How to Establish an ADEA Section

What is an ADEA Section?

An ADEA Section is a group of ADEA members with similar professional specialties who come together to exchange ideas and keep themselves informed about current and discrete developments in the field of dental education. The activities of an ADEA Section are planned by their members and elected officers and provide a clear indication of the diverse interests and needs of its members. Through participation in an ADEA Section, you can help design what, in essence, are small professional organizations within the association. Only ADEA members can belong to a Section, though each member can belong to as many Sections as desired. Current Sections and their officers, along with a brief description of each Section’s activities are listed on the ADEA website. You can join Sections by logging into your ADEA membership profile. For more information about a particular Section, contact the Section Councilor, Chair, Chair-elect or Secretary.


Proposal to Establish an ADEA Section from an ADEA Special Interest Group

The process of establishing an ADEA Section from an ADEA Special Interest Group (ADEA SIG) begins with the submission of a formal proposal to the ADEA Council of Sections (ADEA COS) Administrative Board. The proposal is then reviewed by the ADEA COS Administrative Board who makes a recommendation to the ADEA Board of Directors (ADEA BOD). If approved by the ADEA BOD, a resolution is prepared for the ADEA House of Delegates at the following ADEA Annual Session & Exhibition. A proposal to establish a new ADEA Section must conform to the criteria described below and must be approved by the ADEA House of Delegates.


Proposal Content

The detailed proposal must include the following:

  • Submitter Information
  • A cover letter
  • Support for establishment of the section
  • A plan for meeting minimal criteria for operating and maintaining the section
  • Organizational Structure


Submitter Information

  • Name of Submitter
  • ADEA Member Number
  • Submitter Institution/Organization
  • Contact Number
  • Email Address
  • Bio sketch (including any previous activities with ADEA)


Cover Letter

The cover letter must include the following information:

  • Section Name (ADEA Section on “XXXXX”)
  • Explanation of how the Section fits within the mission, vision, and strategic plan of ADEA
  • Evidence that there is a core group of ADEA members to represent an active and fully functional unitary interest.
  • Explanation of need/rationale for the new section including
    • A statement of goals and objectives of the proposed section with a plan of action of how the goals and objectives will be met.
    • A statement outlining the themes and topics that the proposed section will address and expected outcomes (i.e. scholarly research or white paper).
    • Evidence that the subject area exists at a majority of the member institutions involved in the general area of which the subject is a component.
    • Evidence that no other ADEA Section or SIG meets the needs to be addressed by the proposed section, specifically why the establishment of a section is needed, rather than a study group within an existing ADEA Section or SIG. (For example, Is the scope broad enough to warrant a separate group?)
    • Confirmation that the establishment of this new section will not threaten the existence of a current Section.


Support for Establishment of the Proposed Section
 

A minimum of 50 signatures from ADEA Members are required.

The petition must include the following information:

  • A statement indicating that the signatory:
    • Intends to join and requests affiliation with the proposed Section
    • Accepts membership, if the section is established
    • Intends to be an active, participating member and contribute to the goals and success of the section
  • Signatory Information:
    • Name of Signatory
    • ADEA Member #
    • Institution
    • Title
    • Membership Expiration Date.


Process to form a Section

New Sections begin operations immediately upon notification by the ADEA Council of Sections Administrative Board, once approval is received from the ADEA House of Delegates. New Sections are on probationary status for two years following approval, and are then evaluated by the Council of Sections Administrative Board. Each Section is assigned a liaison from the ADEA COS Administrative Board to serve as a resource and seek guidance for leadership.


A Plan for Meeting Minimal Criteria and Maintaining a Section

  • Plan and conduct an annual Members’ Forum at the ADEA Annual Session & Exhibition
  • Work toward supporting ADEAs strategic plan and other programs, as appropriate Establish an effective communication mechanism with Section members, (i.e. Listserv, Social Media, Newsletter)
  • Submit an annual report of activities using criteria established by the ADEA COS located on the ADEA website.
  • Leadership attends the ADEA COS Interim Meeting during the ADEA Fall Meetings (typically held in October) and ADEA COS meetings during the ADEA Annual Session & Exhibition (typically held in March)


Organizational Structure

The organizational structure of a section includes a Councilor, Chair, Chair-elect, and Secretary.

A description of the potential leadership pool that is available to fulfill the leadership requirements of the Section including the names of individuals who are willing, if called upon, to serve and are able to fulfill the roles and responsibilities.


Review Process

The detailed proposal is addressed and submitted to the Chair of the ADEA COS Administrative Board (with copy to the ADEA Staff Liaison to the Council of Sections) who will distribute the proposal to the full ADEA COS Administrative Board for review.


Review by ADEA COS

The ADEA COS Administrative Board will review and determine if the proposal satisfies all requirements for the submission process. At its next meeting or conference call, the ADEA COS Administrative Board reviews the application and provides feedback and requests follow-up information, if necessary.

After review and discussion, the ADEA COS Administrative Board determines if the application should be accepted. If accepted, the proposal is forwarded and recommended for establishment to the ADEA BOD.


Review by ADEA BOD

If approved by the ADEA BOD, a resolution is prepared for the ADEA House of delegates at following ADEA Annual Session & Exhibition.

If the ADEA BOD’s recommendation is unfavorable, the submitter may choose to take an additional year to modify the proposal while ensuring that its original intent is retained.


Approval by the ADEA House of Delegates

If a Section is approved by the ADEA House of Delegates, operations begin immediately following the Closing Session of the ADEA House of Delegates and notification by the ADEA COS Administrative Board.

The approved section will be assigned to an ADEA COS Administrative Board Member for mentorship upon approval.


Criteria for Approval

Approval for establishment of a new Section may be given, provided that:

  • It represents an active and unitary interest of a group of ADEA members. The proposed objectives are aligned with the goals and strategic directions of the association.
  • The proposed section represents a distinct and unique topic/area of interest that is unable to find a place in an already established Section or SIGand proves that a new group is necessary.
  • It represents an established and reasonably extensive area of professional interest within dental education as a whole.
  • It is financially sustainable.