The MHA Program provides students with many opportunities for leadership that allow students to participate in a multitude of activities while contributing to the learning experience.
Nomination and Election Procedures
During Orientation for each 1st year class, the Program Director and Program Coordinator will assist with the selection of an ad hoc Nominating Committee. Past committees have asked the Program Coordinator to serve as Ex Officio of the committee. The Nominating Committee is responsible for determining nomination and election procedures for leadership positions for the Executive Committee, standing committees, representatives, and professional organizations. The procedures are implemented after being approved by the class. Past classes have chosen to submit nominations to the Program Coordinator, who then facilitates an initial online voting session and any necessary run-off voting sessions. Past classes have chosen to hold elections during the first two weeks of class. Election results must be finalized by October so that the names of class leaders can be submitted to the School of Allied Health’s Dean’s Office at that time. In the event that any elected individual resigns or goes on academic leave, the Nominating Committee reconvenes.
President (Executive Committee)
A lifetime class representative, the president is responsible for overseeing all class business, communication and cohesion. He/she will set the direction of class projects and events, establish accountability structures and ensure tasks are done on time. Of utmost importance is continual communication with classmates, the department and any external organizations. The president must be willing to lead by action, and must be able to handle conflicts an objective manner. As a representative of the class and department, professionalism is paramount. The foundation of all these activities is an uncompromising dedication to service on behalf of the class.
- Engage the class in goal setting and developing the class mission statement.
- Establish a class budget with the Executive Committee.
- Coordinate a class gift to the program with the class gift committee.
- Schedule and preside over class meetings on a regular basis - at least monthly.
- Serve as liaison between class and faculty as well as the first and second year classes.
- Encourage maximum participation from class in departmental and University functions.
- Represent the class and program at departmental and University functions, including recruitment events for the MHA Program.
- Deal with class conflicts in a professional and constructive manner.
- Assist faculty in organizing the class into groups for assignment completion, if requested.
- Send thank you letters to guest speakers or supporters on behalf of the class.
- Support the continuation of departmental traditions.
- Develop new traditions to build unity and support for the MHA program.
- Ensure that the entire class is engaged in the program, the class itself, and our profession.
Vice President (Executive Committee)
The vice president participates in class planning with the Executive Committee; assists the president in his/her duties; and fills in if the president is absent. The president and vice president must be in constant communication and keep the class goals before them.
- Represent the class and program at departmental and University functions, including recruitment events and other special events for the MHA Program.
- Plan Family Day. The 2nd year vice president is the lead; the 1st year vice president is the second-hand. The vice presidents may choose to establish an ad hoc committee of volunteers from the 1st and 2nd year classes to help plan and execute Family Day. Past classes have chosen to conduct Family Day at the Grant House and include a welcome by the Program Director, a keynote speaker, a display of student work, and a potluck lunch.
- Chair HESA. The 2nd year vice president is the chair; the 1st year vice president is the chair-elect. HESA is explained in detail in section 6.3 below.
Secretary (Executive Committee)
The secretary is responsible for communication and documentation regarding class business. He/she also participates in class planning with the Executive Committee.
- Reserve the appropriate rooms for class and Executive Committee meetings by contacting Pam Hayter (see section 4.5).
- Send an announcement to the class about the date, time, and location of class meetings; also send a reminder one day before and keep track of any member requesting an excused absence.
- Work with the president to create agendas for both the class and Executive Committee meetings. Create PowerPoint presentations for class meeting as needed.
- Record minutes during class and Executive Committee meetings. Within a week of each meeting, type the minutes and send to the President for approval; send the approved minutes to the class.
- Maintain a class file/notebook with all of the class and executive committee meeting agendas, minutes, and handouts.
- Maintain a calendar of class events.
Treasurer (Executive Committee)
The treasurer is the central figure in the preparation of a class budget for each of the four semesters. He/she also participates in class planning with the Executive Committee.
- Create a class budget. The 1st year class treasurer should use the 2nd year class’ budget as a guide. The budget should include the costs of traditional events, discussed in section 6.4.
- Determine how to finance the budget. After presenting the budget to the class for approval, the treasurer must determine how to finance the budget. Past classes have collected dues and supplemented the budget through fundraising activities such as bake sales or car washes. Establish and maintain a class checking account. Past classes have chosen to bank with First Market Bank or Wachovia. The account name should read “MHA Class of ____.” This account holds funds collected through dues or fundraising activities; it is separate from the Class Gift account.
- Work closely with other committees regarding finances to ensure they are sticking to the established budget.
- Reimburse classmates for expenses, as determined by the budget.
Parliamentarian (Executive Committee)
The parliamentarian participates in class planning with the Executive Committee. His/her primary responsibility is to assist the president in presiding over class meetings by implementing parliamentary procedures according to Robert’s Rules of Order. He/she should determine a list of parliamentary procedures to be utilized during class and Executive Committee meetings. The list should be presented to the class for approval. Like all parliamentary rules, the designated procedures should be designed to expedite business, to ensure order and fairness to all organizational members, and to help the organization to achieve its goals and objectives.
Past classes have chosen to use a loose version of parliamentary procedures. For example, the Class of 2010 uses the following procedure to make and act upon a motion:
- The President or other designated speaker presents an agenda item, then asks for discussion.
- The Parliamentarian records the names of the members who volunteer to participate in the discussion on the white board.
- The President acknowledges the volunteers in the order they are listed on the white board; all members are expected to remain quiet and respectful while others have the floor.
- A member makes a motion. (i.e. “I move that we accept/reject this project”)
- A member seconds the motion (i.e. “I second the motion”)
- The President restates the motion so its is clarified for all members, then asks for vote (i.e. “All in favor?”)
- The Parliamentarian and the President count the votes; a motion passes if it receives a majority vote from the members who are present.
Community Service Chair(s)
The community service chair(s) seek out and implement community service projects that the class is interested in. Past classes have participated in activities such as sponsoring an Angel Tree child, donating to blood drives, organizing parties or art projects at VCUHS Children’s Pavilion, and walking in or registering walkers for philanthropic walks. The Class of 2010 has chosen to participate in one activity per semester at the VCUHS Children’s Pavilion, an organization in the Richmond community, and an out-of-town event.
Fundraising/Class Gift Chair(s)
The Fundraising/Class Gift Chair(s) heads the Fundraising Committee and the Class Gift Committee. Past classes have chosen to elect two chairs, who can then delegate the responsibilities of the two committees between themselves and other committee members.
The purpose of the Fundraising Committee is to develop and implement projects to raise money to subsidize the class budget or other class activities. The chair(s) may choose to request volunteers to join the Fundraising Committee. Past classes have held bake sales in the lobby of MCV Hospital, car washes in the parking lots of local hospitals, or Chik-Fil-A fundraising dinners. Past classes have also received a small profit from donations obtained through the annual Alumni/ae Phone-a-thon (e.g. in Fiscal Year 07-08, the 1st and 2nd year classes combined received 15% of donations obtained through the phone campaign). The committee should communicate regularly with the Treasurer, and money raised through fundraising activities should be directed to the Treasurer to deposit to the class bank account.
The purpose of the Class Gift Committee is to develop ideas and goals for the gift and to identify and implement projects to raise money for the gift. The Class Gift idea must be approved by the class well in advance of its presentation to the department at the conclusion of the residency year. The President should be included on the Class Gift committee to help encourage participation in projects and to help ensure that the gift supports the mission, vision and values of the class. The Class Gift Committee should also communicate regularly with the Program Director. Past classes have left tangible gifts (e.g. a clock), endowed scholarships, and a professional conference travel fund. The committee chair(s) may choose to form an ad hoc Endowment Committee to develop guidelines for an endowed gift, if that is the option the class chooses. Money raised for the Class Gift should be directed to the class account at the MCV Foundation via the department’s Fiscal Administrator, Carroll George (see section 4.5).
The social chair(s) plans and coordinates social events including 1) recognition of birthdays (e.g. organizing a monthly birthday dinner), 2) informal social gatherings (e.g. bowling, Superbowl party, etc.), and 3) traditional social activities. Past classes have chosen to elect two social chairs; other classmates may volunteer to serve on the Social Committee as needed. Of course, any member of the class may organize an informal social gathering. Funding for traditional social activities usually comes from the class budget. Past classes have spent approximately $200 for each traditional party, with the exception of $400 for the Holiday Party. Some past classes have approved using class funds to purchase alcohol for these events, while others have chosen not to use class funds for this purpose. Meanwhile, funding for informal social gatherings is not funded by the class budget.
Traditional activities include:
- Welcome Party—sponsored by the 2nd year class to welcome the incoming 1st year class; held the Saturday before the first day of Fall classes
- Halloween Party— sponsored by the 1st year class; held Halloween weekend.
- Holiday Party—co-sponsored by the 1st and 2nd year classes; held the weekend before the last week of Fall classes
- Welcome Back Party—sponsored by the 2nd year class to welcome back the graduating 3rd year Class; held the Friday of the weekend following Spring Seminars
- Second Year Send-Off—sponsored by the 1st year class; held the weekend before final exams for Spring classes OR may be combined with the Welcome Back Party for 3rd Years.
Alumni/ae Relations Representative
He/She will act as a liaison between the class and the department’s Director of External Relations (see section 4.4). Specific obligations include coordinating student volunteers to: 1) call alumni/ae for the annual Alumni/ae Phone-a-thon held each fall, 2) write Alumni/ae Spotlight articles for the department’s website, and 3) man the department’s booth at ACHE Congress held each spring.
Building Use Representative
He/She will act as a liaison between the class and the department’s Building Use Committee Chair. Specific obligations include: 1) reporting issues of the building’s physical structure, utilities, or technology, 2) assisting faculty and guest speakers as they prepare to use computers and other devices (projectors, pointers, etc) for presentations, and 3) ensuring that the computer lab is stocked with printer paper and staples.
Dean’s Student Committee Representative
The Dean's Student Committee is a group of students from the nine Allied Health School departments that serve as the Dean's primary advisory group on matters requiring immediate feedback or on matters of a sensitive nature. The group has meetings as needed, depending on the issue and the type of feedback needed. The DSC member is automatically part of the School's Student Executive Board, which is comprised of the DSC members and class Presidents and which meets every other month to share information, solicit help for publicizing events, and plan student related socials, etc. The class DSC rep attends meetings of the Student Executive Board and the DSC. The rep reports back to the class regarding events or issues within the School of Allied Health. The rep is responsible for discussing any MHA concerns or events to the Student Executive Board and the DSC, including the School of Allied Health Fall Dance and requests for materials to be purchased with the Student Technology Fee. In the event that the rep cannot attend a meeting, the President should attend in his/her place.
He/She is responsible for documenting and compiling special moments and events. Specific obligations include: 1) collect or take photos of various class events (presentations, volunteer activities, social gatherings, etc.), 2) represent the class on the MCV yearbook staff, 3) prepare a compilation of photos and other memorabilia to distribute to the class before graduation (e.g. a hard-copy booklet or a digital scrapbook), and 4) working with the MHA Program Assistants to post some of the photos on the department’s website. The 1st and 2nd year historians should work together to coordinate their efforts for events that are not class-specific (e.g. ACHE Congress, Family Day, etc.).
Honor Council Representative
He/She attends any Honor Council meetings and special events. The Honor Council representative should be familiar with the language of the Honor Code and its applications. The rep should be able to educate and advise classmates when necessary. The representative should be prepared to serve on the MCV jury as needed to prosecute or defend honor council offenses.
Recreational Sports Representative
He/She is responsible for coordinating recreational sports activities for the class. Specific obligations include: 1) motivating classmates and forming teams to participate in one MCV Campus Intramural League per semester, 2) serving as the Captain for Intramural teams, and 3) organizing other recreational activities that the class is interested in (e.g. Frisbee golf, kickball, kayaking, camping, etc.). The 1st and 2nd year representatives should work together to plan activities.
He/She represents the class and the department in the MCV Campus Student Government Association, and will have opportunities to join campus-wide committees. Specific obligations include 1) attending SGA meetings and working at SGA events, 2) communicating about and encouraging participation in SGA activities and events (e.g. blood drives, dances, socials, etc.), 3) informing the class about SGA resources (e.g. funds for speakers) and 4) working with the Community Service Chair(s) to participate in the SGA’s annual project to donate holiday gifts to underprivileged children who attend CHAT (Church Hill Activities and Tutoring).
He/She is responsible for coordinating and executing MCV Campus tours, which are an integral part of the MHA Program’s student recruitment process. The 1st year Tour Director must 1) communicate regularly with the Director of Student Recruitment and the MHA Program Assistants to ensure that an adequate number of tour guides will be available for each event, and 2) prepare a tour guide schedule for each semester. The 2nd year Tour Director must 1) maintain the tour guide manual, and 2) provide training for the 1st year Tour Director and other tour guides. Both the 1st and 2nd year Tour Directors may be asked to serve on the student panel for recruitment or admissions events, as needed. Events include Admissions Interview Days (held monthly December – May), Information Seminars (held on the second Friday of October and November), Information Sessions (held monthly throughout the year), and other functions. Tour guides usually include the MHA Program Assistants, the MSHA Program Assistant, the 1st and 2nd year class Presidents and Vice Presidents, and other students as needed.
Healthcare Executive Student Association (HESA)
HESA is governed by the HESA board. The HESA board is chaired by the 2nd year Vice President; the 1st year Vice President serves as the chair-elect. The board members are representatives for each of the professional organizations from each class. Each class elects one student per professional organization to serve on the board. The exception is NAHSE, for which the representatives are not elected, but are chosen by the Program Director. The responsibilities of each organization's respective representatives are detailed below. To learn more about the organizations encompassed in HESA, see the Professional Partners section of this site.
Each class elects an ACHE student representative to the HESA board. The 1st year student is considered the representative-elect and the 2nd year student is considered the representative. Both students work together to serve as liaisons between students and ACHE and CVHEG, the local chapter of ACHE, by coordinating and supporting the involvement of students in ACHE and CVHEG.
Past ACHE student leaders have encouraged attendance at the annual ACHE Congress and bi-monthly CVHEG networking events, arranged site visits at out-of-town hospitals, and partnered with CVHEG to develop a Student Associate Shadowing Program. ACHE representatives are required to maintain active member status with ACHE, and to regularly communicate with the ACHE faculty advisor. Additionally, the 1st year student works with the Program Coordinator to facilitate student hosts for preceptors who attend Preceptor Days in the fall. The 2nd year student sits on the CVHEG board to represent Student Associate members.
Each class elects a MGMA student representative to the HESA board. The 1st year student is considered the representative-elect and the 2nd year student is considered the representative. Both students work together to serve as liaisons between students and MGMA by coordinating and supporting the involvement of students in MGMA and the exploration of medical practice management.
Past MGMA student leaders have coordinated speaker panels, site visits to physician practices and outpatient care centers, and attendance at the MGMA Annual Conference and other MGMA sponsored activities. The MGMA representatives are required to maintain active member status with MGMA, and to regularly communicate with the MGMA faculty advisor.
Each class elects a HIMSS student representative to the HESA board. The 1st year student is considered the representative-elect and the 2nd year student is considered the representative. Both students work together to serve as liaisons between students and HIMSS by coordinating and supporting the involvement of students in the Virginia chapter of HIMSS and the exploration of issues related to health care information technology (HIT).
Responsibilities include planning special events related to HIT and encouraging attendance at HIMSS sponsored events. The HIMSS representatives are required to maintain active member status with HIMSS at the National and Virginia-state level. They are also required to regularly communicate with the HIMSS faculty advisor.
NAHSE Representatives Each class has two representatives for NAHSE. The representatives are both 2nd year students who are chosen at the discretion of the Program Director. One member will serve on the HESA board. Both representatives work together to serve as liaisons between students and NAHSE by coordinating and supporting the involvement of students in NAHSE sponsored activities. They also represent the program at the annual NAHSE Fox Case Competition held each fall.