Ethiopian Public Health Association Members Registration and Chapters Guideline ideline

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Ethiopian Public Health

Association

Guidelines for EPHA Members

Registration & Chapters

October 2014

Addis Ababa

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Table of Content

Acknowledgement …………………………………..………..5

Members Registration Guideline

1 Introduction ………………………………………… 7

2 Objective ……………………………………..……… 8

3 Limit of Execution …………………………….……… 8

4 Executive and Participatory Bodies………….…….. 8

5 Definitions and Acronyms ……………….………….. 9

6 Details of the Guideline ………………….………….. 10

6.1 General ………………………….…..…..……….. 10

6.2 Members Registration ………….………………. 10

6.3 Membership Fee ………………………..……….. 13

6.4 Membership Verification Document …….…… 14

6.5 Responsible Bodies to Handle Members

Registration Process ………………………………….

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7 Documents to be filed by the MAND ………….…… 15

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Chapters’ Guideline 1. Introduction …………………….…………………… 18

2. Rationale for Developing Chapters’ Guideline….. 19

3. Vision, Mission, Values ……………….……………… 20

4. Goals of Chapters …………………………………..… 21

5. Establishment of Chapters ……………………….. 21

6. Duties and Responsibilities of EPHA Chapters …. 23

7. Main Chapter ……………………………………….. 24

8. Sub Chapter ………………………………………….. 26

9. Organization of Chapters …………………………… 29

10. Powers and Duties of Officers …………………….. 31

10.1 Chairperson …………………………………… 31

10.2 V/Chairperson ……………………………………… 33

10.3 Secretary ………………………………………..… 34

104. The Treasurer …………………….……………. 35

11. Officers Election ………………………………………. 35

12. Chapters Management ……………………….…… 36

13. Filling Vacant Posts and Removal of Officers …… 38

14. Membership …………………………………………… 40

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15. EPHA’s Contribution to Chapters ………………..… 41

16. Chapter Meetings …………………….……………… 42

17. Financial Management …………………………….. 42

18. Amendments ………………………………………….. 43

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Acknowledgement

The Ethiopian Public Health Association (EPHA) would like to

extend its gratitude to Centers for Disease Control and Prevention

(CDC) strengthening EPHA members/Chapters for the technical and

financial support associated with the execution of the preconference

session on the eve of EPHA 25th Silver Jubilee Anniversary and

printing of these guidelines. It also thanks all participants of EPHA

Chapters representatives of the preconference session for their

valuable contribution.

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Members Registration

Guideline

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1. Introduction

The Ethiopian Public Health Association (EPHA) was

established in 1989 with the objective of contributing to the

attainment of an optimal standard of health care to the people

of Ethiopia. EPHA is a non-for-profit, voluntary and multi-

disciplinary professional association that works to promote

the rights and privileges as well as professional standards of

its members. The Association is committed to improve the

health status and living standards of the people of Ethiopia

through its dedicated services, active involvement of its

members and strong collaboration with stakeholders.

Over the last 25 years of its endeavors, the number of

EPHA’s members has increased significantly and so have the

number of its staff and amount of its annual budget. The

Association is reputed and recognized for the well-organized

services that it has been providing through its members

locally and abroad.

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EPHA’s new members’ registration manual has been prepared

upon the decision of the general assembly passed during the

24th Annual Conference held from January 25-26/2013. The new

members’ registration manual is developed by modifying the

exiting one to better facilitate the registration process and

associated services.

2. Objective

The objective of this manual is to effectively manage the

registration process of new members of the Association in a

quick and transparent manner and in line with EPHA’s

Memorandum of Association.

3. Limits of Execution

This manual shall be applicable to the Head Office of EPHA

and its Brach offices (Chapters).

4. Executive and Participatory Bodies

The Members Affairs and Networking Department shall be the

main executive body of this manual. Chapters and other

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responsible bodies situated in the administrative apparatus of

the Association shall be playing their respective roles as

appropriate.

5. Definitions and Acronyms

5.1 Member: The members of EPHA shall be those individuals

and institutions, who were registered in various

membership categories before February 2013 in

accordance with articles 7, 8, 9 and 10 of the

Memorandum of Association.

5.2 Any word or explanation addressing men in this document

shall be equally applicable to women.

5.3 Branch Office (Chapters): refers to additional offices

established upon the approval of the General Assembly

whenever the need arises.

5.4 EPHA: Ethiopian Public Health Association.

5.5 MAND: Members Affairs and Networking Department.

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6. Details of the Guideline

6.1 General

Members of the Association are organized in the following

four categories

A. Regular members

B. Associate members

C. Life time members

D. Honorary members

6.2 Members Registration

6.2.1 Any individual or institution interested to be

registered as member of the Association shall fill

out and submit MAND 0101 and MAND 0102 forms

to EPHA as a prerequisite.

6.2.2 Individuals interested to be registered as regular

members of the Association are required to fill out

the necessary forms and submit the following

documents:

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A. Identity card, or passport or driving license or

other evidence that verifies the applicant is an

Ethiopian;

B. Certificate of first degree in Public Health or

certificate of work experience that verifies the

applicant is engaged in health related jobs. This

is important specially if the educational

background of the applicant is different from

public health.

6.2.3 Individuals interested to be registered as an

associate member of the Association are required

to submit the following documents as per article 8

of the Memorandum of Association.

A. Undergraduate Students: identification card

that verifies his/her studentship or any other

supporting document. (If the individual is a post

graduate/ masters program student, he/she can be

regular member).

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B. Other individuals: Individuals who are

graduates of first degree in public health course or

any other field of study, but are not engaged in

health related businesses can be associate

members.

C. Institutions/ organizations: Written request of

membership shall be submitted to EPHA via mail,

fax or email.

6.2.4 Any member who is interested to be registered as a

life time member of the Association can do so upon

effecting a ten year regular membership fee at a

time. Such move shall entitle to a life time

membership status according to article 9 of the

Memorandum of Association.

6.2.5 Whenever an honorary member (be it an individual

or institution) is nominated as per article 10 of the

Memorandum of Association, a written explanation

and evidence justifying the contribution of the

nominee to public health in Ethiopia shall be

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presented to the Executive Director. Having verified

the completeness of the request, the Executive

Director shall pass the request along with the

supporting documents to the Executive Board of

EPHA for decision.

6.3 Membership Fee

6.3.1 Membership fee is categorized as follows:

A. Regular members - Birr 150 annually

B. Lifetime members - Birr 1500 at a onetime payment

C. Associate members (individuals) - Birr 150 annually

D. Associate members (students) - Birr 50 annually

E. Associate members (Institutions)- Birr 1000 annually

F. Associate members (international organizations) –

USD 300 annually

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6.4 Membership Verification Document

6.4.1 A membership identification card bearing an

identification number and legal stamp of the

organization shall be issued to regular and

associate members of the Association. This ID

card is renewable every year.

6.4.2 A Special ID card bearing a life time membership

identification number and legal stamp of the

organization shall be issued to lifetime members

of the Association.

6.4.3 A renewable certificate shall be provided to

associate institutional members every year.

6.4.4 A non-renewable certificate shall be provided to

honorary individual and institution members of the

Association.

6.4.5 Regular and life time members of the Association,

who lost their ID and request EPHA for a

substitution shall be charged 30 and 70 Birr for the

service respectively.

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6.4.6 Members who request for a proof of letter that

verifies their membership with EPHA shall submit

a written application to the Members Affairs and

Networking Department. The Department shall

issue the letter upon checking whether the

applicant is member of the Association at least for

one year since registered and fulfils what is

expected of him/her including the membership

fee.

6.5 Responsible Bodies to Handle Members

Registration Process

6.5.1 Members registration process shall be handled

either by Members Affairs and Networking staff or

focal persons delegated in chapter offices.

6.5.1 Personal information and address details provided

by members shall be kept safe and confidential in

the membership database of EPHA.

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6.5.2 Members should regularly update their

membership data online using the following

website: www.ephamembers.com.

7. Documents to be filed by the MAND

7.1 Members’ registration document;

7.2 Documents (short CVs) of members’ (Educational

qualification and work experience)

8 . Forms

8.1 Membership Application Form - F0101

8.2 Institutional Membership Application Form - F0102

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Chapters' Guideline

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1. Introduction

Established in 1989, the Ethiopian Public Health Association

(EPHA) has continued to be one of the leading professional

associations in Ethiopia with over a total of five thousand ever

registered members. EPHA is formed with the vision to

contribute towards the attainment of an optimal standard of

health care for the people of Ethiopia. EPHA promotes better

health services for the people of Ethiopia and maintains

professional standards through advocacy, active community

engagement, a dedicated involvement of its members and

networking. Its members belong to varying professional

backgrounds and level of qualification, and distributed across

the country serving in private, government and non-

government organizations. The Association has strong and

cemented partnership with governmental and

nongovernmental organizations as well as renowned

universities within Ethiopia and abroad. Besides, the

Association has proven track records and resounding

experience in implementing projects and strengthening

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professionals’ skill and the capacity of its members through

annual conferences, continuing education, and sponsorship of

members to participate in international conferences,

development of curricula, guidelines and research

undertakings. EPHA closely works together with sister

professional associations, participates at pertinent national and

international fora as an advocate of public health, and provides

evidence based input in the process of national health policy

development endeavors. On top of these, it has been actively

engaged in advocacy activities focusing on a variety of timely

public health agenda, which contribute in improving the

performance of the nation's health sector and the profession of

its members. EPHA also produces and distributes several

scientific publications and conducts short, medium and long-

term trainings and annual seminars.

2. Rationale for Developing Chapters' Guideline

EPHA chapters are long arms of the organization to reach the

public health community distributed across the country.

However, absence of a clear guideline/procedure about duties,

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responsibilities, authority, establishment, structure, and

management of chapters has set a formidable challenge in

their efficiency and accountability.

Hence, this guideline is developed with the objective of

properly administering EPHA chapters and thereby enable the

Association to make SMART decisions when it intends to

establish new chapters and lay down structure. The guideline

also defines the duties/ responsibilities and authorities of

chapter offices’ staff, level of authority delegated to chapters

and scope of their work.

3. Vision, Mission, Values

3.1 Vision

EPHA envisions the attainment of the highest possible

standards of health care for all Ethiopians.

3.2 Mission

The mission is to promote better health services for the

public and maintain professional standards through

advocacy, active involvement and networking.

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3.3 Values

EPHA is committed to improve the health and wellbeing

of all Ethiopians through the dedicated and active

involvement of its members in collaboration with all

stakeholders. It also stands for the professional

development of its members without prejudice to their

professional background, gender, religious or ethnic

affiliations.

4. Goals of Chapters

The Chapters of EPHA are established with a view to

enhancing public health conditions in their respective locality,

and thereby improve the health status of every citizen in

conformity with the essential objective of the Association

through joint efforts with partners working for the same end

goal.

5. Establishment of Chapters

EPHA chapters shall be established in the form of either Main

Chapter or Sub Chapter.

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5.1 Main Chapter

Subject to the approval of the Executive Board, a main

chapter of EPHA may be established on the basis of the

following criteria:

5.1.1 The office location shall be identified in one of the

main towns of the regional

administrative area where most members make

their living,

5.1.2 Consent shall be solicited from the health bureau

or higher education institute to

host the EPHA chapter office, and

5.1.3 The number of members in the region is expected

to be greater than three hundred.

5.2. Sub Chapters

Subject to the approval of the Executive Board, a sub

chapter of EPHA may be established on the basis of the

following criteria:

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5.2.1 The office should be located in one of the

regional towns outside Addis Ababa,

5.2.2 Consent should be obtained from the health

bureau or higher education institute such as

colleges and universities to host the EPHA

chapter office, and

5.2.3 Number of members in the town under

consideration is expected to be greater than one

hundred.

6. Duties and Responsibilities of EPHA Chapters

Chapters are expected to perform the following activities:

6.1 Encourage and recruit new health professionals to be

members of the Association;

6.2 Collect annual membership fee from members residing

in their respective areas;

6.3 Distribute scientific journals, periodical newsletters and

bulletins to members, educational institutions, health

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service centers and other stakeholders operating in

their respective regions;

6.4 Recruit new organizations to be institutional members of

EPHA;

6.5 Promote the mission and goals of the Association and

implement activities leading towards this end;

6.6 Organize seminars and workshops of public health

significance in their respective regions;

6.7 Organize and document their accomplishments and

achievements using print and electronic media; and

6.8 Encourage members of their respective region to

undertake operational researches on major public

health concerns of the time.

7. Main Chapters

The main chapters of EPHA shall have the following duties

and responsibilities:

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7.1 Participate in the planning, monitoring and evaluation

of activities progress and performance at the main

chapter level;

7.2 Encourage and recruit new health professionals to be

members of the Association;

7.3 Collect annual membership fee from members residing in

their respective regions;

7.4 Design and implement capacity building projects that

benefit members of their respective regions;

7.5 Distribute scientific journals, periodic newsletters and

bulletins to members, educational institutions, health

service centers and other stakeholders in their

respective regions;

7.6 Encourage and recruit health sector organizations to be

institutional members of EPHA;

7.7 Promote the mission and goals of the Association to the

public and mobilize members to take active role towards

this end;

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7.8 Actively collaborate with government and nongovernment

stakeholders and sister associations engaged in public

health activities in their respective regions;

7.9 Organize conferences that deliberate on major public

health concerns of the region and the country at large;

7.10 Design and implement income generating activities in

order to support the chapter’s budget demand;

7.11 Coordinate and follow up activities of sub chapters in

their respective regions when the need arises;

7.12 Organize and document the accomplishments and

achievements of their office using print and electronic

tools of media;

7.13 Establish formal business communication with the

headquarters of EPHA through quarterly and annual

report.

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8. Sub Chapters

Sub chapters of EPHA shall have the following duties and

responsibilities:

8.1 Participate in the planning, monitoring and evaluation of

activities progress and performance at sub chapter

level;

8.2 Encourage and recruit new health professionals to be

members of the Association;

8.3 Collect annual membership fee from members residing

in their respective regions;

8.4 Distribute scientific journals, periodic newsletters and

bulletins to members, educational institutions, health

service centers and other stakeholders in their

respective areas;

8.5 Encourage and recruit health sector organizations

operating within their administrative area to be

institutional members of EPHA;

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8.6 Promote the mission and goals of the Aassociation to

the public and mobilize members to take active role

towards this end;

8.7 Actively collaborate with government and nongovernment

stakeholders engaged in public health activities within

the area where the sub chapter is operating;

8.8 Organize and document their accomplishments and

achievements using print and electronic media; and;

8.9 Establish formal business communication with the main

regional chapter through a quarterly and annual report.

8.10 Structure of EPHA

EPHA has a General Assembly, Advisory Council,

Executive Board, a Secretariat and chapters. The

secretariat consists of the office of the Executive Director

(ED); Deputy ED and four departments. The Secretariat

has a management committee chaired by the ED,

Communication and Information Unit, Planning,

Monitoring and Evaluation Unit and lawyer under ED.

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EPHA has 11 Main Chapters and 13 Sub-chapters, totally

24 chapters located in all the Regions and Administrative

cities of the country. The chapters are based in

government Universities and Regional Health Bureaus,

where public health professionals are available in a

relatively large numbers.

9. Organization of Chapters

9.1 A Chapter of EPHA is possibly established in a given

region in Ethiopia with the aim of facilitating fast

interaction and communication among health

professionals and promoting the mission of the

Association. Zonal and Woreda level sub chapters

are likely to be launched under the regional chapters.

9.2 A Chapter of EPHA shall be managed by a committee

member who voluntarily accepts the appointment

delegated to him/her to serve the specified EPHA

Chapter. The nomination / election / selection of the

Committee shall be based on the consent of the

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majority of the members present in the chapter

meeting and its term shall be of two years and can

also be re-elected once again for another two years

office term.

9.3 The Committee of a Chapter shall consist of not less

than five (5) active members of EPHA, who are

working or residing in the specified geographical

area.

9.4 The Committee meets and reselects members with at

least the following bearers:

One person is designated to the most senior

position as a Focal Person or Chairperson;

One person responsible for the administrative

duties is appointed as a Secretary;

One person responsible for the financial duties

is appointed as a Treasurer.

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10. Powers and Duties of Officers

The officers of EPHA's Chapter shall consist of a focal

person, a Secretary and a Treasurer.

10.1 Chairperson

10.1.1 Promotes EPHA among the public and recruit

new members;

10.1.2 Works with Chapter members and officers to

develop annual work plan, including the

annual budget;

10.1.3 Manages, coordinates and delegates daily

operations of the chapter;

10.1.4 Calls extra-orinary meetings as appropriate;

10.1.5 Appoints chapter members to committees,

10.1.6 Oversees the Chapter's operations and

ensures the proper execution of essential

tasks;

10.1.7 Serves as coordinator of the chapter;

10.1.8 Serves as a primary contact person of the

chapter with EPHA;

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10.1.9 Acts as the spokesperson for the Chapter;

10.1.10 Maintains active and smooth

communications with other regional

chapters;

10.1.11 Responsible for catering during Chapter

meetings and events;

10.1.12 Promotes and announces activities and

events of the chapter;

10.1.13 Closely works along with officers and

members in assessing financial needs of

the chapter;

10.1.14 Expected to be familiar with important and

major operations of EPHA;

10.1.15 Maintains closer communication with all

members within its designated area on a

regular basis;

10.1.16 Prepares a proposed schedule of events of

the EPHA Chapter for the year in which

he/she plays a presiding role;

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10.1.17 Disseminates every pertinent information

received from the EPHA head office, in

Addis Ababa to committee officers and

members under their close supervision;

10.1.18 Encourages members participation in

resource mobilization and fundraising

endeavors;

10.1.19 Develops professionally oriented Chapter

programs such as leadership/skill- based

capacity building workshops, innovative

careers in public health;

10.1.20 Responsible for preparing and submitting

the annual performance report of the

chapter.

10.2 V/Chairperson

The vice chairperson is expected:

10.2.1 To be familiar with all operations of EPHA at

Main and sub chapter levels;

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10.2.2 To serve as an advisor to the Chairperson;

10.2.3 To assume the duties of the Chairperson in

his/her absence due to impeachment,

resignation or other cause; and

10.2.4 To assist the Chairperson in the performance

of his/her duties at all times.

10.3 Secretary

10.3.1 Attends all Chapter meetings;

10.3.2 Notifies members about the upcoming

meetings;

10.3.3 Documents and reports all business meetings;

10.3.4 Records minutes of meetings for the Chapter;

10.3.5 Maintains a written record of all events

convened by the Chapter;

10.3.6 Registers and files members application form

in the membership database;

10.3.7 Assists the Chairperson especially in

coordinating activities of the chapter;

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10.3.8 Takes the chairmanship role and facilitates

activities accordingly whenever the

chairperson is absent from his/her duty.

10.4 The Treasurer

10.4.1 Keeps the Chapter’s financial records;

10.4.2 Reports financial information to the head

office of EPHA;

10.4.3 Prepares operating budgets and monitors

the spending patterns against the objective;

10.4.4 Manages membership records in electronic

and hard copy; and

10.4.5 Pays bills for the chapter.

11. Officers Election

Officers election shall be planned and executed in

accordance with the following criteria.

To be elected as a chapter officer an individual should:

11.1 be an active member of EPHA;

11.2 possess at least first degree in health care;

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11.3 be qualified in having leadership quality; and

11.4 work either in Regional Health Bureaus or Public Health

Universities/Colleges.

12. Chapters Management

12.1 The immediate past office bearers (Chairperson,

V/Chairperson, Secretary and Treasurer) shall be

appointed as an advisory role to provide continuity

and guidance.

12.2 Chapters are encouraged to inform the Association

their forthcoming activities to be promoted through

the Association's corporate website and published in

its Newsletter. Chapters are also required to send

annual reports of their respective activities to the

Association.

12.3 Chapters may have their own website (linked to the

corporate Website) and they may also create a

page where they can exchange public health

information and strengthen their networking and

interaction amongst Chapters.

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12.4 Each chapter should have a permanent group e-

mail and list of contact addresses that will be shared

to Focal Persons. For example, Bahir-Dar Regional

Chapter may have an e-mail address of

[email protected]. If the Focal Person

resigns or his/her terms of office terminated, his/her

successor will easily access all emails sent through

the above e-mail address to the chapter and hence

can be used as a source documentation. This helps

to ensure continuity of activities. Personal e-mail

addresses have been found to be creating problems

when office bearers change for various reasons.

12.5 One of the Committee members is assigned to

continuously update the database of the regional

chapter and finally provides the updated database

to the head office of EPHA every year or whenever

requested.

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12.6 In three (3) months from the closing of the fiscal

year, the Chapter shall submit the following

documents to the head office:

- Annual activity report

- An updated database of the Chapter

13. Filling Vacant Posts and Removal of Officers

13.1 When the Chairperson resigns from his/her position,

the Secretary works replacing his/her responsibilities,

but this shall be effected upon receiving a written

letter from the Members Affairs and Networking

Coordinator at the head office.

13.2 Chapter officers shall be removed if he/she:

Willfully neglects his/her responsibilities;

Is found guilty of misusing Chapter properties;

and

Is over burned by his/her careers.

13.3 An officer shall not be removed from his or her office

unless his/her charges are discussed at a Committee

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meeting and grounds for removal shall be

established by a majority vote of the Committee.

13.4 An officer may be removed if he/she is frequently

absent from meetings during the calendar year. In

such a situation, the officer shall be issued a written

warning from the Committee. If the officer continues

being absent, he/she may be called to attend a

hearing in the subsequent Committee meeting. If the

Committee could not find adequate explanation for

his/her repeated absence, the Committee asks the

officer to resign.

13.5 Upon the removal of an officer from his/her position,

the Chairperson shall have the authority to appoint a

replacement with approval from the Committee. This

shall be applicable only if the removed officer is not

the Chairperson himself.

13.6 When an officer is removed from his /her office under

the above conditions, he/she shall not be allowed to

be a candidate for any office in the Chapter.

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14. Membership

14.1 Registration

14.1.1 Prospective members in the Association shall

be eligible for active membership upon

submission of the proper membership

enrollment form and payment of the dues set

by EPHA.;

14.1.2 Dues shall consist of regular, student and life

membership fees;

14.1.3 Dues shall be paid upon submission of a

membership enrollment form to the

Chairperson.

14.2 Receipts

14.2.1 Chairpersons/ Treasurers are responsible for

receiving registration receipts;

14.2.1 If a Chairperson/Treasurer has resigned,

he/she will provide the receipts to newly

elected Chairperson/Treasurer or Secretary;

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14.2.3 The registration fee collected from members

shall be transferred to EPHA bank account or

in person to the EPHA main office, Finance

Department.

15. EPHA's Contribution to Chapters

The Association believes that its strength lies in the vibrancy

of its chapters. EPHA envisions connecting and integrating

itself with Chapters so that it can facilitate its business

smoothly. To this effect, the Association shall:

15.1 Provide support upon request to carry out chapters'

activities based on their number of members, growth

and past activities. The exact amount of contribution

may vary from year-to-year and depending on the

availability of funds and shall be determined by the

Executive Board.

15.2 Honor outstanding and excellent performing Chapters

with Award and represent their Coordinators into the

Executive Board of EPHA.

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15.3 Consider any activity recommended by the Chapters to

strengthen their capacity and business activity upon

approval from the Executive Committee.

16. Chapter Meetings

16.1 Chapter committees shall meet twice a year;

16.2 The committees shall be notified the time and place of

the meeting at least one week in advance of time.

17. Financial Management

17.1 EPHA shall advance a certain amount of petty cash;

17.2 Request for replenishment should be forwarded after

utilizing 75% of the allocated budget;

17.3 The signatories shall be the chairperson and the

Secretary;

17.4 Chapters account shall be audited every three months

by their internal auditors and every six months by

EPHA Auditor;

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17.5 EPHA financial year shall begin on January 1 and ends

on December 31 Gregorian Calendar;

17.6 Chapters shall adhere to the financial management of

EPHA.

18 Amendments

This guideline may be amended/altered at any time based on

the following procedures:

18.1 Amendments of the Chapter guideline shall be submitted

in writing to the Members and Networking Department;

18.2 The proposed terms of amendment(s) shall be

announced by the Members and Networking Department

coordinator and shall be made available for the

Committee of EPHA;

18.3 The proposed terms of amendment(s) shall be

announced for the second time and voted on the

following subsequent general assembly meeting;

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18.4 The adopted amendment(s) shall be effected immediately

after approval by the designated body.