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ByLaws
DHPAG ByLaws
The Dental Hygiene Professional Advisory Group shall be referred to as the DHPAG.
The Dental Hygiene Professional Advisory Group (DHPAG) of the Health Services Professional Advisory Committee (HS-PAC) shall provide advice and consultation to the Surgeon General through the HS-PAC and Chief Health Services Officer on issues relating to the professional practice and personnel activities of Commissioned Officers in the Dental Hygiene Professional Discipline.
- To identify and facilitate the resolution of issues as they relate to the needs of the Dental Hygiene Professional Discipline.
- To identify PHS and other personnel needs and to assist in meeting these needs through activities such as recruitment, retention, training, utilization, and proper recognition of Dental Hygiene Officers.
- To develop position papers, statistical reports and or guidelines where appropriate, in order to advise and comment on both personnel and professional practice issues involving the discipline of Dental Hygiene.
- To promote continuing education and acquisition of advanced degrees (e.g. MPH, PhD) in order to provide opportunities for employment in all PHS Operating Divisions and other health related programs (other federal/state agencies and international organizations.)
- To review and provide recommendations concerning proposed or needed changes to appointment standards and billet descriptions in order to broaden the opportunities for Dental Hygiene Officers.
- To assess and project the need for Dental Hygiene staffing levels throughout the PHS and to provide advice on goals to meet those needs.
- To develop and/or review and critique category specific PHS recruitment materials, procedures and programs.
- To assist in the development of orientation materials for newly commissioned Dental Hygiene Officers and provide advice/recommendations concerning orientation programs.
- To encourage individual membership and involvement with professional organizations and societies.
- To promote all aspects of dental hygiene through out the Operating Divisions and programs of the USPHS.
- Eligibility requirement: Members shall be USPHS Commissioned Corps Dental Hygienists.
- Meetings will be open to all members. Any member may participate on a committee. Voting members shall be from an Executive Committee consisting of eight to twelve members. Members will serve a three year term on staggered rotations. Members may serve as many terms as they desire during their career. Members may only serve two terms consecutively (6 years). Members of the Executive Committee will be elected via self nomination or from another USPHS Dental Hygiene Officer. This committee will meet via conference call on a quarterly basis. Fifty percent of this committee must participate for a quorum. If an Executive Committee member cannot be present to participate in the conference call then he/she must appoint an alternate, who will be given one-time voting privileges. Failure to attend or appoint an alternate for two consecutive calls is grounds for dismissal from the Executive Committee. A replacement will be appointed by the Chair for the remainder of the term of that member.
- Organizational Representation: Participation shall be promoted from each of the DHHS operating Divisions and other agencies where Commissioned Officer DH Officers are employed to provide the range of experiences and perspectives necessary to address issues before the DHPAG.
- Participation shall be promoted from members regardless of geographic location. Members will be actively solicited and provisions such as teleconferencing will be made so that any Commissioned Corps Dental Hygienist can participate regardless of his/her duty station.
- Diversity among officers of different cultures, race, ethnicity and gender shall be respected and participation welcomed. Efforts will be made to ensure that the voting members of the DHPAG represent the ethnic and gender diversity of its officers.
- Members will be solicited through Commissioned Corps publications, the HS-list serve and other appropriate means.
The leadership of the DHPAG shall be composed of the Chair, Chair-Elect and Secretary elected by the members of and from the DHPAG Executive Committee prior to the end of the calendar year, for a term of office, as defined in the by-laws, beginning January. In the event of a vacancy of the Chair, the Chair-Elect shall assume the responsibilities for the duration of the term. Vacancies in other offices shall be filled by appointment by the Chair for the remainder of the term.
Duties of the officers are the following:
- Chair: Provides leadership to the DHPAG and provides liaison to the HS-PAC. The chair is considered an ex-officio member of the HS-PAC and is expected to attend the HS PAC meetings and any other significant meetings affecting the DHPAG; the Chair may also designate a representative to attend such meetings. The Chair will serve a 1 year term.
- Chair Elect: Assists the Chair and functions as the Chair when necessary. The Chair Elect will serve a 1 year term and then succeed as the Chair the following year.
- Secretary: Provides a written record of the activities of the DHPAG. The Secretary shall record the minutes of meetings, maintain reports and official documents of the DHPAG, and assist the Chair and Chair-elect in carrying out the duties associated with their respective offices. The Secretary will serve a 1 year term.
- Operational Year: Calendar year January 1 – December 31.
- Frequency of Meeting: Once per quarter. The Chair as needed may call additional meetings.
- Agenda: A meeting agenda and appropriate background material will be made available to DHPAG members.
- Recording and Reporting: Minutes of each DHPAG meeting will be recorded, and approved by the DHPAG. The DHPAG Secretary will maintain a permanent file of official minutes and reports.
- Voting: Where general voting is required, the simple majority of those members present will determine action. For election of leadership positions, current Executive Committee members will receive nominations for Chair, Chair-Elect and Secretary thirty days prior to voting. A Commissioned Corps Officer who is not of the Dental Hygiene discipline selected by the DHPAG will tabulate those votes.
- Operating subcommittees: The DHPAG will have operating subcommittees to accomplish its objectives. These subcommittees will be organized and conduct business in a manner consistent with the DHPAG. The Chair of the DHPAG will appoint the Chair of each subcommittee. The Chair of any subcommittee must be a member of the Executive Committee; subcommittee members can be non-Executive Committee (non-voting) members.
The operating subcommittees shall include: Awards, Recruitment & Retention, and Career Development. Other subcommittees can be convened ad hoc to address interim issues with approval of the majority of the Executive Committee.
Awards Subcommittee
- committee charge: Administer (announce, process applications, and recommend winners) for the Candace M. Jones (Senior Officers) and Junior Dental Hygienist of the Year award.Recruitment & Retention Subcommittee
- committee charge: Liaison to HSPAC Recruitment/Retention subcommittee; includes attending teleconferences.Career Development Subcommittee
- committee charge: Liaison to HSPAC Career Development and Mentoring subcommittees; includes attending teleconferences.
The DHPAG shall review its by-laws every three years and recommend revisions to update by-laws as needed. Any revisions to the by-laws must be reviewed and approved by the HS-PAC. If in question, the DHPAG by-laws will be superseded by, and not conflict with the HS-PAC charter and by-laws. By-law amendments will be made by a simple majority vote of the Executive Committee members present. Issues requiring a vote, but not reaching a quorum (50% of the Executive Committee members) shall be brought to the HS-PAC for resolution.
