ADEA Council of Sections (ADEA COS) Program Fund Committee Standard Operating Procedures

The ADEA COS Program Fund is designed to enhance and expand programming at the ADEA Annual Session & Exhibition. This fund allows ADEA Sections and Special Interest Groups (SIGs) to present new and innovative topics from highly qualified speakers with the expectation of enhancing the quality of programming. The fund is intended to spur competitive program proposals from Sections and SIGs that support the ADEA mission, core values, and strategic directions beyond the normal resources and to incentivize joint programming with weight being given to collaborative proposals among multiple Sections and/or SIGS.

The ADEA COS Program Fund Committee is specifically charged with reviewing applications for quality and relevance and making recommendations for acceptance and final approval by the ADEA COS Administrative Board. The ADEA COS Program Fund Committee works closely with the ADEA COS Chair-elect, who serves as ADEA COS Board Liaison to the committee to ensure timely review and to keep the council abreast of all activities related to the Program Fund.

May 

  • Deadline for application submissions—this date is coordinated based on the ADEA Annual Session Program Committee Call for Programs deadline to allow time for committee review and timely notification to the submitter.

May (within two weeks of abstract application deadline)

  • Committee Chair and members review and rank all applications electronically or by phone when necessary.
  • Committee notifies the COS Administrative Board of its recommendations at least one week prior to the Annual Session Call for Programs deadline.
    • All submitters are notified of the Administrative Board decisions. 

October (during ADEA Fall Meetings)

  • Chair (or designated committee member) provides an update to the council.

Only the designated program coordinator for each Section or SIG may apply for funding for a program to be held at the ADEA Annual Session & Exhibition. Other ADEA councils, individual ADEA members or individual members of a Section or SIG are not eligible to apply.

 

Applications will reviewed using the ADEA Annual Session & Exhibition rubrics (found on the Call for Programs) and the following criteria:

 

  • Potential impact of the program on dental education.
  • Relevance of the program to the theme or professional development goals of the ADEA Annual Session & Exhibition.
  • Relevance to the ADEA strategic directions.
  • Collaboration with other Sections, SIGs and Councils.
  • Scientific evidence and merit of the proposed program.
  • The credentials of the proposed speakers and presenters for the proposed program.

 

Proposals that involve multiple Sections and SIGs will be more favorably considered.

 

Download the official application template here.Word

To apply, complete and submit the Program Fund application to Monique Morman, Staff Liaison to the ADEA COS, no later than the designated deadline date. (You must also submit your programming proposal through the Annual Session Call for Programs process. You should use the same abstract for both submissions.) There is no limit on the number of Program Fund proposals that will be considered. Late applications will not be considered.

 

The ADEA COS Program Fund Committee shall be composed of the following members:

  • An ADEA Section Councilor, who serves as committee Chair (one three-year term,; renewable for one additional three-year term by the ADEA COS Administrative Board).
  • Three officers from any ADEA Section or SIG (one-year term, renewable by the ADEA COS Administrative Board).
  • ADEA COS Chair-elect, who serves as liaison to the committee.

Committee members are appointed by the ADEA COS Administrative Board. Members may be nominated or self-nominated for appointment to the committee. Since all positions must be filled to form the committee, it is possible that council members may be asked to fill open positions by virtue of their position within the council.

The Committee Chair and members shall serve as reviewers for all Program Fund applications. The Committee Chair also oversees the annual call for applications and the review process. The ADEA COS Administrative Board makes the final decisions on the acceptance or non-acceptance of applications based on application criteria and recommendations made by the committee.

The ADEA COS liaison will work in close collaboration with the ADEA COS Program Fund Committee and provide administrative support as needed—specifically with disbursements of funds.

The Program Fund Committee conducts a review of all submitted applications and notifies program coordinators of their proposals’ acceptance or declination at least one week prior to the Call for Programs deadline.

The Program Fund Committee’s decisions about funding proposals is independent of the ADEA Annual Session Program Committee’s decisions. However, while a proposal declined by the Program Fund Committee may be accepted by the ADEA Annual Session Program Committee, ADEA COS funding is offered contingent on a program’s acceptance by the ADEA Annual Session Program Committee. 

All presenters will be reimbursed for approved expenses after the completion of their speaking engagement. To complete the execution of funding for your presenter, the following documentation is due to ADEA within 10 days after the meeting:

 

  • A copy of the Program Fund approval letter and approved budget.
  • A completed ADEA expense reimbursement form, completed and signed by the approved program presenter, accompanied by receipts. Scanned copies of the reimbursement form and receipts are acceptable. Please ensure that the total expense does not exceed the approved funding amount.

 

Submit all documentation to the staff liaison to the ADEA COS. Reimbursement of expenses may take up to four weeks for processing. Unused funds are not eligible for reallocation to another budget line item.

 

IMPORTANT NOTE: All program funds must be used for the stated purpose of the program.

 

The maximum allowable amount per program is $3,000. Presenters approved to receive funding from the ADEA COS Program Fund are eligible to receive the following reimbursements based on their appropriate category.

 


For expert presenters who are non-ADEA members
 and non-U.S./Canadian dental educators:

 

People who either do not have an academic appointment or are not administrators in a dental education program and who have an academic appointment in dental education programs outside of the U.S. and Canadian territories are eligible to receive the following:

 

Speaker Fee**         Professional speaker fee (if applicable)
Honorarium**         Up to $500 (upon request)
Airfare (coach class only)         Up to $650
Lodging         Up to two nights stay at ADEA conference hotel only
Meals        

Breakfast: Max $10–20/day, including tip

 

          Lunch: Max $15–20/day, including tip
          Dinner: Max $35–45/day, including tip

 

**Presenters are not eligible for both a professional fee and an honoraria. 

 


For expert presenters who are ADEA members: 

 

ADEA members who are attending the full meeting, presenting at an ADEA COS program and funded by the COS Program Fund are eligible to receive the following: 

 

Lodging         Up to two nights stay at ADEA conference hotel only
Meals        

Breakfast: Max $10–20/day, including tip

 

          Lunch: Max $15–20/day, including tip
          Dinner: Max $35–45/day, including tip

 

Presenters who are ADEA members are not eligible for professional fees or honoraria.

 

The ADEA COS Program Fund Chair (or designated committee member) will report to the ADEA COS Administrative Board at least once per year, at the ADEA Fall Meetings and/or ADEA Annual Session & Exhibition, to provide evaluation updates, outcomes and comments and/or recommendations.

 

Submissions and inquiries should be directed to Monique Morman at MormamM@adea.org