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| A d v i s o r y Co m m i t t e e ~ L i s t S e r v ~ C P O ~ M e n t o r P r o g r a m ~ S i t e m a p | |||
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HEALTH SERVICES PROFESSIONAL ADVISORY COMMITTEE (HS-PAC) June 2006 VII. CHIEF PROFESSIONAL OFFICER (CPO) VIII. OPERATIONS AND PROCEDURES NAME
The Health Services Professional Advisory Committee shall be referred to as the HS-PAC.
PURPOSE
In accordance with the HS-PAC Charter, the HS-PAC was created by, and is to advise and serve the Surgeon General of
the
MEMBERSHIP
Sec. 1 Basic Eligibility Requirement
In accordance with the HS-PAC Charter members must be
full-time CC or CS personnel and, at the time they are nominated and appointed
to the HS-PAC, meet the eligibility requirements for initial appointment to the
HS category and personnel systems. Priority
may be given to HSO volunteers who have served on a PAC subcommittee. All CC personnel
must meet the Office of Force Readiness and Deployment (OFRD) basic readiness
standards at the time they are nominated and appointed to the HS-PAC and
throughout their term or service on the HS-PAC. Sec. 2 Staff From the Office of the Secretary (OS) and the Office of Public Health and Science (OPHS)
Staff from the OS and the OPHS may serve on the HS-PAC providing that they recuse themselves from voting on issues and decisions that may have the appearance of a conflict of interest with respect to their duty assignments.
Sec. 3 Size of the HS-PAC
The HS-PAC shall have no fewer than 15 and no more than 20 voting members. The goal is to rotate on and off approximately 6 COs each year.
Sec. 4 Organizational Representation
The HS-PAC will have the broadest representation possible among all agencies that are routinely staffed by Commissioned Corps Officers of the HS category. To facilitate this, representation selection will come from the professional disciplines that are divided into three categories: Health Administration and Health Education, Clinical, and Basic and Applied Sciences.
Sec. 5 Geographic Consideration The HS-PAC will have, as voting
members, at least two individuals whose regular duty station is geographically
removed by a minimum distance of 75 miles from the Sec. 6 Gender and Minority Representation
The HS-PAC will make a concerted effort to include both men and women and racial and ethnic minorities in the composition of its membership.
Sec. 7 Personnel System
The HS-PAC will make a concerted effort to include civil service personnel in the composition of its membership.
Sec. 8 Professional Seniority
In addition to the provisions of the Charter (See Section V (8)), the HS-PAC will have as a voting member a minimum of one individual who at the time of appointment to the HS-PAC has less than 5 years of professional experience.
Sec. 9 Professional Discipline Composition Cognizant of the fact that the
HS-PAC is structured around the PHS Commissioned Corps-defined professional
categories which encompass more than one major professional discipline, to the
extent possible, the HS-PAC should contain at least one voting member who
possesses the requisite credentials for each of the respective subcategories
that make up the HS category. To
facilitate selection of members from the various professional disciplines, the
HS category disciplines will be grouped into three HS-PAC subcategories: (1)
Clinical, (2) Health Administration and Health Education and (3) Basic and
Applied Sciences, based on commissioning degree. When a new discipline is added to the Health
Services category, it shall be assigned to the appropriate HS-PAC subcategory,
as determined by the HS-PAC. Sec. 10 Ex-officio Members (non-voting)
The Chief Professional Officer is an ex-officio member of the HS-PAC. (See Section IX (1) of the Charter). The JOAG Representative is an ex-officio member of the HS-PAC. The former Chairperson may serve 1 additional year as an ex-officio member of the HS-PAC (See Section VIII (4) of the Charter). The HS-PAC may identify other individuals and request that they serve as ex-officio members.
Sec. 11 Liaison Members (non-voting)
The HS-PAC may identify individuals to serve in a liaison capacity to assist with activities (e.g., staff/representatives from the OSG, OCCO, OCCFM and COA, and the Health Services discipline-specific Professional Advisory Groups (PAGs)) Sec. 12 Volunteer Members (non-voting) The HS-PAC welcomes individuals to serve in a volunteer capacity on HS-PAC subcommittees and workgroups and to assist with special projects and activities at the discretion of the HS-PAC Chairperson.
TERM OF APPOINTMENT
Sec. 1 HS-PAC members will be selected for a 3 year term. Terms will be staggered so that approximately one-third of the members’ terms will expire annually. Once a member has accumulated a lifetime total of 6 years of service on the HS-PAC, they are not eligible for reappointment. Terms of office may be served consecutively at the discretion of the HS-PAC.
Sec. 2 Alternates
Cognizant
of the demands of the member's primary work responsibilities and the HS-PAC’s
need to conduct business, the HS-PAC has the option of establishing procedures
to allow each voting member to appoint, and inform the Chairperson of, a single
individual from the same OPDIV or professional discipline who can serve as
his/her alternate. Such alternates shall
have voting privileges when serving in the place of the primary member. It is the responsibility of the primary HS-PAC
member to keep the alternate fully informed and knowledgeable of the HS-PAC's
activities. Any OPDIV clearance or
approval requirements for travel/per will have to be handled within the OPDIV
by the primary HS-PAC member.
Additionally, alternates must meet all OFRD basic readiness standards at
the time they are nominated and appointed to the HS-PAC, and maintain readiness
standards throughout their term or service on the HS-PAC.
Sec. 3 Attendance
Members are expected to attend either in person, by telephone or by videoconference a majority of PAC meetings, including the COA Annual Meeting, and to attend at least one of those meetings in person. Members are expected to have their alternate attend any meeting where they cannot be present. Any member of the HS-PAC who misses more than 50% of meetings without just cause can, at the discretion of the HS-PAC Chairperson and in consultation with the CPO, be asked to voluntarily resign from the HS-PAC; or the HS-PAC Chair, in consultation with the CPO, can initiate a request to the Surgeon General to terminate said membership and so inform the STAFFDIV and OPDIV Head.
NOMINATION PROCESS
Sec. 1 Annually, the HS-PAC will solicit, through newsletters and other appropriate means, nominations for vacancies on the HS-PAC from all individuals whose professional disciplines are represented within the Health Services category. Self-nominations are acceptable and will be solicited. The names will be transmitted by the CPO to the nominee’s respective OPDIV/STAFFDIV Head who may endorse the nominee(s) or provide alternate or additional nominations meeting the general representation requirements demonstrated by the original nominees. The OPDIV/STAFFDIV Head’s response will be reviewed by the HS-PAC and CPO who will identify, by name, those highly qualified to fill anticipated vacancies. A final list of nominees will be sent by the CPO to the Surgeon General for selection and approval.
Sec. 2 This nomination process shall be conducted so that the final nomination package is available for the Surgeon General's consideration no less than 60 calendar days prior to the expiration of the regular term of the member.
Sec. 3 Should the need arise to fill an unexpired term, the vacancy shall be filled through the annual nomination process.
DUTIES OF OFFICERS
Sec. 1 Chairperson
a.
The
Chairperson is responsible for leading the HS-PAC in fulfilling its mission.
The Chairperson’s duties and responsibilities include, but are not limited to:
presiding at the meetings of the HS-PAC and working with the Executive
Secretary to coordinate the meeting agenda and agenda topics; being an ex-officio
member of all subcommittees; monitoring all subcommittees functions and being instrumental
in appointing members to subcommittees; attending Chief Professional
Officer/Professional Advisory Committee Chair meetings; meeting with OSG and
OPHS staff as needed to discuss issues related to the HS category; guiding
efforts to influence policy development affecting Health Services personnel
including utilization, training, recruitment, orientation, compensation,
professionalism, and award recognition; providing advice and consultation to
the Chief HSO on matters related to professional activities and personnel
issues affecting health services professionals; establishing and maintaining
close relationships with representatives from other PACs and consulting with
those organizations as necessary to ensure the attainment of PHS objectives;
representing the HS-PAC at health services functions at the annual PHS
Professional Association meeting; orienting new HS-PAC members; writing
appointment letters recognizing newly appointed PAG chairpersons; having custody
of the HS-PAC Charter and By-Laws and all other records and documents of the
HS-PAC; maintaining the HS-PAC membership list comprised of mailing addresses,
telephone numbers, facsimile numbers and E-Mail addresses; maintaining formal
copies of the HS-PAC meeting minutes; and coordinating speakers and agenda for
the HS-PAC meetings. When representing the HSPAC, the Chairperson will act in
the best interest of the HS-PAC. The
Chairperson will be elected by the voting membership of the HS-PAC.
b. Term of the Chairperson: The Chairperson will serve a 1-year term.
c. Term of Appointment: If the term of the Chairperson coincides with the expiration of that individual’s membership on the HS-PAC, the Chair may serve 1 additional year as an ex-officio member of the HS-PAC provided the OPDIV head is informed and concurs with the extension, unless reappointed as a regular member per the provisions of Article (V). For example, a PAC member can be appointed and serve as Chair-Elect in his/her third year on the PAC and then serve a fourth year in an ex-officio status as Chair if not reappointed to a new 3 year term.
Sec. 2 Chairperson-Elect
a. The primary duty of the Chairperson-Elect is to acquaint him/herself with the ongoing business of the HS-PAC and the duties of the Chairperson to ensure a smooth transition when the Chairperson-Elect assumes the office of Chairperson. The Chairperson-Elect will assist the Chairperson in the execution of HS-PAC business as described in Section 1 of this Article. These duties include representing the Chairperson at the HS-PAC meetings or HS-PAC-related meetings in their absence and actively participating with the Chairperson in fulfilling the HS-PAC mission. The Chairperson-Elect will be elected by the voting membership of the HS-PAC, usually during the December PAC meeting.
b. Term of the Chairperson-Elect: The Chairperson-elect will serve a 1-year term before assuming the duties of the HS-PAC Chairperson.
c. Nomination: any first or second year member of the HS-PAC in good standing may be nominated for the position of Chairperson-Elect, consistent with Article V of these Bylaws.
Sec. 3 Succession
of Chairperson and Chairperson-Elect
a. Should it ever arise that the HS-PAC Chairperson is unable to fulfill his/her term, the Chairperson-Elect will fill the remainder of the Chairperson’s term, plus one additional term (the Chairperson-Elect’s originally scheduled term). A new Chairperson-Elect will then be nominated and selected per Article V of these Bylaws.
b. Should it ever arise that both the HS-PAC Chairperson and the Chairperson Elect are unable to fulfill their terms, and if both leave office before they can be replaced per Article V, then a special HS-PAC election is held and a new Chair Chair-Elect is nominated from and voted on by the general HS-PAC membership.
Sec. 4
Executive
Secretary
a.
The
Executive Secretary is responsible for the HS-PAC records and correspondence.
The Executive Secretary keeps an accurate record of the meetings and activities
of the HS-PAC and is responsible for recording the HS-PAC member attendance at
scheduled meetings. The Executive Secretary also assists the HS-PAC Chairperson
with orienting new HS-PAC members and officers in their duties and
responsibilities and other administrative duties. The HS-PAC Executive Secretary is a volunteer
position, and may be filled by an HSO who is a member of the HS category. If there are no volunteers, the HS-PAC Chair
may designate a recorder until such time that a permanent Executive Secretary
is named.
CHIEF PROFESSIONAL OFFICER (CPO)
Sec. 1 HS-PAC Membership: The Health Services Chief Professional Officer shall be a non-voting ex-officio member of the HS-PAC. The CPO is a 4-year appointment by order of the Surgeon General.
Sec. 2 Relationship with the HS-PAC: All output of the HS-PAC, be it correspondence, reports, minutes of its proceedings, or other, must be transmitted through the CPO who, as he/she may deem appropriate, may provide concurring or non-concurring comments but may not stop or unduly delay such transmittals.
OPERATIONS AND PROCEDURES
Sec. 1 The HS-PAC shall begin the term of its operational year each January. Any changes to this schedule should be reported to the OSG.
Sec. 2 Meetings will be held on the first Friday of every other month, starting in February for the calendar year. The time of the meeting is set by the HS-PAC Chairperson with agreement of the majority of the voting members.
Sec. 3 The meeting agenda and appropriate background material are to be made available to the members at a reasonable time, at least several business days and preferably one week, prior to the start of the HS-PAC meeting. The HS-PAC Chairperson is responsible for the dissemination of these materials to all HS-PAC members.
Sec. 4 An Executive Secretary must be physically present at all HS-PAC meetings. If the regularly appointed Executive Secretary is absent, the HS-PAC Chairperson will appoint a temporary recorder from the officers present. The Executive Secretary must be an HSO, but not necessarily a voting member of the HS-PAC.
Sec. 5 Minutes of each HS-PAC meeting will be drafted and disseminated to all members of the PAC for corrections or comments no later than 4 weeks after the meeting. Members have 2 weeks to respond. HS-PAC meeting minutes are then formally adopted by vote at the next HS-PAC meeting. The HS-PAC Chairperson is responsible for the above time allotments.
Sec. 6 The HS-PAC will maintain a permanent file of the official minutes and reports of the HS-PAC. PAC minutes should be published to the HSO website within two weeks after being formally approved by the general HS-PAC membership. The Communication Subcommittee Chairperson is responsible for obtaining the HSO minutes from the HS-PAC Chairperson and posting the HSO minutes and any reports on the HS-PAC website.
Sec. 7 A quorum will consist of at least 50 percent attendance, either in person or by telephone or videoconference, of the HS-PAC’s voting membership. An alternate attending in lieu of the member shall be counted in determining the quorum requirement.
Sec. 8 Where voting is required or appropriate, i.e., election of the Chairperson, action will be determined by a simple majority of those voting members present, either in person or by telephone or videconference.
SUBCOMMITTEES
Sec. 1 Where the HS-PAC elects to establish standing or ad-hoc subcommittees or workgroups, said membership may include non–HS-PAC members provided that the chairperson of each standing subcommittee is a voting member of the HS-PAC. Under extenuating circumstances, the PAC Chair has the authority to waive this requirement. The chairperson of any ad-hoc subcommittee or workgroup does not need to be a member of the HS-PAC.
Sec. 2 The following is a list of the standing HS-PAC subcommittees; additions or deletions to this list must follow standard HS-PAC guidelines including ratification by a simple majority: Recruitment and Retention, Awards, Readiness, Education and Career, Communication, Policy, Membership, and Mentoring.
Sec. 3 All HS-PAC Subcommittee chairpersons shall be appointed by the HS-PAC Chairperson on an as needed basis. HS-PAC Subcommittee chairpersons are required to deliver both an electronic version and verbal Subcommittee Status Report at each HS-PAC meeting. Duties of each of the HS-PAC Subcommittee are found in the below sections.
Sec. 4 Recruitment and Retention Subcommittee – committee charge: a. Monitor, administer, and critique the Associate Recruiter Program for the HSO category. b. Attend monthly teleconference with the National Associate Recruiter Program Coordinator. c. Monitor, administer and update the Health Services Applicant Placement Program. d. Review all recruitment booth funding requests for the HSO category e. Maintain the HSO Resource Directory. f. Draft surveys and other data collection documents and compile reports on any HSO-specific surveys or general recruitment or retention topics.
a. Administer (announce, process applications, and recommend winners) the CAPT Stanley J. Kissel (Senior Officers), the CAPT Joseph Garcia Jr. (Junior Officers), and the HSO Responder of the Year awards, and other awards as determined by the HSPAC. b. Promote utilization of existing Civil Service and Commissioned Corps awards programs within agencies and programs. c. Promote utilization of external awards programs such as the AMSUS awards. d. Assist the HSPAC Chairperson in any write-ups, reviews, or plaques for HSO awardees. e. Assist the CPO as requested in reviewing award nominations for external awards (i.e., the AMSUS MSC Awards).
Sec. 6 Readiness Subcommittee – committee charge: a. Serve as a source of information on HSO specialty training and deployment roles within the OFRD. b. Encourage participation of HSOs in OFRD activities including on-line training modules and other readiness training opportunities. c. Encourage the participation in OFRD health and fitness requirements. d. Maintain updates of OFRD critical readiness information, including the FAQ section, on the HSO Web site. e. Maintain efforts to assist Health Services Officers in meeting basic readiness qualifications.
Sec. 7 Education and Career Subcommittee – committee charge a. Assist with development of Health Services category billets. Assist with development of career tracks for Health Services officers.
Sec. 8 Communications Subcommittee – committee charge: a. Disseminate all HS-PAC and Category-related information. b. Maintain (post new documents, archive older documents, and keep all links up-to-date) the HSO website. c. Maintain the HSO ListServ (i.e., maintain an up-to-date list of all subscribers). d. Develop the content (graphics, text, pictures, statistics, etc.) for the HSO Display Booth at each the National COA Conference. Work with the HSO Category Day Representative to coordinate Display Booth logistics (transportation of Display Board and associated Category-related items along with booth registration and staffing).
Sec. 9 Policy Subcommittee – committee charge: a. Maintain an up-to-date HSO Charter and HS-PAC Bylaws. b. Act as a reviewing official for the HSO Resource Directory. c. Address and comment on all issues involving category policy standards, such as the Corps promotion process, category appointment standards, licensure certifications, etc. d. Annually address, revise, update, and recommend HSO policy-related issues as required by the OSG, CPO, or other Corps officials.
Sec. 10 Membership Subcommittee – committee charge: a. Annually solicit, screen, nominate, and process applications for voting members on the HS-PAC.
Sec. 11 Mentor Subcommittee – committee charge: a. Develop and disseminate aids that are designed to give new and junior officers the opportunity to receive career guidance. b. Pair up junior officers (mentees) with senior officers (mentors) in such a way as to maximize the effectiveness of the mentoring process. c. Maintain a database of paired officers. d. Provide documentation annually for successful mentors for eOPF. e. Periodically report to the HS-PAC the numbers on new and existing active mentoring pairs. f. Seek and maintain a pool of senior officers willing to serve as mentors. g. Provide guidance and training to senior officers/mentors in order to make the mentee/mentor relationship more effective.
officers within the Health Services Category who have similar professional duties, fill similar billets, or who have specialized training and/or certifications to form a HSO Professional Advisory Group (PAG).
a. The purpose of HSO PAGs is to assist the PAC and the CPO in identifying and addressing discipline-specific issues and concerns, and to provide a mechanism to convey this information via the CPO to the Surgeon General. b. Professional Advisory Groups operate within the HS-PAC in an ex-officio status. PAG membership is open to any HSO or CS as per each PAG’s bylaws. c. Each PAG operates under the auspices of its own bylaws which are drafted and submitted by members of any perspective PAG to the HS-PAC for approval.
RULES OF ORDER
The general procedure of meetings of the HS-PAC shall follow the “Roberts Rules of Order, Newly Revised” on parliamentary procedure, insofar as they do not conflict with any provisions of the HS-PAC Charter and these Bylaws.
AMENDMENTS
These Bylaws may be amended verbally at any meeting of the HS-PAC, at the discretion of the HS-PAC Chairperson, with the unanimous consent of the members present. Otherwise, such amendment(s) must be proposed in writing by a member at the meeting immediately preceding that at which the amendment is to be voted. The HS-PAC Policy Subcommittee will amend the Bylaws and will distribute copies to all HS-PAC members and request the Communications Subcommittee post them to the HSO website.
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