CHARTER

The Accreditation Preparation & Quality Improvement (APQI) group is a “community of practice” that supports professionals who are involved in accreditation and quality improvement for undergraduate medical education programs. APQI offers support to its members through advocacy, professional development, scholarship, collaboration, and innovation.  In accordance with the APQI Code of Ethics, the group promotes resource and data sharing, expression of professional viewpoints, and candid discussion of professional practices.

• Membership in APQI is aligned with participation in the LCME accreditation-related special interest groups (SIGs) that are housed within one of the four Association of American Medical Colleges (AAMC) Group on Educational Affairs (GEA) regions.
• Membership in the APQI group is for persons who are employed by a medical education program and whose job responsibilities include any of the following: ongoing, direct participation in a medical school’s CQI or strategic planning efforts, direct participation in accreditation compliance efforts in a medical school, or direct participation in the organization of accreditation processes within a medical school.
• Individuals without current medical school affiliation in one of these roles are not eligible for membership. Cases where eligibility may be unclear will be decided by vote of the APQI Steering Committee.

APQI Listserv

Participation in the APQI listserv is governed by the Code of Ethics and is open to interested persons involved in the functions described above. Access to the repository of resources and previous communications shared on the listserv are reserved for formal APQI members.

Membership Dues 

To provide a more robust and accessible APQI listserv, repository of resources, and membership directory, there will be a nominal annual membership for premium access ($50 for staff, $100 for faculty). 

Recusal for Voting LCME Members

To preserve open communication on the APQI listserv, voting members of the LCME may not directly participate on the APQI listserv during their tenure as a member of the LCME.

If an APQI listserv participant is appointed as a voting member of the LCME, the member is asked to contact the APQI Communications Representative and request to be removed from the APQI listserv until their service on the LCME has concluded. The APQI Steering Committee will annually review LCME membership to remove any voting members who also participate on the listserv.

If the newly-elected LCME member is a member in good standing of the APQI group at the time of their appointment to the LCME, the duration of their APQI membership may be transferred to another colleague at their medical school who meets the criteria for APQI membership. This is the only instance in which a remaining membership term may be transferred to another colleague at the same medical school.

The APQI listserv participants whose service on the LCME precludes their continued participation on the listserv are encouraged to identify other eligible colleagues from their institution to replace them on the listserv.

Participation of Ad Hoc Survey Team Members

The LCME is represented by ad hoc teams of evaluators who conduct surveys of U.S. medical education programs. Survey team members include educators and practitioners as defined by the LCME. Given that ad hoc survey team members are involved in LCME efforts at their own institutions, per the APQI charter, those members are eligible to participate in APQI and the listserv.

Confidentiality:

APQI members will respect and protect the confidentiality of all personal and institutional information revealed within the group. The ethical provisions governing confidentiality apply to all communications and archival records. This means no information shared with or learned from members in the course of APQI activities, including the listserv, will be distributed, repeated, or paraphrased to non-members or used for any purpose outside of listerv or member-to-member communications without expressed consent.

Reporting Ethical Violations of Others:

When a member has a substantial reason to believe that an ethical violation may have occured, they will attempt to resolve the issue by bringing it to the attention of the individual suspected of having committed that ethical violation, if such an informal resolution appears appropriate and viable. If informal means of resolution are not possible, the member will report and seek counsel from the APQI Steering Committee Chairperson.

Listserv Terms of Use:

APQI members may utilize listserv communications for posting questions, sharing resources and best practices, providing data, experience or expertise, or for providing recommendations and reviews of consultants, vendors, and other resources. Members will not use the listserv to solicit clients or promote any compensated services in which the member has a financial interest.

The APQI Steering Committee will be the representative governance body of the APQI community. The committee will be responsible for soliciting and communicating updates, annual APQI conference planning and proposals, determining topics of webinars, and other important business. The Steering Committee is responsible for oversight of the group’s finances including approving disbursements and setting annual dues. The committee may establish ad-hoc work groups as needed.

Members of the APQI Steering Committee shall receive free APQI membership for the duration of their term.

The APQI Steering Committee Positions

APQI Steering Committee Chairperson (1 vote)

• Responsible for representing the APQI Steering Committee and providing direction in planning the Annual APQI Conference.
• The Steering Committee Chairperson will be elected by an annual vote of all      APQI SIG members. Candidates may be either self- or peer-nominated.
• Term: The Chairperson will serve a total of 3 years, with the first year as chair-elect, the second year as chair, and the third year as immediate past chair. 

APQI Steering Committee Chair-Elect (1 vote)

• see above

APQI Steering Committee Past-Chair (1 vote)

• see above

Members at Large (1 vote each,  4 total votes)

• MAL will serve as representatives of the general APQI membership and lead in the      planning and implementation of the Annual APQI Conference(s).
• The sitting MAL3 will serve as Chair of the APQI Annual Conference Committee (ACC).
• The sitting MAL4 will serve as Vice-Chair of the ACC.
• The sitting MAL1 and MAL2 will be ex-officio members of the ACC. 
• Term: 4 years (may serve multiple, non-consecutive terms). Terms will be staggered, with one MAL position up for election each year.

APQI Scholarship Representatives (1 vote each)

• Scholarship Representatives will serve as advocates to promote scholarly work within the APQI and assist in the planning and implementation of the Annual APQI Conference.
• The two (2) Scholarship Representatives will be elected through an annual vote of all APQI members (every year), ensuring continuity as representatives cycle on and off the committee. Candidates may either be self or peer-nominated.
• Term: Two years (each), with opportunity to be elected for an additional term (2      term limit).

APQI Secretary (1 vote)

• Maintains the Steering Committee meeting minutes and records related to APQI activities. 
• Manages the APQI ‘cloud’ account for resource sharing and archiving of APQI      related materials (e.g., meeting agendas, meeting minutes, conference schedules).
• The Secretary will be elected through an annual vote of all APQI members.      Candidates may either be self or peer nominated.
• Term: One year, with opportunity to be elected for up to three consecutive terms.

APQI Communications Representative (1 vote)

• Oversees the APQI listserv, website, and resource repository. Ensures that new and      continuing members of the APQI listserv meet the criteria per the charter.
• Distributes announcements and updates to the APQI listserv on behalf of the Steering      Committee, such as notifications of webinars, training opportunities, and the Annual APQI Conference. 
• The Communications Representative will be elected through a bi-annual vote of all APQI members. Candidates may either be self or peer nominated.
• Term: Two years, with opportunity to be elected for an additional term (2 term limit).

APQI Membership Chair (1 vote)

• Maintain accurate records of APQI membership including membership applications, due payments, and member contact information.
• Manage the annual process for distributing invoices and collecting payments for membership dues.
• Term: Two years, with opportunity to be elected for an additional term (2 term limit).

APQI Treasurer (ex-officio, non-voting)

• Manages the finances, including establishing and overseeing the business account,      of the APQI group. Oversees the collection and disbursement of funds, including annual membership dues.
• Provides financial guidance to the Steering Committee, including the provision of financial reports on a quarterly basis.
• The Treasurer will be appointed by the Steering Committee. Candidates may either be self or peer nominated for consideration of this ex-officio, non-voting position. 
• Term: Annually renewable by majority vote of the Steering Committee. 

Historian/Librarian (1 Vote)

• Document and preserve APQI’s history and records, including initiatives,      achievements, policy changes, membership, events, listserv activity, and      key organizational artifacts.
• Manage and maintain accessible archives and shared resources, ensuring secure storage and an organized, searchable library of documents, templates, recordings, and reports.
• Capture and elevate institutional knowledge, through oral histories, milestone      tracking, and integrating historical insights into strategic planning, professional development, and presentations.
• Engage with leadership and membership, by attending meetings and providing      regular updates to support communication and organizational continuity.
• Term: 5 year term, may serve unlimited number of terms

 Elections Committee (EC) Chair (1 vote for non-election business items)

· Chair the APQI Elections Committee and oversee the annual election process.

· Will hold 1 vote for all non-election business items of the Steering Committee and abstain from voting on all decisions pertaining to the elections process, including approval of the slate ballot.

· Will oversee the creation and maintenance of new and existing position descriptions for the Steering Committee.

· Will use the final year of their term to train the EC Chair-Elect.

Term: 5 years (may serve multiple non-consecutive terms). Year 1 shall be as EC Chair-Elect, where they will train under the current Chair.  

Elections

Elections will be conducted by the Elections Committee (EC) and will be staggered, with positions elected in congruence with term limits to provide ample leadership opportunities within the APQI community (see Committee Position descriptions above). Special elections may take place when a position is vacated before the conclusion of its term. 

Steering Committee Positions

The creation of new or amendment of existing positions shall be drafted by the EC and presenting to the Steering Committee for approval.

Quorum

Any formal decisions made during Steering Committee Meetings must be done with a quorum of more than 50% of eligible voting representatives in attendance. Email voting will be permitted for any time-sensitive issues or in the event a quorum cannot be assembled. Decisions will be made by majority rule.

V. Standing Committees

APQI Annual Conference Committee (ACC)

The ACC is responsible for planning and executing annual conference (in-person and/or virtual) events. It holds the responsibility of determining the cadence, timing, and location of annual conference events.

In-Person Conferences

All in-person events shall be hosted by a member institution. The ACC shall endeavor to hold in-person events in rotating geographical regions of the country, subject to considerations such as feasibility, cost, venue availability, and member accessibility.

The ACC will manage conference logistics and execution, such as scheduling, hosting virtual platforms (as applicable) and facilitating judging and award selection.

The ACC shall collaborate with the Communications and Membership Representatives to promote events, highlight milestones and winners, and ensure participant eligibility.

Membership 

The Steering Committee Member at Large currently in their 3rd (MAL3) year of a 4-year term shall act as Chair of the ACC. The MAL4 shall serve as Vice-Chair. MAL1 and MAL2 shall be ex officio members.

Additional members of the ACC shall be selected as needed from general membership on a voluntary basis.

The ACC Chair shall lead and coordinate the ACC, including recruitment of members, scheduling meetings, and guiding overall planning using past conference feedback.

Elections Committee (EC)

The EC is responsible for:

· The creation and maintenance of position descriptions for all Steering Committee positions.

· Tracking Steering Committee members’ terms 

· Drafting and disseminating communications regarding elections to all members.

· Soliciting nominations for vacant positions (annually, and as needed).

· Creating and utilizing rubrics for evaluating nominees.

· Evaluating nominees for each position and establishing a Slate Ballot with the most qualified candidates to the Steering Committee for approval.

· Conducting annual elections.

Membership

The EC shall be populated by the EC Chair, and 4 volunteers from the APQI general membership. Volunteer positions have no term limits.

Monthly webinars will be held for the APQI group. These webinars will be used for information sharing, development, conference planning, and other needs of the group.

The Steering committee will meet monthly to discuss and review proposals, determine topics of webinars, and other important business. Committee members are required to attend at least 75% of committee meetings to retain their position.

In order to allow as many APQI community members to participate as possible, in addition to the Annual meeting the APQI community will meet in other venues as feasible. 

• National: This meeting will be timed with the annual AAMC Learn Serve Lead meeting and will be open to all APQI community members in attendance (in-person)
• Annual: APQI will host at least one annual conference, virtual or in-person, open to all members of the APQI community.