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2007 New Policy Process & Policy Review and Archiving Process Calendar |
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* + December 2006 |
Staff, in conjunction with the Action Board and Joint Policy Committee, will develop a list of recommended subject areas to be considered for archiving. Current policy gaps will also be identified based on the current APHA legislative and advocacy agenda that is directed by the Governing Council's policy priorities. (See Policy Preparation description below) Notification sent to encourage APHA units to review suggested policy subject areas to be reviewed for archiving, combining and updating along with call for new policies. |
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+ January 10 |
Members will be notified of preliminary list of selected subject areas proposed for the Archiving Policy Process via Member News. Any APHA unit may participate in reviewing any policy chosen for review. Units should also begin identifying those subject areas they may have an interest in reviewing. |
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+ January 23 |
Member’s suggestions for additional public health subjects in need of review for archiving are due before midnight (EST) to policy@apha.org. APHA’s Action Board examines submissions and identifies final subjects for review; selections are sent to Sections, Affiliates, SPIGS, committees and boards for review. |
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+ February 5 |
Staff will identify the specific policies that fall within the selected subject areas approved by the JPC to be considered for archiving and will forward a list of all policies to be considered for archiving in each selected subject area to the JPC. |
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+ February 26 |
JPC conference call to consider the list of policies coordinated by staff for archiving review and put together Policy Review Groups for each subject area (according to unit(s) that have expressed interest in participating). |
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* March 15 |
Proposed new resolutions and position papers for the 2007 New Policy Process are due in electronic form to APHA headquarters before midnight EST. Proposals should be sent to policy@apha.org. (See Preliminary Processing description below) |
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* March 26 |
Proposed new policy statements posted on APHA Web site for APHA member review. |
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* April 9 |
Member comments on proposed new policies are due before midnight at policy@apha.org. |
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* April 24-26 |
Joint Policy Committee, Science Board and Education Board meet to review proposed new policy statements and member comments. (See Initial JPC Review description below) |
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* May 7 |
Deadline for Joint Policy Committee to return proposed new policies to authors with comments and assessments. |
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+ May 23 |
For the archiving review process each Policy Review Group completes its reviews of the policies assigned to it and reports their recommendations to the JPC. APHA staff collates the recommendations of the Policy Review Groups and provides the list to the JPC. |
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+ June 11 |
JPC conference call to review the collated review recommendations and create a preliminary consent calendar that contains a JPC proposed disposition for each policy reviewed in the archiving process. (See May 23) |
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* June 18 |
New policies revised based on JPC comments are to be e-mailed to policy@apha.org before midnight (EST). |
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+ July 13 |
The preliminary consent calendar and the collated recommendations for archiving are posted on the APHA website, Members Only section, and an e-mail alert is sent to all APHA members. |
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* July 16 |
Appeals of negative assessments for proposed new policies are due to policy@apha.org by midnight (EST). (See Optional Steps description below) |
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* + July 16 |
The APHA Executive Board considers the preliminary archiving consent calendar that contains a JPC proposed disposition for each reviewed policy and any appeals of new policies rejected by the JPC. |
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+ August 31 |
Deadline for member comments on archiving consent calendar, due to policy@apha.org before midnight (EST). |
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* September |
Finalized new proposed policy statements posted on APHA Web site |
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+ September 17 |
The JPC reviews the comments and concerns and finalizes the consent calendar for policies under review for archiving. |
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* November 3 |
Latebreaking new policies due by 6 p.m. (EST) to policy@apha.org or the Association Office at the APHA Annual Meeting in Washington, DC. (See Other Provisions description below) |
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* November 4 |
Public hearings for proposed new policies held at Annual Meeting (See Public Hearings description below) |
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* November 5 |
Joint Policy Committee develops final recommendations for proposed new policies to present to the Governing Council (See Final JPC Report description below) |
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* New Policy Process + Review and Archiving Policy Process |
Guidelines For Preparation, Submission, Review, Revision, Consideration And Adoption Of Proposed Public Policy Statements
Role of Association Units
Constitutional Responsibilities: Development of the public policy positions of the American Public Health Association involves coordinated effort by several Association units. The constitutionally defined public policy functions for specific units involved in this process can be summarized as follows:
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The InterSectional Council is to consider and transmit to the Governing Council resolutions originating in Section. (Bylaws, Article XV, section 9g).
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The Science Board (formerly Program Development Board) is to stimulate and coordinate the development of the scientific basis for the Association's professional and public policy programs (Bylaws, Article XIII, Section 1).
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The Action Board is to formulate, plan, organize and pursue the implementation of Association public policy positions, including development and pursuit of an annual legislative program. It is to initiate and assist in the development of a comprehensive body of public policy for the Association (Bylaws, Article XII).
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The Governing Council is responsible for establishing the public policy of the Association (Constitution, Article VI, Section 2).
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The Executive Board is authorized to adopt interim public policy, which shall be in effect until the next meeting of the Governing Council. (Constitution, Article VIII, Section 3).
The role of each unit in public policy development is based on the constitutional definition of its functions, but the inter-relationships between and among units involved in public policy development is not well defined there.
Process Guide: These guidelines, adopted by the Governing Council, are to give direction to the Association's public policy development process by setting forth principles to govern, and outlining procedures to guide, coordinated participation of all parties. The Executive Board is charged to monitor operation of the public policy development process, to assure adherence to the principles set forth here, and to report any procedural modifications adopted to facilitate the development of more valid public policy for APHA.
Definitions
Policy Statement: In the context of APHA public policy considerations, "policy statement" is a generic term inclusive of both "resolution" and "position paper". Each policy statement should represent the statement of substantially new external policy, or a major modification (revision or extension) of existing policy.
Resolution: In the context of APHA public policy considerations, a "resolution" is a concise statement of the Association's stance on a particular issue affecting the health of the public. It descries and endorses a defined course of action, directed toward a particular individual, organization or event. A resolution is differentiated from a position paper by its limited focus on a particular issue, and its succinctly justified call for defined action toward a specified focal point.
Position Paper: In the context of APHA public policy considerations, a "position paper" is a major exposition of the Association's viewpoint on a broad issue affecting the public's health. It may call for action, although it need not do so. A position paper is differentiated from a resolution by the more general nature of the problem considered, the broader audience addressed, the more extensive elaboration presented, and the lack of emphasis upon defined action.
Policy Preparation
Announcement: A call to the membership for submission of proposed public policy statements will be issued annual in the publications of the Association. Official contacts for sections, affiliates, SPIGs, and caucuses will be notified of the process schedule and procedures by special notice.
Origination: Any APHA individual or organization constituent is eligible to submit a proposed public policy statement for consideration. Individual members are encouraged to seek section endorsement of any proposed resolution. Any proposed position paper must be submitted with the positive endorsement of at least one section council.
Submission: Drafts of proposed public policy statements should be submitted in writing, addressed to the Joint Policy Committee at APHA's national office at policy@apha.org.
Resolution Format: Proposals should be drafted as concisely as possible! The recommended format for resolutions is relatively simple, and should facilitate clear and succinct expression. APHA uses a modern, international format modeled after that of the World Health Organization; but draft resolutions submitted in more traditional formats (e.g., with "whereas" and "resolved" clauses) will be accepted for substantive review and subsequent reformatting. In fact, originators may simple propose an idea for a resolution, without drafting specific wording; but in such cases, wording may or may not be developed, at the option of the JPC.
Position Paper Format: Drafts of proposed position papers when submitted should consist of, at least, a detailed outline including: (1) documented information relating to the public health issue addressed, (2) goals to be endorsed by APHA in the subject area, and (3) methods recommended to achieve progress. Ordinarily position paper proposals will come from an APHA group, and will be in final draft form.
Procedures: Details of schedule, format, and processing considerations are subject to periodic Executive Board Review and revision. Staff will provide specific information and procedural assistance upon request.
Preliminary Processing
Acknowledgment: Receipt of each proposed public policy statement will be acknowledged to the person identified as its submitting originator.
Classification: Upon receipt, each proposed public policy statement will be classified tentatively by staff as to type (i.e., resolution or position paper), and as to subject matter, and assigned to one of four or more reference committees (see below).
Reference Committees: Each reference committee will consist of members of the Joint Policy Committee with at least one JPC member form the Action Board, the Science Board and the Education Board.
Distribution: Immediately after the proposal submission deadline, copies of all submissions which appear to meet the criteria given above will be distributed to: each section and SPIG, each affiliated association, each member of the Action Board, the Science Board, the Education Board and each reference committee. Other groups of APHA members will be supplied copies upon request.
Unit Review and Comment: Sections and affiliated associations are requested, in advance of corporate review by the Joint Policy Committee, to accomplish whatever internal review they deem desirable and feasible, and to return any comments to the Joint Policy Committee for consideration at the initial review of public policy proposals during its spring meeting.
Initial JPC Review
Joint Policy Committee (JPC): The Joint Policy Committee is an instrument of the Governing Council, which defines its composition and receives its reports. The JPC will consist of twelve persons; the Action Board Chair and three designees from the Action Board membership, the Science Board Chair and three designees from the Science Board membership, and the Education Board Chair and three designees from the Education Board membership, and will be co-chaired by the Chairpersons (or Vice-Chair Person) of the Action Board, Science Board and the Education Board. The Co-chairs will select 4 reference group chairs from the other nine members of the JPC.
Spring JPC Meeting: The Joint Policy Committee undertakes its first collective review of proposed public policy statements at its spring meeting. At this time it: affirms initial staff classification of proposals as to type and reference committee assignment; discusses the results of preliminary review by its own individual members, reference committee members, and any other Action Board, Science Board or Education Board members who may have commented; considers all input from sections, affiliated associations, and other Association units; confirms the status of submission deemed to be other than public policy proposals (e.g. internal operations items, commemorative resolutions, technical standards, etc) and come to an initial group assessment of each public policy proposal.
Referral of Inappropriate Proposals: This public policy development process is the mechanism by which APHA addresses external policy matters. It is intended and appropriate solely to develop recommendations for the policy guidance of others. Accordingly, submission deemed by the JPC to be other than public policy proposals will be referred:
Any items relating to internal operations of the Association (including APHA budget, staff and programs) will be referred to the Executive Board.
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Items in the nature of technical standards (e.g. program guidelines, professional qualifications, evaluation criteria, etc) will be referred to the Science Board.
- Non-policy resolutions (such as commemoration of a significant event) will be referred to the Governing Council Secretary and Speaker for separate handling.
Items in the nature of educational standards will be referred to the Education Board.
Initial Assessment Report: After its first corporate review, the JPC will inform the author/originator/contact of each public policy proposal that the proposal has been given an initial assessment as follows:
(1) A positive assessment, i.e., the JPC is favorably disposed to approve the proposal essentially as submitted, and expects to recommend it to he Governing Council for adoption.
(2) A conditional assessment, i.e., the JPC suggests revision of the proposal, and is disposed to reconsider the proposal later, when it is revised as suggested, expecting eventually to refer it to the Governing Council for action. (A conditional assessment report is accompanied by specific JPC suggestions for revision.) Or,
(3) A negative assessment, i.e., the JPC suggests withdrawal of the proposal, being disposed to disapprove the proposal, calling for its rejection if considered by Governing Council. (A negative assessment report is accompanied by specific reasons for JPC disapproval.) Proposal voluntarily withdrawn by sponsors proceed no further in the process.
Sponsor Involvement: APHA's system relies heavily upon the volunteer efforts of able, interested members for the initiation and development of public policy. The JPC is urged to work cooperatively with these authors in accomplishing any recommended revisions of proposals. However, once policy proposals are submitted, the JPC is assigned predominant responsibility and authority for determining their content (i.e., scope, structure, wording, emphases, title, etc).
Optional Steps
Special Review & Comment: In addition, the Joint Policy Committee may refer proposals for special review and comment to voluntary consultants of its own choosing (i.e., Association units, public health practitioners, researchers, teachers, or others with relevant expertise and interest).
Combination: The JPC may request authors of separate (but related) proposals, and others to work cooperatively together in the development of a single, succinct, jointly developed proposal.
Appeals: Any proposals disapproved by JPC (i.e. recommended for withdrawal), but not withdrawn by sponsors, will be identified by subject only and listed for information of the Governing Council, the reasons for rejection being available to Councilors upon request. The sponsor of a proposal disapproved or revised by the JPC may, upon timely request, appeal that JPC decision to the Executive Board. Requests for such appeal should be made in writing to the Executive Director. The Executive Board will consider such proposals during the summer board meeting.
The Executive Board's decision will be presented as a written report on Sunday of the Annual Meeting. Proposals approved on appeal by the Executive Board will be included in the Public Hearings, continue in the public policy process, and will be available to Governing Council members at the first session of the Governing Council at the Annual meeting.
First JPC Report
Official Distribution: At least thirty days prior to the scheduled opening of the regular annual meeting of the Governing Council, each Councilor will be mailed a copy of the first JPC report, consisting of the title and text of public policy proposals as submitted (and revised), with an initial JPC assessment. Included in this distribution will be a list of public policy proposals, by title, which were disapproved by JPC and not withdrawn by the sponsors. Copies of the full text of these proposals are available to Councilors prior to the meeting from the Association upon request.
Membership Notice: Proposed policy statements reported out by the JPC will be either published in "The Nation's Health" or be otherwise made available to the membership, as deemed feasible by the Executive Board.
Public Hearings
Public Hearings: Each reference committee will conduct a public hearing at the time of the annual meeting on proposed public policy statements assigned to it. Each reference committee public hearing is intended as the open forum provided for detailed exploration, discussion, and debate of assigned public policy proposals. These public hearings will be scheduled and announced by staff so as to provide reasonable opportunity for unsolicited input from interested parties during the APHA annual meeting prior to the Joint Policy Committee's final meeting.
Testimony: Any member of the Association will be permitted to present relevant oral or written testimony to the reference committee at these public hearings; the committee being free to limit debate if circumstances warrant. Representatives of concerned sections and affiliated associations, and Governing Councilors with special interest in specific proposals are urged to participate in these hearings. An originator or each proposal is expected to be present at the public hearings to answer any questions of the reference committee.
Final JPC Report
JPC "Mark-Up" Session: During each year's APHA annual meeting, after the reference committee public hearings, but before submitting its final report to the Governing Council, the Joint Policy Committee will schedule a "mark-up" session. This will be a closed meeting of the committee in executive session, usually scheduled for all day on Tuesday. With regard to each public proposal, at this final "mark-up" meeting, the JPC will re-examine earlier review deliberations and action, study any interim submissions, consider input from reference committee public hearings, and prepare its definitive recommendations to the Governing Council.
Form and Content: The JPC will draft a final written report to the Governing Council, consisting of its precise recommendations for Governing Council action on public policy statements this year, utilizing a format which facilitates ready identification of any changes recommended since the previous report. Every effort will be made to deliver the final JPC Report to Councilors twelve hours prior to scheduled consideration.
Consent Agenda: The Joint Policy Committee will first report to the Council a proposed "consent agenda" which lists, by title, those proposed public policy statements it recommends to for Governing Council adoption, and relative to which it believes no issues remain unresolved among identified interested parties.
The simple request (without explanation) of any Governing Councilor will result in removing any title(s) from the consent agenda as proposed by the JPC. After reasonable time, and without further discussion, the Speaker of the Council will call for the adoption of all proposed public policy statements remaining on the consent agenda, by unanimous consent of the Governing Council.
Separate Consideration: The JPC will then present (in a rational sequence of its choosing) its final recommendations for each remaining public policy proposal not already adopted by unanimous consent.
The committee's presentation will initially be limited: (1) to summarizing any changes in JPC recommendations since its previous report to the Council, and (2) to explaining briefly its reasons for its recommendations. Subsequently, JPC representatives will be given opportunity to elaborate in response to questions or challenges raised from the floor of the Governing Council.
Residual List: The JPC will then list for the Council any previously reported public policy proposals, which were not eventually brought to Council consideration for action, including those disapproved or revised by JPC, but not withdrawn by sponsors. Upon request by a Governing Council member, and by majority vote of the Governing Council, any proposal on this list may be brought to the Council for consideration. Adoption of any such proposal will require affirmation by a majority vote of the Council. Copies of the full text of these proposals will be available at the Council meeting for review.
Publication: Public policy statements adopted by the Governing Council will be published annually on the APHA Web site Staff will maintain a compendium of APHA public policy statements, and updated versions periodically published, as determined by the Executive Board.
Other Provisions
Extra-Process Adoption: apart from the established public policy development process defined herein, the Governing Council can vote to suspend its own rules and take up consideration of a specific proposed public policy position (e.g. one not considered by the process established herein). In such circumstances, both consideration of, and adoption of public policy shall require affirmation by two-thirds vote of the Governing Council.
Late-Breakers: Provision is made for consideration of "late-breaking" resolutions, which related directly to important, emergent events occurring after the proposal submission deadline. The sponsor of a proposed "late breaking" resolution should submit it as soon as possible. Ordinarily, the last day for submission of "late breakers" will be the first day on which the Governing Council meets each year. The Co-chairs of the JPC are the only arbiters in judging the eligibility of "late-breaking" proposals, and they will be rigorous in applying the criteria of time and relevance to their joint decisions.
Because "late-breaking resolutions cannot benefit from the full public and technical review of the established policy development process, any resolution adopted by the Council under "late-breaking" provisions will be considered valid, but interim, policy -- subject to full review and reaffirmation in the next annual policy development cycle. Such "late-breakers" will automatically be inserted into the policy development process, but it is the responsibility of the sponsor to submit any updates or revisions to be considered by the established regular deadline for submission of all policy proposals for the next year.