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Associates Resolutions Process

A resolution is a way to express an idea or identify a problem or opportunity. Although a resolution may deal with complex issues, most begin when a member recognizes a problem and suggests a solution. A resolution presents the background behind the problem and outlines a course of action in a logical manner. Depending on any subsequent action taken by the Council of Associates (COA), Board of Governors (BOG), or Board of Regents (BOR), a resolution may become the cornerstone of a new ACP program or policy on an issue.

Introducing a Resolution

There are two pathways by which an Associate may introduce a resolution. The first is through the local Chapter (Governor's) Council. Your Governor can help you with this approach. The second pathway, which this document details, is through the national COA via the Associate's regional COA representative (see "Where to go for More Info" below). Resolutions introduced by this pathway should be submitted in written standard resolution format at least one month prior to a COA meeting so that they can be included in the agenda for discussion.

Internal Resolutions

The COA can address resolutions through several mechanisms. Resolutions dealing with internal COA issues not requiring BOG/BOR action (internal resolutions) may be adopted, referred to the appropriate workgroup, or rejected. Internal resolutions require a majority vote within the COA for adoption.

External Resolutions

Resolutions dealing with larger issues affecting the College and its constituents (external resolutions) may be forwarded to larger College committees (i.e. BOG/BOG) or other national medical organizations for more effective and timely action. External resolutions require a 2/3-majority vote within the COA to be forwarded to the appropriate body.

External resolutions that impact chapters and their activities, for example, may be forwarded the BOG for their discussion and support. All BOG resolutions are first reviewed by Chapter Activities staff who provide background research on the issue at hand. Information may include excerpts from previous resolutions, policy papers and position statements, meeting minutes, and/or summaries of ongoing College activity. Such information may serve to inform, inspire, or otherwise redirect the resolution.

Once reviewed by staff, such resolutions are then submitted to the BOG Chair by the COA Chair-elect at least two months in advance of each BOG meeting. The BOG Chair then assigns the resolution to a reference committee for governor review and testimony. The reference committee will make specific modifications based on this testimony and present the final resolution to the full BOG for action. If adopted, the resolution will then be presented to the BOR at its next meeting for approval and action.

Certain external resolutions are forwarded directly from the COA to the BOR by the COA Chair. These include time-sensitive issues requiring urgent action, issues not directly impacting chapter activities, and COA administrative and financial issues. Prior to submission, these resolutions should be reviewed by Chapter Activities as described above.

The COA may also submit external resolutions to other national medical organizations when appropriate. These resolutions must be presented to the BOR for review and approval at its next scheduled meeting prior to submission to an outside organization.

Writing a Resolution

The first step to writing a resolution is to collect the facts. This data forms the basis for WHEREAS statements. To be effective, only a few WHEREAS statements should be included in the resolution. Their purpose is to outline the problem, not to be exhaustively complete.

RESOLVED statements describe the desired outcome, course of action, or follow-up. Each RESOLVED statement must stand on its own, as it is the only part of the resolution that becomes part of the official record if adopted. While more than one RESOLVED can be part of the same resolution, they should be related.

The official ACP format for resolutions is as follows:

1. Title and Sponsor
2. In the first WHEREAS clause, cite pertinent, existing policy as outlined in the ACP policy compendium (see Where to go for More Info below) whenever possible. ACP staff will be happy to assist when requested.
3. In the second WHEREAS clause, identify the ACP strategic work plan the resolution is designed to support, whenever possible.
4. In the third WHEREAS clause, outline the rationale for the proposed recommendation. There may be circumstances where the rationale is obvious, and this portion of the resolution may be omitted.
5. Identify requested action in the RESOLVED clause. Do not combine a policy resolve and a directive in the same clause. If the intent is to change/create policy and outline a desired action in the same resolution, write the policy resolve first and identify the desired action in a subsequent resolve.
6. Statement of fiscal impact.

Unclear or grammatically poor wording and the use of excessive RESOLVES may cause referral or defeat. Similarly, the WHEREAS portions, although not part of the official action, may help to defeat or pass a resolution. The most persuasive resolutions provide convincing background material and clearly communicate the proposed action. A sample resolution is included on the following page.

Where to go for more info

• COA Homepage
• COA Regional Representatives
• ACP Policy Online
• Kelly Lott, Manager, Medical Student & Associate Programs Section

Sample Resolution

TITLE and SPONSOR

WHEREAS, It is ACP policy to represent all physicians, regardless of race, national origin, religion, or sex; and

WHEREAS, The ACP has, through section III-G of the Strategic Plan, made increasing involvement by minority physicians in both membership and leadership positions a priority; and

WHEREAS, minority physicians are becoming an increasingly larger segment of the U.S. physician population; therefore be it

RESOLVED, That the ACP Board of Regents actively recruit minority physicians into membership through every possible means; and be it further

RESOLVED, That the ACP Board of Regents identify and encourage the efforts to involve minority physicians in both membership and leadership positions at all levels.

Financial Impact Estimate:

  x   None (0-$999)
      Minimal ($1000 - $14,999)
      Moderate ($15,000 - $50,000)
      Significant (> $50,000)

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