regional, and national events. The Webmaster shall maintain the Blackboard website. This includes, but is not limited to, providing access to the website for ICHP members, requesting Blackboard capture for general body meetings, uploading documents as necessary, and properly labeling each Blackboard recording. The Webmaster shall submit chapter events to the Calendar of Events displayed on the ICHP State website.
P1 Liaison. The P1 Liaison shall organize hospital site visits for the organization and shall be the representative for the P1 class. He/She shall also provide support for various events, such as the Mentorship Program, Shadowing Program, and Residency 101 educational series, throughout the year. Elections for the P1 Liaison shall occur in the fall semester. The P1 Liaison will be in charge of the arrival and set up the food for each general body meeting. He/She will work closely with the Treasurer to order food for the meeting.
P4 Liaison. The P4 Liaison shall serve as a student advisor to the executive board and as a representative for the P4 class. He/She shall provide guidance and support to the executive board on an as needed basis. The P4 Liaison will assist the HealthSystems Chair in promoting events such as the ICHP Annual Meeting and ASHP Midyear to the P4 class.
Duties of the Rockford Campus Committee Chairs:
Professional Practice Chair. The Professional Practice Chair shall be in charge of the Clinical Skills Competition, Internship Showcase, P4 Roundtable, Residency Roundtable, CV Workshop, and other professional events.
Membership Chair. The Membership Chair is responsible for promoting the benefits of ICHP membership, recruiting new members, collecting membership forms/dues, and maintaining a membership roster for the Rockford campus. The Membership Chair is also responsible for additional chapter correspondence. He/She is in charge of public relations, including maintaining the bulletin board, poster board, and listserv and advertising meetings and events set by the student, state, and national chapter at the Rockford campus. The Membership Chair shall also create one networking event and organize the Mentorship Program and the Shadowing Program in the Fall. He/She records minutes for executive board meetings when the Secretary is unavailable.
Mental Wellness Chair. The Mental Wellness Chair shall be in charge of advancing a professional development project, Mental Health Awareness, and assist in the promotion of public health and wellness events. The Mental Wellness Chair shall oversee all projects and activities within the health initiative and the chapter. The chairperson will work in tandem with the members and board to promote and acquire a minimum of two events per semester or four events per year.
P1 Liaison. The P1 Liaison helps in organizing hospital visits for the organization and shall be the representative for the P1 class. He/She shall also provide support for various events, such as and the Mentorship Program, Shadowing Program, and the Residency 101 educational series, throughout the year. Elections for the P1 Liaison occur in the fall semester. The P1 liaison is in charge of the arrival and set up of the food for each general body meeting. He/She works closely with the Treasurers to order food for the meeting and attends all general and board meetings.
P4 Liaison. The P4 Liaison shall serve as a student advisor to the executive board and as a representative for the P4 class. He/She shall provide guidance and support to the executive board on an as needed basis. The P4 Liaison will assist the HealthSystems Chair in promoting events such as the ICHP Annual Meeting and ASHP Midyear to the P4 class.
VII. Election of Officers
All the officers of the student society shall be elected annually by secret ballot, requiring majority vote of the members present at the election during the spring semester of the academic year. To be deemed eligible for nomination and for voting privileges, one must be an ICHP member.
Chicago Campus: Nominations for all the officers shall occur at least 7 days prior to the elections and continue until all positions are filled. In the event that there are no nominees for an executive position, the nominations for that position will remain open until filled by election. Candidates must submit one platform for each position that they are interested in running for a week before the election takes place. Candidates may submit up to two platforms.
Rockford Campus: Nominations for all the officers shall occur at least 7 days prior to the elections and continue until all positions are filled. In the event that there are no nominees for the executive position, the nomination for that position will remain open until filled by election. Candidates must submit one platform for each position that they are interested in running for a week before the election takes place. Candidates may submit up to two platforms.
At the election meeting, each candidate shall give a speech and voting shall occur immediately thereafter. Voting by proxy is prohibited. Once elections have begun, the ballot has closed and only those who have submitted a platform for that respective position can run. When voting for the fundraising chairs (2), members must submit two of the candidates’ names. Elections will occur by a dropdown process, which will proceed in the order of the positions as determined by the PresidentElect. To hold office, a student shall be a member of the student society.
Newly elected officers shall be installed at the last general membership meeting of the academic year in which they have been elected. They shall serve for a term of one school year. When possible, two names shall be submitted to the members for each available elected position, in accordance with the Rules for Election of student society officers developed by the Executive Committee.
VIII. Dues
The student society member dues level will be determined in cooperation and consultation with the state society. Application for student society membership with the required dues shall be submitted to the Chicago or Rockford Membership Chair, who will give the membership forms to the treasurer. The Executive Committee shall determine the length of the membership year for which the dues paid are applicable
IX. Handling of Funds
Documents concerning funds shall be authorized and signed by the President, Vice President, and Treasurer.
All monies collected by the chapter must be deposited into ICHP’s Chicago Organization (COF) account.
X. Meetings
The following meetings shall be held:
The Chicago and Rockford Presidents shall conduct regular Executive Committee business meetings and general membership meetings twice a month during the academic year or as deemed necessary.
Upon notice, the Chicago and Rockford Presidents may call special meetings.
A general meeting of the student society can be called if three members of the student society submit to the Chicago or Rockford President a request for such a meeting with a proposed agenda at least seven days before such meeting is to be held.
All board members and committee chairs, aside from the P4 Liaison, must attend all general and board meetings. In an event a board member cannot attend a meeting – general or board – they must give the Chicago or Rockford President 24 hours notice or have a valid emergency or reason.
Members who are more than 20 minutes late will be considered absent. The Chicago Secretary and Rockford President shall maintain a record of the attendance executive board members for their respective campuses. Validity will be determined by 2/3 vote of the executive board. Board members may have 2 unexcused general body meetings and 1 unexcused executive board meeting each semester. They will then be placed on a 2-week probationary period. Following this time, the board will decide whether that board member should continue his/her duties for the rest of his/her term.
XI. Liaisons
In consultation with the Executive Committee, the President may appoint student member(s) as liaison(s) to other organizations with which an arrangement of this nature will be mutually beneficial.
XII. Affiliation
The student society of healthsystem pharmacy shall be an affiliate of the [State] Society of HealthSystem Pharmacists. The state society and student society shall meet annually to review the affiliation agreement between the two groups and conduct other business, as deemed necessary.
XIII. Amendments
These documents may be amended at any executive board meeting by a twothirds (2/3) vote of the board members present. Any proposed changes shall be presented by any student member(s) to any board member. The board member shall present any proposed changes to the Chicago or Rockford President in writing at least one week prior to a regularly scheduled executive board meeting. The Chicago and Rockford Presidents shall collaborate to schedule the amendment as an item of new business at the next regularly scheduled executive board meeting. To be approved, the amendments must be approved by 2/3 or greater of the executive board members. Once approved, it shall then be submitted to the entire active membership by ballot and shall be approved by a majority vote of them.
Addendums to the Bylaws
In order to approve changes (including the budget), there must be at least 2/3 of the executive board members supporting the vote. In the event that a board member is not present, he/she may proxy his/her vote to the president.
XIV. Parliamentary Authority
Arbitration if a situation arises that cannot be resolved between 2 parties; the 2 parties shall present the situation to a third party for arbitration. The third party shall first be a student member of the executive board. If the situation requires further arbitration, then the 2 parties involved shall seek the advice of the faculty advisor.
Robert's Rules of Order, latest revision, shall be the parliamentary authority with respect to all procedures not specified in the governing documents of the student society.
These bylaws shall be reviewed at least every two years by the membership of the society.
The organization shall be known as the “Illinois Council of Health-system Pharmacists Student Chapter" (hereinafter referred to as the student society).
II. Mission
The student society shall adopt the mission and objectives of the state society of healthsystem pharmacists. In addition, the student society shall have the following mission:
"The mission of the Illinois Council of Health-system Pharmacists Student Chapter is to make students aware of pharmacy practice in health systems; provide information to students about career directions in and credentials needed for pharmacy practice in health systems; and encourage membership and participation in the state society and ASHP as a student and upon graduation."
III. Membership
The membership of the student society shall consist of professional students enrolled in the University of Illinois at Chicago College of Pharmacy in the Doctor of Pharmacy program on either the Chicago or Rockford campuses, in good academic standing, who submit an application to the Membership Chairperson, pay the required dues, and support the objectives of the student society. Members of the student society may automatically become student members of the state society of healthsystem pharmacists. Student society membership is discontinued upon graduation or loss of academic standing at the College of Pharmacy. The student society does not discriminate on the basis of race, color, religion, sex, national origin, ancestry, age, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran.
The student society member dues level will be determined in cooperation and consultation with the student, state and national societies. Student society dues shall include membership in the student and state society (ICHP). Members are also strongly encouraged to join, requiring additional dues, the national society (ASHP). Application for student society membership with the required dues shall be submitted to the Membership Chairperson. The state and national societies independently, shall determine the length of the membership year for which dues are applicable.
IV. Officers
The officers of the student society shall be:
- Chicago President
- Rockford President
- Chicago PresidentElect
- Rockford PresidentElect
- Chicago Vice-President
- Chicago Secretary
- Chicago Treasurer
- Rockford Fundraising Chair/Treasurer
- Chicago ICHP Student Representative
- Chicago Campus Chairpersons
- Fundraising (2)
- Membership (1)
- Professional Practice (1)
- HealthSystems (1)
- Mental Wellness (1)
- Webmaster (1)
- P1 Liaison (1)
- P4 Liaison (1)
- Rockford Campus Chairpersons
- Professional Practice (1)
- Membership
- Mental Wellness
- P1 Liaison (1)
- P4 Liaison (1)
These officers shall constitute the Executive Committee of the student society. In this body, the authority for the governance and general operation of the student society shall be vested. A faculty advisor will also serve as an exofficio member of the Executive Committee.
V. Duties of Officers
Chicago President. The Chicago President shall be the principal elected officer of the student society and shall preside at all business meetings. The Chicago President will be an objective nonvoting member and will be required to resolve a tie in the event that the situation occurs in Chicago. The Chicago President will resolve a tie using both objective information (such as number of meetings and events attended by each candidate) and his or her best judgment based on knowledge of each candidate’s ability to perform the duties required for the elected position at hand. The Chicago President shall represent the student society at the annual and business meetings of the state society and at such other times and places and in such capacities as the state society board of directors may determine. The Chicago President shall have the privilege of serving the state society according to the bylaws of the state society and shall serve as the national society (ASHP) and the Pharmacy Student Council liaison at UIC. The Chicago President shall submit or appoint other officers to write articles for the state society publication, KeePosted. The Chicago President shall oversee the scheduling of events for the calendar year. The Chicago President shall be in charge of providing speakers for general body meetings. Upon completion of the Chicago Presidential term, the Chicago President becomes the immediate past president and serves as the Chicago P4 Liaison.
Rockford President. The Rockford President shall be the principal elected officer of the student society and, shall preside at all business meetings. The Rockford President will be an objective nonvoting member and will be required to resolve a tie in the event that the situation occurs in Rockford. The Rockford President will resolve a tie using both objective information (such as number of meetings and events attended by each candidate) and his or her best judgment based on knowledge of each candidate’s ability to perform the duties required for the elected position at hand. The Rockford President shall represent the student society at the annual and business meetings of the state society and at such other times and places and in such capacities as the state society board of directors may determine. The Rockford President shall have the privilege of serving the state society according to the bylaws of the state society and shall serve as the national society (ASHP) and the Pharmacy Student Council liaison at UIC. The Rockford President shall submit or appoint other officers to write articles for the state society publication, KeePosted. The Rockford President shall oversee the scheduling of events for the calendar year. The Rockford President shall be in charge of providing speakers for general body meetings, assist with Legislative Day coordination, and be in charge of ASHP week. Upon completion of the Rockford Presidential term, the Rockford President becomes the immediate past president and serves as the Rockford P4 Liaison.
Chicago PresidentElect. The Chicago PresidentElect shall assume the responsibilities of the Chicago President in his or her absence or incapacity, and shall succeed to the office of the Chicago President upon completing the term as Chicago PresidentElect. He/she shall be assigned duties and responsibilities as determined by the Chicago President. In the event that an executive board member cannot fulfill their position, the PresidentElect shall be responsible for filling those duties until a new board member is elected or appointed by the board. The Chicago PresidentElect shall accompany the Chicago President on all ASHP/ICHP chapter business as requested. In the event the Chicago President cannot attend the Pharmacy Student Council meeting, he/she shall attend in his/her absence. The Chicago PresidentElect shall be in charge of a committee to help advance a professional development project such as the Lung Health initiative and at minimum, plan six events, three of which shall be counseling booth opportunities, through this committee. These efforts will be coordinated with the Rockford campus as appropriate. He/She shall also organize elections for the eboard they will be presiding over as President. The suggested order of elections in Chicago shall go as follows: PresidentElect, Vice President, Student Representative, Treasurer, Secretary, Professional Practice Chair, HealthSystems Chair, Mental Wellness Chair, Membership Chair, CoFundraising Chairs, and Webmaster. The Chicago PresidentElect will make the final determination of the order, and will announce the order with the call for platforms.
Rockford PresidentElect. The Rockford PresidentElect shall assume the position of Rockford President upon completing the term of Rockford PresidentElect. He/she shall be assigned duties and responsibilities as determined by the Rockford President. In the event that an executive board member or committee chairperson on the Rockford campus cannot fulfill their position, the PresidentElect shall be responsible for filling those duties until a new board member is elected or appointed by the board. The Rockford PresidentElect shall accompany the Rockford President on ASHP/ICHP business as requested. In the event the Rockford President cannot attend the Pharmacy Student Council meeting, he/she shall attend in his/her absence. The Rockford PresidentElect shall be in charge of a committee to help advance a professional development project, such as the Mental Wellness Health Initiative, and at minimum, plan three events. These efforts will be coordinated with the Chicago campus as appropriate. The Rockford PresidentElect shall also be in charge of Legislative Day coordination. He/She shall also organize elections for the eboard they will be presiding over as President. The order of elections in Rockford shall go as follows: PresidentElect, Treasurer, Professional Practice Chair, Mental Wellness Chair, and Membership Chair. The Rockford PresidentElect will make the final determination of the order, and will announce the order with the call for platforms.
Chicago VicePresident. The VicePresident shall serve as an exofficio member of each student society standing and special committee, unless another Executive Committee member is so designated a member of a committee by authority of these bylaws. The VicePresident shall be assigned additional duties and responsibilities by the President, consistent with the needs of the student society. The VicePresident shall oversee all projects and activities within the board and the chapter. In the event that a committee chairperson cannot fulfill their position, the VicePresident or their designee, chosen in conjunction with the president, shall be responsible for filling those duties until a new board member is elected or appointed by the board. The VicePresident will work in tandem with the president on the workings of the board and the chapter. The VicePresident shall also work on projects for the chapter. This includes the Immunization Drive with APhA in the Fall and such as the Immunization Drive the Mentorship Program and the Shadowing Program with the HealthSystems Chair in the Spring.
Chicago Secretary. The Secretary shall forward pertinent student society information to the state society and the ASHP Pharmacy Student Forum on a regular basis, and will also be responsible for the chapter's correspondence. The Secretary shall monitor the Chicago executive committee’s attendance for all general and executive board meetings. The secretary shall complete minutes for all executive board meetings. The Secretary shall forward the minutes from the executive board meetings to the Faculty Advisor and board members following each meeting. The Secretary shall additionally send emails to the listserv following each general body meeting if deemed appropriate. The Secretary shall be responsible for additional chapter correspondence and room reservations. He/she shall be in charge of public relations, including maintaining the bulletin board, poster board, and listserv and advertising meetings and events set by the student chapter, state chapter, and national chapter. The Secretary shall collect announcements weekly from the executive board to send out to the listserv. He/she shall work closely with the Webmaster to maintain the listserv.
Chicago Treasurer. The Chicago Treasurer shall maintain accurate society business records and assist in obtaining financial support for projects and events. The Chicago Treasurer shall maintain an accurate record of the chapter's income and expenditures. Signatures of the Faculty Advisor and the Treasurer or the President shall be required to negotiate the society's checks. The Chicago Treasurer shall prepare an annual budget for the academic year for the chapter which must be approved by a majority vote of the student chapter officers in the fall semester. If needed, the budget may be reassessed and voted upon by the executive board as the end of each semester. He/she shall be responsible for maintaining all financial records for reimbursement1 and appropriations for the student society. He/she shall work with the Fundraising Chairs to ensure that the society is raising adequate funds to cover its expenses. He/she will coordinate with the Chicago P1 Liaison to order food for each general body meeting and make sure that spending is within budget.
1 Of note, reimbursements will be provided to P4 students who wish to attend the ASHP Midyear Clinical Meeting and were previously on the ICHP executive board in good standing (at the discretion of the president and treasurer) for at least 1 academic year. “Good standing” will be defined as adequate performance of his/her executive board duties and no more than 1 unexcused absence from an executive body meeting and 1 unexcused absence from a general body meeting per semester. The reimbursement amount will be $50 per year served on the executive board with a maximum of 3 years of reimbursement. If the P4 student qualifies for reimbursement, he/she must provide proof of registration and attendance to Midyear within two months of attending the meeting to receive funding.
Rockford Fundraiser/Treasurer. The Rockford Treasurer works to raise money through fundraisers (i.e. the USPDI sales and the ceutics kits sales), maintains accurate Rockford society business records of the chapter's income and expenditures, and ensures that adequate funds are being generated to cover expenditures. He/she is responsible for maintaining all financial records for reimbursement2 and appropriations for the Rockford campus. In addition, he/she will coordinate with the Rockford P1 liaison to order food for each general body meeting and make sure that spending is within budget.
2 Of note, reimbursements will be provided to P4 students who wish to attend the ASHP
Midyear Clinical Meeting and were previously on the ICHP executive board in good standing (at the discretion of the president and treasurer) for at least 1 academic year. “Good standing” will be defined as adequate performance of his/her executive board duties and no more than 1 unexcused absence from an executive body meeting and 1 unexcused absence from a general body meeting per semester. The reimbursement amount will be $50 per year served on the executive board with a maximum of 3 years of reimbursement. If the P4 student qualifies for reimbursement, he/she must provide proof of registration and attendance to Midyear within two months of attending the meeting to receive funding.
Chicago ICHP Student Representative. The ICHP Student Representative shall serve as the student society liaison to the state society. The ICHP Student Representative is recommended to represent the student society as an exfacto member at the state (ICHP), local affiliate of the state society (NISHP), and update the board on the meetings. He/she shall maintain contact and communicate regularly with ICHP. The representative is responsible for procuring pharmacists for chapter projects such as the mentorship match and shadowing program. The ICHP Student Representative will set up a minimum of one networking event in the fall semester and will work with ICHP, IPhA and the IPhA student chapter to set up Legislative Day in the spring semester. He/She will also be responsible for the different projects and duties that are associated with Legislative Day.
A vacancy in any of the fore mentioned executive offices, except Chicago and Rockford President, shall be filled within two general body meetings by membership nomination and vote. The elected individual shall complete the designee's term of office. A vacancy of President shall be fulfilled by the PresidentElect. That PresidentElect will serve the vacant term, as well as the intended term.
In the event that the Immediate Past President of the Chicago or Rockford campus is unable to fulfill the requirements of the position of P4 liaison, the current respective President shall appoint, in consultation with the executive committee, another member of the P4 class from that campus. The P4 student preferably shall be a past ICHP executive board member, provided they are in good academic standing and have active membership.
In the event that a board member’s performance in his/her position questioned, any board member may address this with two additional board members. In this group of three, one must be a President. If deemed appropriate, the President shall inform the questioned board member of the noted concerns and he/she will be placed on a two-week probationary period. The board member’s performance shall be reassessed following this time by the Chicago or Rockford President. If deemed necessary by the Chicago or Rockford President, the board will decide whether that board member should continue his/her duties for the rest of his/her term.
The Faculty Advisor shall try to be present and participate at all meetings of the student society. The Faculty Advisor shall be appointed by the Executive Committee of the student society.
VI. Committees
The President, in consultation with the Executive Committee, shall appoint standing and special committees, as necessary, to carry out the programs and activities of the student society. Each standing or special committee shall consist of at least three members, including a chairperson. The VicePresident shall serve as an exofficio member of each standing or special committee, unless another Executive Committee member is designated to serve on the committee.
The student society will consist of Fundraising Chairs, Membership Chair, Professional Practice Chair, Mental Wellness Chair, HealthSystems Chair, Webmaster, P1 Liaison, and P4 Liaison which will be permanent committees of the student society.
Duties of the Chicago Campus Committee Chairs:
Fundraising Chairs. The Fundraising Chairs shall work together to raise money for the ICHP organizations through fundraisers (i.e. the USPDI sales and the ceutics kits sales). They shall work closely with the Treasurer.
Membership Chair. The Membership Chair shall encourage students to join ICHP, while describing the value of being an ICHP member. He/She shall be in charge of setting up the fall and spring membership drives and collecting membership forms and dues in Chicago (i.e. through using poster boards, pamphlets, giveaways, etc.). The membership chair shall follow up with members who need to renew their membership and with those who discontinue their membership. The Membership Chair shall actively maintain a roster of ICHP members and provide this list to the executive committee. He/She shall also communicate with ICHP state on a regular basis to ensure no discrepancies in the roster exist between the state and student chapter.
Professional Practice Chair. The Professional Practice Chair shall be in charge of the Clinical Skills Competition, Internship Showcase, P4 Roundtable, Residency Roundtable, CV Workshop, and other professional events.
HealthSystems Chair. The HealthSystems Chair shall be responsible for creating and promoting events that foster HealthSystems professional practice, such as ICHP Annual and ASHP week in the fall and Residency 101 in the spring. The HealthSystems Chair shall work in tandem with the P4 Liaison to promote ICHP Annual and ASHP Midyear to the P4 Class. The chair will also assist other board members in the following events: The P1 Liaison with hospital site visits, the Professional Practice Chair with P4 Roundtable and Residency Roundtable, and the Vice President with the Mentorship and Shadowing Program.
Mental Wellness Chair. The Mental Wellness Chair shall be in charge of advancing a professional development project, Mental Health Awareness, and assist in the promotion of public health and wellness events. The Mental Wellness Chair shall oversee all projects and activities within the health initiative and the chapter. The chairperson will work in tandem with the members and board to promote and acquire a minimum of two events per semester or four events per year.
Webmaster. The Webmaster shall be in charge of designing and maintaining the website and Google Calendar with chapter, regional, and national events. The Webmaster shall maintain the Blackboard website. This includes, but is not limited to, providing access to the website for ICHP members, requesting Blackboard capture for general body meetings, uploading documents as necessary, and properly labeling each Blackboard recording. The Webmaster shall submit chapter events to the Calendar of Events displayed on the ICHP State website.
P1 Liaison. The P1 Liaison shall organize hospital site visits for the organization and shall be the representative for the P1 class. He/She shall also provide support for various events, such as the Mentorship Program, Shadowing Program, and Residency 101 educational series, throughout the year. Elections for the P1 Liaison shall occur in the fall semester. The P1 Liaison will be in charge of the arrival and set up the food for each general body meeting. He/She will work closely with the Treasurer to order food for the meeting.
P4 Liaison. The P4 Liaison shall serve as a student advisor to the executive board and as a representative for the P4 class. He/She shall provide guidance and support to the executive board on an as needed basis. The P4 Liaison will assist the HealthSystems Chair in promoting events such as the ICHP Annual Meeting and ASHP Midyear to the P4 class.
Duties of the Rockford Campus Committee Chairs:
Professional Practice Chair. The Professional Practice Chair shall be in charge of the Clinical Skills Competition, Internship Showcase, P4 Roundtable, Residency Roundtable, CV Workshop, and other professional events.
Membership Chair. The Membership Chair is responsible for promoting the benefits of ICHP membership, recruiting new members, collecting membership forms/dues, and maintaining a membership roster for the Rockford campus. The Membership Chair is also responsible for additional chapter correspondence. He/She is in charge of public relations, including maintaining the bulletin board, poster board, and listserv and advertising meetings and events set by the student, state, and national chapter at the Rockford campus. The Membership Chair shall also create one networking event and organize the Mentorship Program and the Shadowing Program in the Fall. He/She records minutes for executive board meetings when the Secretary is unavailable.
Mental Wellness Chair. The Mental Wellness Chair shall be in charge of advancing a professional development project, Mental Health Awareness, and assist in the promotion of public health and wellness events. The Mental Wellness Chair shall oversee all projects and activities within the health initiative and the chapter. The chairperson will work in tandem with the members and board to promote and acquire a minimum of two events per semester or four events per year.
P1 Liaison. The P1 Liaison helps in organizing hospital visits for the organization and shall be the representative for the P1 class. He/She shall also provide support for various events, such as and the Mentorship Program, Shadowing Program, and the Residency 101 educational series, throughout the year. Elections for the P1 Liaison occur in the fall semester. The P1 liaison is in charge of the arrival and set up of the food for each general body meeting. He/She works closely with the Treasurers to order food for the meeting and attends all general and board meetings.
P4 Liaison. The P4 Liaison shall serve as a student advisor to the executive board and as a representative for the P4 class. He/She shall provide guidance and support to the executive board on an as needed basis. The P4 Liaison will assist the HealthSystems Chair in promoting events such as the ICHP Annual Meeting and ASHP Midyear to the P4 class.
VII. Election of Officers
All the officers of the student society shall be elected annually by secret ballot, requiring majority vote of the members present at the election during the spring semester of the academic year. To be deemed eligible for nomination and for voting privileges, one must be an ICHP member.
Chicago Campus: Nominations for all the officers shall occur at least 7 days prior to the elections and continue until all positions are filled. In the event that there are no nominees for an executive position, the nominations for that position will remain open until filled by election. Candidates must submit one platform for each position that they are interested in running for a week before the election takes place. Candidates may submit up to two platforms.
Rockford Campus: Nominations for all the officers shall occur at least 7 days prior to the elections and continue until all positions are filled. In the event that there are no nominees for the executive position, the nomination for that position will remain open until filled by election. Candidates must submit one platform for each position that they are interested in running for a week before the election takes place. Candidates may submit up to two platforms.
At the election meeting, each candidate shall give a speech and voting shall occur immediately thereafter. Voting by proxy is prohibited. Once elections have begun, the ballot has closed and only those who have submitted a platform for that respective position can run. When voting for the fundraising chairs (2), members must submit two of the candidates’ names. Elections will occur by a dropdown process, which will proceed in the order of the positions as determined by the PresidentElect. To hold office, a student shall be a member of the student society.
Newly elected officers shall be installed at the last general membership meeting of the academic year in which they have been elected. They shall serve for a term of one school year. When possible, two names shall be submitted to the members for each available elected position, in accordance with the Rules for Election of student society officers developed by the Executive Committee.
VIII. Dues
The student society member dues level will be determined in cooperation and consultation with the state society. Application for student society membership with the required dues shall be submitted to the Chicago or Rockford Membership Chair, who will give the membership forms to the treasurer. The Executive Committee shall determine the length of the membership year for which the dues paid are applicable
IX. Handling of Funds
Documents concerning funds shall be authorized and signed by the President, Vice President, and Treasurer.
All monies collected by the chapter must be deposited into ICHP’s Chicago Organization (COF) account.
X. Meetings
The following meetings shall be held:
The Chicago and Rockford Presidents shall conduct regular Executive Committee business meetings and general membership meetings twice a month during the academic year or as deemed necessary.
Upon notice, the Chicago and Rockford Presidents may call special meetings.
A general meeting of the student society can be called if three members of the student society submit to the Chicago or Rockford President a request for such a meeting with a proposed agenda at least seven days before such meeting is to be held.
All board members and committee chairs, aside from the P4 Liaison, must attend all general and board meetings. In an event a board member cannot attend a meeting – general or board – they must give the Chicago or Rockford President 24 hours notice or have a valid emergency or reason.
Members who are more than 20 minutes late will be considered absent. The Chicago Secretary and Rockford President shall maintain a record of the attendance executive board members for their respective campuses. Validity will be determined by 2/3 vote of the executive board. Board members may have 2 unexcused general body meetings and 1 unexcused executive board meeting each semester. They will then be placed on a 2-week probationary period. Following this time, the board will decide whether that board member should continue his/her duties for the rest of his/her term.
XI. Liaisons
In consultation with the Executive Committee, the President may appoint student member(s) as liaison(s) to other organizations with which an arrangement of this nature will be mutually beneficial.
XII. Affiliation
The student society of healthsystem pharmacy shall be an affiliate of the [State] Society of HealthSystem Pharmacists. The state society and student society shall meet annually to review the affiliation agreement between the two groups and conduct other business, as deemed necessary.
XIII. Amendments
These documents may be amended at any executive board meeting by a twothirds (2/3) vote of the board members present. Any proposed changes shall be presented by any student member(s) to any board member. The board member shall present any proposed changes to the Chicago or Rockford President in writing at least one week prior to a regularly scheduled executive board meeting. The Chicago and Rockford Presidents shall collaborate to schedule the amendment as an item of new business at the next regularly scheduled executive board meeting. To be approved, the amendments must be approved by 2/3 or greater of the executive board members. Once approved, it shall then be submitted to the entire active membership by ballot and shall be approved by a majority vote of them.
Addendums to the Bylaws
In order to approve changes (including the budget), there must be at least 2/3 of the executive board members supporting the vote. In the event that a board member is not present, he/she may proxy his/her vote to the president.
XIV. Parliamentary Authority
Arbitration if a situation arises that cannot be resolved between 2 parties; the 2 parties shall present the situation to a third party for arbitration. The third party shall first be a student member of the executive board. If the situation requires further arbitration, then the 2 parties involved shall seek the advice of the faculty advisor.
Robert's Rules of Order, latest revision, shall be the parliamentary authority with respect to all procedures not specified in the governing documents of the student society.
These bylaws shall be reviewed at least every two years by the membership of the society.
- Revised and Passed: April 16, 1996
- Revised and Passed: April 9, 1998
- Revised and Passed: Feb 15, 2000
- Revised and Passed: March 28, 2002
- Revised and Passed: 2004
- Revised and Passed: January 20, 2006
- Revised and Passed: April 23, 2008
- Revised and Passed: April 1, 2009
- Revised and Passed: November 12, 2009
- Revised and Passed: August 27, 2010.
- Revised and Passed: March 17, 2011
- Revised and Passed: April 3, 2012
- Revised and Passed: April 25, 2015
- Revised and Passed: March 30, 2016