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Professional Advisory Groups

PAPAG By Laws

  1. Name
  2. Purpose
  3. Objectives
  4. Membership
  5. Leadership
  6. Committees
  7. Nomination Process
  8. Terms of Appointment for Members
  9. Operations and Procedures
    Article I

    Name

    The Physician Assistant Professional Advisory Group shall also be referred to as the Group or PAPAG.

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    Article II

    Purpose

    Section 1. Purpose of the PAPAG: The purpose of the PAPAG is to provide advice and consultation to the Surgeon General, through the HS PAC and Chief HS Officer on issues relating to the professional practice and personnel activities of Commissioned Officers in the Physician Assistant (PA) Professional Discipline.

    Section 2. Purpose of the Bylaws: The PAPAG or Group’s Bylaws provide internal guidance for the operations, policies, and procedures of the Group. They provide specific guidance on matters of interest to PAs not addressed by the HS PAC.

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    Article III

    Objectives

    The PAPAG functions in a resource and advisory capacity to assist in the development, coordination, training and evaluation of activities related to Health Services Officers (HSOs) in the PA discipline in the U.S. Public Health Service (USPHS) with the specific objectives of:

  • Identifying issues of interest and facilitating the resolution of concerns as they relate to physician assistant officers;
  • Assessing personnel needs of the USPHS as related to physician assistants and assisting in meeting the needs relative to recruitment, retention, training, professional development and utilization;
  • Assessing professional development needs and developing position papers, statistical reports, and/or guidelines, where appropriate, to advise and comment on matters relating to the personnel issues of health administration professionals and their practices;
  • Promoting cooperation and communication among and between other professional disciplines and health professionals;
  • Promoting all aspects of service delivered by physician assistants throughout the agencies and programs of the USPHS.

Section 1. Basic Eligibility Requirement: At the time of appointment (for voting members) or during active non-voting membership, each PAPAG member shall be full-time PHS Commissioned Corps (CC) and at the time they are nominated and appointed to the PAPAG meet the eligibility requirements for initial appointment to the Health Service (HS) category and personnel systems as a PA. Each PHS active duty voting member shall meet basic Office of Force Readiness and Deployment (OFRD) readiness qualifications. Membership in the PHS Academy of Physician Assistants (PHSAPA) is strongly recommended. PHS civil service, inactive reservist and retiree PAs are eligible for appointment as ex-officio voting members (See Article IV Section 7. B). They are not expected to meet OFRD basic readiness qualifications.

Section 2. Size of the PAPAG: The PAPAG shall have up to 20 voting members and shall aim to be at least 10% of total PHS CC PAs. However, all PHS PAs are encouraged to be active non-voting members.

Section 3. Organizational Representation: To provide the range of experiences and perspectives necessary to address issues before the PAPAG, voting membership shall be promoted from each of the DHHS Operating Divisions (OPDIV) and other agencies where PHS CC physician assistants are employed.

Section 4. Geographic Considerations: The PAPAG shall have, as voting members, a geographic representation that reflects the distribution of the USPHS Commissioned Corps. PAPAG members will be actively solicited and provisions such as teleconferencing will be made so that any CC PA can participate regardless of his/her duty station.

Section 5. Gender and Minority Representation: PAPAG shall make every effort to ensure that the PAPAG does not consist (1) entirely of men or entirely of women or (2) entirely of one race or ethnicity, so long as no selection is made to the PAPAG solely on the basis of gender or race.

Section 7. Ex Officio Members:

  • The former PAPAG Chair is expected to serve 1 year as an ex-officio member with voting privileges.
  • The PAPAG Chair may choose to appoint any combination of three (3) PHS civil service, retiree or inactive reserve PAs as ex-officio members with voting privileges. These members are not eligible to hold executive officer positions.
  • Senior PAPAG Advisor shall serve as Ex-Officio member with no voting privileges.

Section 8. Senior PAPAG Advisor: The Chair may choose to appoint a Senior Officer Advisor to the PAPAG as an Ex-Officio member, with no voting privileges, for a two-year term. The Senior Advisor is expected to be a consultant to the PAPAG and advise the Group on issues, concerns, policies and procedures. The Senior Advisor may advocate for the PAPAG but may not officially represent the Group. The Senior Advisor must be an active duty or retired PHS officer O-5 and above, may work for any agency and must have at least 10 years each of PHS service and PA practice experience. Selection will be accomplished by simple majority vote by voting membership.

Section 9. Role of PAPAG Voting Members: Voting members consist of PAs who have been appointed in accordance with the process outlined in Article VII or have been appointed as ex-officio members with voting rights. Each voting member shall be a contributing, active participant of at least one PAPAG committee, but may serve on as many committees as they wish. See Article VI for PAPAG Committees.

Section 10. Role of PAPAG Nonvoting Members: Nonvoting members of the PAPAG consist of individuals who are actively involved in the Group or in one of its committees but have no voting status. Each nonvoting member is encouraged to participate on at least one committee. A nonvoting member can serve as co-chair of a committee or chair a subcommittee. Nonvoting members shall not serve as chair of a committee.

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Article V

Leadership

Section 1. PAPAG Executive Committee: The PAPAG Executive Committee shall be composed of the Chairperson (Chair), Chairperson-Elect (Chair-Elect), Vice-Chair and Executive Secretary. The Executive Committee shall facilitate the execution of the vision, mission, and objectives developed by the PAPAG membership.

Section 2. A. Role and Election of the PAPAG Chairperson: The PAPAG Chair will be elected by the voting membership. The PAPAG Chair facilitates, organizes, and maintains order in meetings of the Group and meetings of the Executive Committee. The Chair is considered an ex-officio member of the HS PAC and is expected to attend the HS PAC meetings or designate a representative to attend. The Chair also acts as a liaison between the Group and DHHS agency representatives. He/She may choose to delegate another Executive Committee member to participate as PAPAG liaison to any DHHS agency, or any additional group or committee as needed.

Section 2. B. Term of PAPAG Chairperson: The PAPAG Chair shall be elected as the Chair-Elect in the year prior to serving as Chair. The term of the Chair is one year. If a circumstance arises where the Chair-Elect is unavailable to progress to Chair, the PAPAG may choose to elect a Chair without serving first as Chair-Elect. Alternately, the Group may choose to re-elect the term of an incumbent Chair if the Chair-Elect is unwilling or unable to progress to Chair in the subsequent year. At the expiration of the Chair's membership term, the Chair is expected to serve an additional year as an ex-officio member.

Section 3. A. Role and Election of PAPAG Vice-Chair: The Vice-Chair will be elected by the voting membership. In addition to assisting the chair in his/her duties, as delegated by the chair, the Vice-Chair is expected to act as Chairperson in absence of the Chairperson. The vice chairs roles also includes acting as the official Executive officer liaison to professional advisory groups, committees and other groups as assigned by the Chairperson.

Section 3. B. Term of PAPAG Vice-Chair: The Vice-Chair shall serve a two year term with the opportunity to be re-elected for an additional 1 year term.

Section 4. A. Role and Election of PAPAG Chairperson-Elect: The Chair-Elect shall be elected by the voting membership. Role of the Chair-elect includes acting as Chair in the absence of Chair and Vice-Chair and acting as the official liaison to professional advisory groups and/or committees and other groups as assigned by the Chair. The Chair-Elect works closely with the Chair to learn the policies and procedures required to Chair the PAPAG. The Chair-Elect shall also serve as the Chair of the Policy and Procedures Committee. The Chair-Elect shall exercise all the rights and responsibilities that are granted to the Chair in the absence of the Chair and Vice-Chair.

Section 4. B. Term of PAPAG Chair-Elect: The Chair-Elect serves a one-year term with opportunity to be re-elected as PAPAG Chair for 1 additional year.

Section 5. A. Role of the Executive Secretary: The Executive Secretary shall be elected by the voting membership. The role of the Executive Secretary includes preparation and distribution of minutes (one copy of approved minutes to the HS PAC Chair and CPO), and maintenance of reports, attendance, and official documents. The Executive Secretary shall appoint another voting member as the Assistant Secretary to be responsible for informing the membership (via List Serve or email) of physical meeting locations and conference line information, establishment of an agenda in collaboration with the Chair, assist in minutes preparation and reporting, and distribution of the agenda to members.

Section 5. B. Term of PAPAG Executive Secretary: The Executive Secretary shall serve a one-year term with the opportunity to be re-elected. The Assistant Secretary shall serve one year with the opportunity to be re-appointed.

Section 6. In no case will any Executive Officer be allowed to serve more than 3 consecutive years as an Executive Officer or 8 total years as a voting member.

Section 7. Emergency Elections: The PAPAG may hold emergency elections as needed to backfill any positions vacated as a result of resignation or other unforeseen
situations.

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    Article VI

    Committees

Section 1. Purpose: The PAPAG may form committees based upon the needs of the Group. Each committee shall define its specific mission(s). Committee membership may include nonvoting PAPAG members, however the chairperson of the committee must be a voting member of PAPAG. Committees shall report their findings, conclusions, and/or recommendations to the full PAPAG when necessary and where appropriate. Each PAPAG committee chair shall provide the Executive Secretary with an electronic committee report within three (3) business days of presenting committee updates at a PAPAG meeting.

Section 2. Appointment and Role of the Committee Chairperson (Chair): The committee chair is the liaison between the voting membership and committee members and may be appointed by the Executive Committee, committee membership, or by self-nomination for 1-year term at a time. The committee chair provides leadership and direction to the committee members in order to meet its specific goals and objectives. The committee chair must be a voting member of the PAPAG. The Chair-Elect shall always be automatically appointed the Chair of the Policy and Procedures Committee. Committee chairs may be reappointed to the Chair the same committee up to 3 consecutive years.

Section 3. Appointment and Role of the Committee Co-Chairperson (Co-Chair): The committee co-chair may be appointed by the Committee Chair, committee membership, or by self-nomination for 1-year term at a time. The role of the co-chair is to assist the chair in the performance of the committee goals. The co-chair should be familiar with the duties of the chair and act as chair in their absence. The co-chair can be a nonvoting PAPAG member. The Co-Chair shall exercise all the rights and responsibilities that are granted to the Committee Chair. In the absence of the chair the co-chair shall vote by proxy. The Co-Chair may be reappointed to co-chair the same committee up to 3 consecutive years

Section 4. The PAPAG shall have the following standing committees with respective missions (each mission may change with evolution of the Group):

  • A. Executive Committee
    Mission: To serve the general PAPAG membership in the execution of the Group’s vision, mission, and objectives.
  • B. Awards Committee
    Mission: To facilitate the awards process and recognize PHS PAs for their accomplishments and commitment to the mission of the PHS and their respective agencies/OPDIV. Educate PAs on the PHS Award system.
  • C. Communications Committee
    Mission: To facilitate the dissemination of PAPAG-related information to PHS CC and CS PAs. Develop website and maintain list serve.
  • D. Membership Committee
    Mission: To solicit, select and facilitate the nomination and appointment processes of voting membership. Assist the recruitment/retention committee in activities related to the general PAPAG membership.
  • E. Professional Development Committee
    Mission: To identify issues, provide advice and guidance, and propose solutions to foster and promote PHS PAs as professional, proud, and principled Commissioned Corps Officers. Pay special attention to corps transformation issues as they relate to PHS PAs.
  • F. Policy and Procedure Committee
    Mission: To establish guidelines and operating procedures governing the PAPAG. Maintain bylaws.
  • G. Recruitment/Retention Committee
    Mission: To increase the number of PAs recruited and retained in the United States Public Health Service Commissioned Corps and PAPAG. This committee will provide liaison to the Office of Commission Corps Operations (OCCO) to work on PA related recruitment.
  • H. Readiness Committee
    Mission: To identify issues, provide advice and guidance and propose solutions to foster and promote readiness of all PHS PA officers. Liaison to OFRD.
  • I. Welcoming Committee
    Mission: To provide and disseminate information and support newly commissioned PA officers. Coordinate with membership and retention/recruitment committees. Develop mentoring program for PHS PAs.

Section 5. The PAPAG may establish or dismantle ad-hoc committees to suit the needs and projects of the Group.
 

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Article VII

Nomination Process

Section 1. Solicitation: Annually, the PAPAG shall solicit applicants for voting membership through the Commissioned Corps Bulletin, HS PAC and PAPAG List serve and other appropriate means.

Section 2. Mechanism for Nomination: Prospective PAPAG nominees shall self-nominate or may be nominated by fellow PHS CC or CS PA.

  • A. Self-nominated Individuals:
    Self-nominated individuals shall provide to the PAPAG Membership Committee the following information: (a) a current Curriculum Vitae, (b) a letter of interest/ intent, and (c) other information as indicated in solicitation announcement for the upcoming term.
  • B. Nominated by other PHS PA:
    Nomination by any other PHS PAs will be accepted provided the nominated PA first accepts the nomination. Nominated individuals shall provide the same information as listed in Article VII, Section 2.A. (1).

Section 3. All application packets, regardless of nomination mechanism, must be postmarked on or before August 01 of the term year.

Section 4. The nomination process shall be conducted so that the final nomination package is available for consideration by the PAPAG no less than thirty (30) calendar days prior to the expiration of any regular term of membership.

Section 5. The Membership Committee shall provide a list of the selected nominees to the PAPAG Chair.

Section 6. Preference of membership shall be given to PAs who have proven to be active non-voting participants in PAPAG committees and official meetings.

Section 7. Performance: All voting members are expected to execute the functions of their PAPAG assignment in accordance to guidelines addressed in these bylaws, the committee chair policies and procedures or as directed by executive committee and/or PAPAG Chair. If at any time there appears to be concern regarding any voting member’s performance, including executive members, it shall be brought to the attention of 2 voting members- preferably the chair of the policy and procedures (PP) committee (Chair-Elect) or a voting member of PP committee and one other executive board member. The concern/complaint must be addressed in written format. The complaint / concern must be jointly reviewed by the notified voting members and a formal review board convened if the concerned is deem legitimate. If there are questions to the legitimacy of the complaint, the PAPAG Senior Advisor or PAPAG Chair (HS PAC Chair in cases involving the PAPAG Chair) shall be consulted. If the complaint is determined to be insignificant by the 2 individuals initially notified it shall be filed with the PAPAG Chair (Vice-Chair in cases involving the Chair).

Should the complaint be viewed as significant, a review board shall convene consisting of PAPAG Chair-Elect, PAPAG Vice-Chair and two additional voting members. The Executive Secretary shall serve on the review board in cases involving the Chair-Elect or Vice-Chair. Selection of the non-executive members of the review board will be at the discretion of the 2 members initially notified of the complaint/concern. Chair of the review board shall be the senior voting member (not the senior ranking officer). The PAPAG Chair (HS PAC Chair in cases involving the PAPAG Chair) must be notified of the impending review but shall not be a member of the review board.

Recommendations from the review board shall be forwarded to the PAPAG Chair (HS PAC Chair in cases involving the PAPAG Chair) for acknowledgement and discussion as appropriate. Rebuttal to the review board recommendations shall be made in writing to the review board and PAPAG Chair (HS PAC Chair in cases involving the Chair). Final recommendations shall be made upon a majority rule vote by the entire executive committee and members of review board, and shall not include the member in question. In the event of a tie vote the PAPAG Chair (or Chair-Elect if the complaint is against the Chair) shall make the final decision. Written notification will be sent to the officer in question.


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Article VIII

Term of Appointment for Members

Section 1. Initial Term: The term of appointment for a voting member shall be 3 years. Terms shall be staggered so that approximately one-third of the terms will expire annually.

Section 2. Term Extensions: If the election of a voting member to an executive position on the PAPAG would necessitate an extension beyond the officer’s initial voting membership term, their term shall be automatically extended. The extension may be up to 1 year, and is dependent on the needs of the position and the officer’s preference. However, once a member has accumulated 8 years of voting service on the PGPAG, they are not eligible for term extensions, regardless of circumstance.

Section 3. Reappointment: A member completing their term on the PAPAG is eligible for reappointment for one (1) additional 2-year term. However, once a member has
accumulated 8 years of voting service on the PAPAG, they are not eligible for reappointment.

Section 4. Alternates: Cognizant of the demands of the member's primary work responsibilities, and the PAPAG's need to conduct business, each voting member shall appoint and inform the Chairperson and Executive Secretary of the individual who shall serve as their alternate. The alternate shall serve as an active non-voting member of PAPAG. Such alternates shall have voting privileges when serving in the place of a primary member. The alternate is required to be a PA. If a voting member is unable to locate an alternate, the PAPAG Chair shall assist in identifying a qualified alternate among active non-voting members.

Section 5. Proxy Voting: Voting members who are unable to secure an alternate to vote in their absence at the PAPAG meeting may designate a proxy. A proxy form must be faxed or emailed to the Chair prior to a PAPAG meeting such that another voting member is selected to vote on behalf of the absent member (who will cast two votes per ballot item for that meeting only). The vote must be cast as specified on the proxy statement. If no vote is specified the proxy may vote as he/she is inclined.

Section 6. Attendance & Removal: Any PAPAG voting member who misses three meetings in a year without just cause may, at the discretion of the PAPAG, be asked to voluntarily resign from the PAPAG and terminate voting membership. The Executive Secretary shall maintain an attendance record during their term, and forward that record to their successor.

Section 7. Absenteeism: Voting members who are absent, but who have arranged for an alternate or proxy shall be excused and identified as such in their attendance record (“absent with alternate”, or AWA). Members who have a work or personal emergency shall attempt to reach their alternate and leave a message for the Chair regarding their situation, and submit a proxy form (“approved absence”, or AA). Members who do not make such arrangements as those mentioned above will be identified as unapproved absence or UA on their attendance record, which shall count toward their removal from PAPAG. However, officers who, due to unforeseen circumstances or emergencies, are unable to make contact with the Chair may have their absence excused after discussing the situation with the Chair.

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Article IX

Operations and Procedures

Section 1. The PAPAG operational year shall commence January 1 through December 31.

Section 2. Frequency of Meetings: PAPAG meetings shall be held at least once per quarter, however monthly meetings are recommended.

Section 3. Agenda: A meeting agenda, with appropriate background material, shall be made
available to the members prior to each meeting. The agenda of each meeting shall be posted on the PAPAG listserv at least one week in advance of the official PAPAG meeting.

Section 4. Records and Reporting:

  • A. The Executive Secretary shall record and prepare the meeting minutes. In the absence of the executive secretary, the assistant secretary shall record and prepare the minutes.
  • B. The PAPAG shall maintain a permanent file of the official minutes and reports.
  • 1) Each Executive Secretary shall create an electronic archive of all meeting agendas and minutes and shall forward the electronic archive to the succeeding Executive Secretary at the end of their term. Each Executive Secretary is encouraged to make two (2) copies of all files at the end of their term, one of which would serve as a backup file.
  • 2) Each committee chair shall create an electronic archive of its procedures and activity reports and shall forward the archive to the succeeding chair.

Section 5. Quorum: A quorum consists of 50 percent of the PAPAG's voting membership. An alternate member attending in lieu of the member shall be counted in determining the quorum requirement.

Section 6. Voting: Where voting is required or appropriate, action shall be determined by the simple majority of those voting members present. Voting may be by roll call, voice vote, ballot or proxy.

Section 7. Bylaws Update and Approval

  • A. The Group must formally review and ratify these Bylaws once every three years, however a change to the bylaws may be discussed and voted on at any PAPAG meeting provided that it is an agenda item. Any revisions to the by-laws must be reviewed and approved by the HS PAC. If in question, the PAPAG by-laws will be superseded by, and not conflict with, the HS PAC charter and by-laws
  • B. These Bylaws have been ratified by a quorum of the voting membership on December 8, 2005.

Section 8 Rules of Order: The PAPAG shall conduct meetings of the general body in a manner that give members a formal opportunity to discuss, debate, and vote on issues of concern brought. Robert’s Rules of Order or an appropriate simplification of the standard shall be followed.

2007

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