NOTE The Operations Manual is updated to include actions taken by the Board of Trustees (including Assembly actions) after every Board meeting. An updated version is provided on the APA website. OPERATIONS MANUAL OF THE BOARD OF TRUSTEES AND ASSEMBLY OF THE AMERICAN PSYCHIATRIC ASSOCIATION Updated July 2021 Includes Actions of the Board of Trustees and the Assembly through July 2021 The Operations Manual and periodic changes to it are approved by the Board of Trustees. The procedures in this manual supplement and implement APA’s governing documents – Bylaws and Articles of Incorporation. It is intended as a practical guide for administration and members to understand the processes of the APA in more detail. This Operations Manual was last approved by the Board of Trustees in July 2020. TABLE OF CONTENTS CHAPTER ONE: GOVERNANCE STRUCTURE ................................................................................................. 1 A. The Board of Trustees .................................................................................................................... 1 B. The Assembly and The District Branches ......................................................................................... 7 CHAPTER TWO: COMPONENT STRUCTURE OF THE ASSOCIATION .............................................................. 10 A. Standing Committees .................................................................................................................. 10 1. Committee on Bylaws .............................................................................................................. 10 2. Elections Committee ................................................................................................................ 10 3. Ethics Committee .................................................................................................................... 11 4. Finance and Budget ................................................................................................................. 11 5. Joint Reference Committee (JRC) .............................................................................................. 12 6. Membership Committee .......................................................................................................... 13 7. Nominating Committee ............................................................................................................ 14 8. Tellers Committee ................................................................................................................... 15 B. Councils and Their Components ................................................................................................... 15 1. Councils .................................................................................................................................. 15 2. Committees ............................................................................................................................ 17 3. Task Forces ............................................................................................................................. 18 4. Caucuses ................................................................................................................................. 18 5. Work Groups ........................................................................................................................... 19 6. Ad Hoc Work Groups ............................................................................................................... 19 7. Boards .................................................................................................................................... 19 CHAPTER THREE: APPOINTMENTS TO COMMITTEES, COUNCILS AND OTHER COMPONENTS ....................... 20 A. Component Membership ............................................................................................................. 20 1. Appointments ......................................................................................................................... 20 2. Recommendations for Appointments ........................................................................................ 20 3. Appointment Letters and Disclosure of Conflicts ........................................................................ 20 4. Approximate Appointment Timeline ......................................................................................... 20 5. Eligibility for Positions on Components ..................................................................................... 21 6. Disclosure of Interest and Affiliations Policy .............................................................................. 22 B. Component Operating Procedures ............................................................................................... 22 1. Records and Files ..................................................................................................................... 22 2. Reports of Components ........................................................................................................... 22 3. Procedures for Specific Documents and Reports ........................................................................ 22 4. Procedures for APA Conducted Studies and Projects .................................................................. 26 CHAPTER FOUR: THE ASSOCIATION'S FINANCES ....................................................................................... 28 1. Financial Organization and Governance Structure ......................................................................... 28 A. Organization ........................................................................................................................... 28 B. Governance ............................................................................................................................. 28 C. Financial Relationship between Affiliated Entities ...................................................................... 28 2. Financial Management ................................................................................................................ 29 A. Reporting ................................................................................................................................ 29 B. Fiscal Year ............................................................................................................................... 29 C. Budgets .................................................................................................................................. 29 D. Accounting .............................................................................................................................. 30 E. Investment and Banking ........................................................................................................... 30 F. Credit and Collections Policy .................................................................................................... 31 G. Reserve Policy ......................................................................................................................... 31 3. Expenditures ............................................................................................................................... 32 A. Control and Authority .............................................................................................................. 32 B. Contracting and Procurement .................................................................................................. 32 C. Disbursements ........................................................................................................................ 33 4. Administration of Association Grants ............................................................................................ 33 A. Recovering the expense of administering grants ........................................................................ 33 B. Spending Policy for Private Grants and Awards .......................................................................... 33 CHAPTER FIVE: MEMBERSHIP .................................................................................................................. 35 i. General Eligibility ........................................................................................................................ 35 ii. Classes of Membership ................................................................................................................ 35 iii. Election to Membership .............................................................................................................. 38 1. Medical Student Members ....................................................................................................... 38 2. Resident-Fellow Members ........................................................................................................ 38 3. Associate Members ................................................................................................................. 39 4. General Members .................................................................................................................... 39 5. International Members, International Fellows, and International Distinguished Fellows ............... 40 6. RFM Transfer to International Member Status ........................................................................... 41 7. Honorary Fellows....................................................................................................................