Procedures

 

October 2006

Content of Administrative Procedures

Administrative Procedure No. 1: Membership	Administrative Procedure No. 5: Communications
Administrative Procedure No. 2: Dues	Administrative Procedure No. 6: Awards
Administrative Procedure No. 3: Finances	Administrative Procedure No. 7: Structure and Policy
Administrative Procedure No. 4: Meetings	Administrative Procedure No. 8: Executive Director

Administrative Procedure No. 1: Membership - Top

I. MEMBERSHIP APPLICATION PROCEDURES

1. A standard form shall be developed for application for membership.
2. Individual application forms may be obtained from the Executive Office at no cost, on the Society's Web site and in each issue of the journal, Regional Anesthesia and Pain Medicine
3. All applications for membership shall be forwarded to the Executive Office. Membership commences when the Executive Office has received appropriate dues and the applications meets the criteria for membership.

Administrative Procedure No. 2: Dues - Top

I. DUES PAYMENT CYCLE

1. The dues payment cycle shall coincide with the fiscal year of the Society, January 1 to December 31.
2. Dues statements shall be distributed to the membership in accordance with the following schedule:
   1. First Dues Notice   September 15
   2. Second Dues Notice November 15
   3. Delinquent Notice December 15
   4. Termination Letters February 15

II. PAYMENT OF DUES BY NEW MEMBERS

1. Dues required from new members will be accepted throughout the year and are applicable to the current year.  Individuals who join Society between September 1 and December 31 will have their dues applied to the following year; however, membership becomes effective the date on which the membership application and dues are processed.
2. New members will receive all publications beginning the month following acceptance.
3. A qualified nonmember, who attends the Annual Spring Meeting and Workshops at the non-discounted registration fee, shall be extended a trial membership in the Society for the balance of the year.  Such individual shall be provided the option to continue his/her membership by remitting the following year's dues.
4. A qualified nonmember, who attends the Annual Fall Meeting and Workshops at the non-discounted registration fee, shall be extended a trial membership in the Society for the balance of the year and the following year.  Such individual shall be provided the option to continue his/her membership by remitting the subsequent year's dues.

III. PAYMENT OF DUES FOLLOWING CHANGE OF STATUS

1. If a member changes from one category of membership to another category that requires a different amount of annual dues, he/she will be billed at the start of the upcoming dues cycle.  Refunds will not be issued.

IV. GRACE PERIOD FOR PAYMENT OF DUES

1. If a member who has been dropped fro nonpayment of dues shall be so notified by letter.  Membership may be automatically reinstated without reapplication should the Executive Office receives full payment of dues within the same calendar year of the date of termination.

V. LIFE MEMBERSHIP FOR PAST PRESIDENTS AND OTHERS

1. At the close of the annual Society meeting, at which the term of office of the president is concluded, he/she shall be classified as a "life member" of the ASRA and the membership records shall be so marked. The Executive Staff will send notification of this action.
2. Life membership shall be extended to all recipients of the Distinguished Service Award and the Labat and Bonica Lecturers, provided they are members of the Society.

VI. WAIVER OF DUES

1. Waiver of Dues for Retired Membership
   The Chair of the Committee on Membership may, upon receipt of sufficient evidence due to any cause, recommend to the Board of Directors the waiver of the member's dues. The member will not receive the journal, however he or she may subscribe at the then prevalent member rate.
2. Waiver of Dues for Disability
   The Chair of the Committee on Membership may, upon receipt of sufficient evidence of disability, recommend to the Board of Directors the waiver of dues wherein a member is disabled for a period of time in excess of six months by reason of health. The waiver shall be valid for one year from the time of waiver and shall be evaluated at the end of this period.
3. Waiver of Dues for Hardship
   The Chair of the Committee on Membership may, upon receipt of sufficient evidence due to any cause, recommend to the Board of Directors the waiver of the member's dues. The member will not receive the journal, however he or she may subscribe at the then prevalent active member rate.
4. Waiver of Dues for Life Membership
   Life members shall be exempt from all future dues of the Society.

Administrative Procedure No. 3: Finances - Top

I. FISCAL YEAR
The fiscal year of the Society shall be from January 1 through December 31.

II. OFFICIAL GUIDE TO REIMBURSEMENT

1. Purpose of Guide
   1. This Guide shall be the basis for reimbursement of members of this Society.
   2. The purpose of this Guide is to establish procedures and policies governing the reimbursement of expenses of Officers, Directors, Committees and other members of the Society when carrying out official duties and activities of the Society.
2. Reimbursement Formula
   1. The general formula of reimbursement for travel to and from Society activities is coach-class, round-trip, air travel based on a 21-day advance purchase. Tickets purchased less than 21 days in advance will be reimbursed a maximum of $650 for domestic travel and $1,000 for international travel.  For travel by automobile reimbursement is made at prevailing IRS cents per mile to include expenses such as gas, tolls and parking; total reimbursed auto travel expenses is not to exceed air travel expenses.
   2. A per diem allowance of $100 (effective December 2, 2003) will be allowed on days of official business, plus one per diem for a day of travel.
   3. Lodging expenses, excluding incidental charges.
   4. This reimbursement formula is applicable to all members of ASRA eligible for reimbursement except were otherwise specified in these administrative procedures.
3. Procedures for Reimbursement of Expenses
   
   1. Travel Expense Forms are to be distributed to Officers, Directors, Committees and other members of the Society and paid as soon as possible after submission of the proper forms.
   2. Per diem expenses will only be paid for days on which the representative actually attend as the scheduled session on that day, except as authorized by the Board of Directors.
   3. All honoraria shall be approved in advance by the Board of Directors.
   4. Requests for reimbursement must be submitted on an approved Society expense report form and be approved by the Treasurer.
4. Attendance at Board of Directors Meetings
   
   1. Officers and Directors
      
      1. The general formula of reimbursement for travel to and from Society activities is coach-class, round-trip, air travel based on a 21-day advance purchase. Tickets purchased less than 21 days in advance will be reimbursed a maximum of $650 for domestic travel and $1,000 for international travel.  For travel by automobile reimbursement is made at prevailing IRS cents per mile to include expenses such as gas, tolls and parking; total reimbursed auto travel expenses is not to exceed air travel expenses.
      2. A per diem allowance of $100 (effective December 2, 2003) will be allowed on days of official business, plus one per diem for a day of travel.
      3. The basic registration fee for the Annual Spring Regional Anesthesia Meeting and Workshops will be waived for officers and directors attending the Annual Board of Directors Meeting.
      4. No reimbursement for hotel guest room expenses incurred for participation at the Annual Board of Directors Meeting will be made.
   2. Founding Members
      
      1. The Founding Members shall have the right to send one member to the mid-year meeting of the Board of Directors, who shall be a non-voting attendee. The Founding Member who shall attend the mid-year meeting of the Board of Directors shall be reimbursed for travel and lodging expenses in accordance with established reimbursement procedures.
      2. Attendance by a Founding Member at the Board of Director meeting coincident with the Annual Spring Regional Anesthesia Meeting and Workshops shall receive reimbursement for lodging expenses consisting of up to two (2) nights hotel stay.
      3. Founding Members, who are specifically invited by the President and with approval by the Board of Directors for the purpose of addressing a specified topic at the Board of Directors meeting coincident with the spring clinical meeting shall be reimbursed for air transportation on the basis of Y-class airfare with a stay over Saturday night between the members' residence and the meeting and lodging expenses.
      4. The Founding Members are: L. Donald Bridenbaugh, M.D.; Harold Carron, M.D.; Jordan Katz, M.D.; P. Prithvi Raj, M.D. and Alon P. Winnie, M.D.
   3. Invited Guests
      1. The general formula of reimbursement for travel to and from Society activities is coach-class, round-trip, air travel based on a 21-day advance purchase. Tickets purchased less than 21 days in advance will be reimbursed a maximum of $650 for domestic travel and $1,000 for international travel.  For travel by automobile reimbursement is made at prevailing IRS cents per mile to include expenses such as gas, tolls and parking; total reimbursed auto travel expenses is not to exceed air travel expenses.
      2. A per diem allowance of $100 (effective December 2, 2003) will be allowed on days of official business, excluding travel time plus one per diem for a day of travel.
      3. Hotel room and tax, less incidentals.
      4. Additional expenses as shall be approved by the Board of Directors.
5. Council, Section and Committee Expenses
   
   1. The necessary expenses of Councils, Sections and Committees, whenever possible, shall be anticipated and included in the official budget of the Society.
   2. No expenditures shall be made nor financial obligations incurred unless authorized by the Board of Directors.
6. Miscellaneous Expenses of Officers
   
   1. Secretarial, telephone and other authorized expenses essential to carrying out the duties of the respective office shall be filed with the Treasurer for approval and reimbursement on an annual basis.
7. Attendance at Meetings Other than Official Society Meetings
   
   1. The President and/or Executive Committee shall approve, in advance, travel, per diem and hotel expenses for reimbursement of expenses for attendance at meetings other than official Society meetings.
8. Multiple Eligibility
   1. Any person eligible for reimbursement in more than one category (e.g., member of Board of Directors, ASRA lecturer, Labat lecturer, program participant, etc.) will be reimbursed on the basis of the one which is most generous.
9. President Luncheon, Dinner, and Reception
   
   1. The President, at his/her discretion, may provide a luncheon, dinner or reception for the Board of Directors and guests.
10. Honoraria
    
    1. No honoraria will be paid to Society members. Non-anesthesiologists who are also nonmembers of the Society will receive an honorarium of $300.00 for each lecture they present with a maximum of $600 per day.
11. Check Issuing and Invoice Approval
    
    1. Checks issued by the Society must bear the signature of the Secretary-Treasurer.  The Board of Directors may authorize the establishment of special bank accounts and authorize the person who may sign checks.
    2. The Executive Staff is authorized to approve invoices in an amount less than $1,000.
    3. The Secretary-Treasurer must approve all invoices equal to or greater than $1,000.
    4. The Secretary-Treasurer must approve all expense report forms.

III. BUDGET METHODOLOGY

1. Committee Appointments
   
   1. The President-Elect shall appoint Committee Chairs for the following year by January 31 of the current year so that the Chairs each may provide meaningful to the Secretary-Treasurer for use in preparation of the annual budget
2. Schedule for Budget Development
   January 31
   Letter mailed to each of next year's Committee Chairs and the Executive Office, requesting information for next year's budget shall be sent by the Secretary-Treasurer.  Any increase from what had been actually spent in the prior year or any new programs will be specifically justified.
   March 30
   Deadline for receipt of budget requests from Chairs and Executive Office provided for use by the Secretary-Treasurer in developing the following year budget.
   April
   President, President-Elect, Treasurer and Associate-Treasurer meet with Executive Staff to review and discuss draft budget allocations.  This review and discussion should take place at the Annual Spring Meeting of the Society, if possible.
   October
   President, President-Elect, Treasurer and Associate-Treasurer meet with Executive Staff to review and discuss final budget allocations.  This review and discussion should take place at the Annual Meeting of the American Society of Anesthesiologists, if possible.
   November
   Secretary-Treasurer presents the final budget by the Secretary-Treasurer to the Board of Directors for approval.
3. Budget Additions
   
   1. Additions to the proposed budget after it has been approved by the Board of Directors may be made only after approval by the Executive Committee.

IV. SOLICITATION

1. Solicitation of Funds
   The following regulations shall apply to all activities related to the solicitation of funds for the Society.
   1. Ordinarily no solicitations on behalf of the ASRA shall be made by any committee or officer without prior approval of the Board of Directors. However, in circumstances of urgency or in emergencies acknowledged by the Executive Committee, solicitations may be made after approval by a majority of the Executive Committee.
   2. In order to coordinate effectively the solicitation activity of the ASRA, any committee wishing to solicit shall submit to the Board of Directors a list of prospective contributors for consideration and coordination.
   3. Acknowledgments of contributions from donors shall be presented by an appropriate officer or chair in a suitable format.
2. Management of Solicited Funds
   
   1. Solicited funds shall be segregated and accounted for in the annual report of the Treasurer outside of the annual budget of the Society.  Monies designated for such funds need not be disbursed in any one fiscal year.
   2. Disbursement shall be administered by appropriate committees accountable to the Board of Directors. The approval of guidelines for disbursement of such funds shall be secured by these committees form the Board of Directors at the time of the activities request.

V. GUIDELINES FOR MEMORIAL, HONORIAL AND SPECIAL FUNDS

1. Donations are to be encouraged on a voluntary basis and accepted in any amount offered, unless unacceptable conditions are attached. The Board of Directors reserves the right to devote donated funds to different but like purposes, if it is impossible or impractical to comply with the stipulations of the donor. The Board of Directors reserves the right to refuse funds.
2. Contributions to ASRA whether to an established memorial fund or to create a new fund, will be invested in a manner defined suitable by the Board of Directors. Each fund shall be accounted for as part of the Treasurer's annual report, with the generated income used to help support the activity for which the memorial funds was originally established.
3. Contributions made to establish a new ASRA memorial fund will be accepted only if in the opinion of the Board of Directors the amount is large enough to accomplish the proposed purpose or that the purposes of the fund are such as to make it improbable that additional contributions will be received. The monies of all special funds may be pooled even though accounted for separately.

VI. INVESTMENTS

1. The Society may, with approval of the Board of Directors invest such funds as they deem appropriate in interest earning assets. Such investments shall be not considered speculative.
2. The Society may, with approval of the Board of Directors, engage the services of an advisor to make recommendations and periodic review and revisions of the investment portfolio.

VII. ANNUAL AUDITS

1. An audit of the Society's financial records and accounts will be performed annually in accordance with paragraph 9.30 of the Bylaws.
2. The audit firm will present its findings to the Section on Fiscal Affairs at its March meeting. The written audit report will subsequently be distributed to the Board of Directors.
3. The audit firm will be asked to present an estimate of the next year's fees for the Society as well as the fees for other organizations being audited under the ASA umbrella.

Administrative Procedure No. 4: Meetings - Top

I. SPRING ANNUAL MEETING AND WORKSHOPS
The Spring Annual Meeting of the Society shall focus on topics related to regional anesthesia.

1. General Format of Meeting and Workshops
   The following format has been established with regard to the general format of the Annual Spring Meeting and Workshops.
   1. The meeting format shall be determined by the President and the Annual Spring Meeting Chair based on the previous year's meeting experience, but with latitude in arranging successful components from other meetings and new features that appear to be desirable within the limitation of time, budget, and space available.
   2. The Gaston Labat Lecture shall be presented at the meeting.
   3. The President of the American Society of Anesthesiologists shall be invited to present the "ASA Update" at the meeting.
   4. The program planners of the meeting shall exercise restraint in planning other activities in conjunction with the Gaston Labat Lecture and the ASA President's presentation.
2. Registration
   
   1. Members in all categories of this Society's membership may be registered for the Annual Spring Meeting and Workshops upon payment of the appropriate registration fee.
   2. Members of the Society shall be entitled to register for the meeting at a discounted member registration fee.
   3. The following individuals shall be permitted to attend the meeting:
      
      1. Nonmember registrants may attend the annual meeting at the non-discounted registration fee, including physicians, scientists, nurse anesthetists or anesthesiologists' assistants.
      2. Family members of ASRA members.
      3. An executive and officer of an international, national, state or county medical society.
      4. An individual invited as a guest of the President.
      5. A duly accredited member of the press.
      6. A representative of an exhibiting company.
         Any questions regarding participation by a nonmember at the meeting shall be referred to the Executive Committee for a ruling.
   4. The registration fee shall be waived for invited speakers, members of the Board of Directors, past presidents, present and past Gaston Labatt Lecturers, and the meeting's program committee and members of the Editorial Board of the journal Regional Anesthesia and Pain Medicine.
3. Program Committee
   1. The President shall appoint the program committee no later than one year prior to the meeting for which the committee is to plan the program.  The program committee shall consist of 12 members.
   2. The Vice-President, at the time of his/her election, shall appoint the Program Chair for the years he/she is to serve as President.  The appointees are to serve on the Program Committee. One appointee shall serve a one-year term as Vice-Chair Elect of the Committee followed by a one-year term as Vice-Chair and a subsequent year as Chair.  The other appointee shall succeed the one appointee in each of named positions.  The appointees shall serve as Immediate Past Chair of the Committee following their term as Committee Chair.
   3. This committee shall consist of the Chair, Immediate Past Chair, Vice Chair, Vice Chair Elect and such persons as shall be named by the President.  The Chair of this committee will have direct liaison authority with the Board
      Chair - Organizing with President the preliminary program (major topics and session titles), Master Classes (share with Past Chair), Industry Symposia and social events.
      Vice Chair - Workshops, PBLDs, and General Sessions, including (Chair +1) moderators
      Vice Chair Elect) - Refresher Courses and Parallel Sessions, including (Chair +2) moderators
      Immediate Past Chair Master Classes (share with Chair)
      Members-at-Large - Eight (8) persons appointed by the chair and President.  Members may include other board members, representatives from the European societies or anyone else that that you think will be productive but should probably include someone with connections in all the major subspecialties
      Resident - Cracker Barrel Session
      President - Overall review and organization
      Ad-hoc member
   4. The Program Committee is encouraged to utilize each faculty member, possibly including award recipients, for more than one presentation during the meeting so that faculty expenses are minimized.  The members of the Board of Directors shall be considered as possible faculty members.
   5. The Annual Spring Meeting Program Committee planning schedule shall be as follows:
      1. April (n-2) Attend Program Committee Meeting
         June (n-2) Attend Committee on Education meeting to learn how a Program Chair finalizes a program.
         January (n-1) Submit initial program topics and program committee appointees and duties to the Committee on Education.
         January (n-1) Receive feedback from the Committee on Education
         February (n-1) Contact Program Committee members and assigns them to generate initial program from their sessions.
         March (n-1) Collate the preliminary program and distribute to the Committee on Education and the Board of Directors for comments
         Note: the proposed participants may be contacted for availability at the meeting but not officially invited to be a member of the faculty.
         April (n-1)Convene their Program Committee and make changes based on suggestions received from the Committee on Education and the Board of Directors.
         May (n-1) Receive evaluations and make adjustments.
         June (n-1) Meet with the Committee on Education and finalize program, having the Board of Directors sign-off via e-mail or teleconference.
         April (n) Annual Meeting Occurs
         April (n) Provide a one to four page report and recommendations to the Committee on Education.
   6. Following any adjustments to the Annual Spring Meeting program as suggested by the Board of Directors, the Program Committee Chair shall work with the Executive Staff in seeing that a Registration Brochure is distributed to the membership in accordance with the following schedule:
      1. Shall the Annual Spring Meeting be held in March, the registration brochure is to be distributed to the ASRA membership at the end of November, but by no later than the first week in December.  A follow-up mailing is to be forwarded to the ASRA membership three weeks after the initial mailing.  A secondary mailing to members of the American Society of Anesthesiologists may be made with the following up mailing to ASRA members.
      2. Shall the Annual Spring Meeting be held in April, the registration brochure is to be distributed to the ASRA membership at the end of December, but by no later than the first week in January.  A follow-up mailing is to be forwarded to the ASRA membership three weeks after the initial mailing.  A secondary mailing to members of the American Society of Anesthesiologists may be made with the following up mailing to ASRA members.
      3. The Annual Spring Meeting Program Committee will review the submitted papers, posters and scientific exhibits and accepted submissions will be incorporated into the meeting syllabus. The Board of Directors will assist in the review of abstracts.
      4. Deadlines for submissions of objectives, outlines and manuscripts for publication in the meeting syllabus will be set by the Executive staff in consultation with the Program Chair.
4. Scientific Program
   
   1. The Program Committee shall be responsible for the scientific program and within the constraints of the annual meeting budget.  The program committee is given latitude for arranging free papers, invited guest speakers, and new features. Papers with outstanding merit may be accepted for presentation at the discretion of the Program Chair. Manuscripts suitable for publication will not be requested from presenters of free papers.
   2. At the time of the invitation to special and invited speakers, including the Gaston Labat lecturer, each individual will be required to accept the commitment to submit a copy of the lecture suitable for publication to the editor of the Society's journal, Regional Anesthesia and Pain Medicine. Speakers shall be notified that honorarium will be paid upon receipt of manuscript(s).
5. Annual Spring Meeting Expenses
   
   1. Invited guest speakers, both foreign and U.S., must be approved in advance by the Board of Directors.
   2. Reimbursement shall not be made available to non-member anesthesiologists who reside in the United States or Canada
   3. Faculty members shall receive the following reimbursement:
      
      1. Registration Fee:
         The registration fee is waived for all faculty members: they must complete a complimentary stamped registration form that comes with their faculty letter. Workshops, PBLDs and Master Classes do require a registration fee if faculty wish to attend.
      2. Hotel Lodging:
         One hotel night (room and tax, excluding incidentals) for each day faculty members present and under certain circumstances and upon approval by the meeting program chair another night due to travel arrangements. Faculty is responsible for making their own hotel reservations and are required to stay in the headquarters hotel. Room reservations should be made promptly since rooms are subject to availability.
      3. Per Diem:
         Faculty, excluding non-anesthesiologists who are also non-members of ASRA, receives a $100.00 per diem (for parking, taxi, food, etc.) for each day they are on the program plus a travel day.
      4. Air Fare:
         The general formula of reimbursement for travel to and from Society activities is coach-class, round-trip, air travel based on a 21-day advance purchase. Tickets purchased less than 21 days in advance will be reimbursed a maximum of $650 for domestic travel and $1,000 for international travel.  For travel by automobile reimbursement is made at prevailing IRS cents per mile to include expenses such as gas, tolls and parking; total reimbursed auto travel expenses is not to exceed air travel expenses.
      5. Honorarium:
         No honoraria will be paid to members of ASRA.  Non-anesthesiologists, who are also non-members of ASRA, will receive an honorarium of $300 for each lecture they present with a maximum of $600 per day.
   4. Members of the RAPM Editorial Board:  Editors and associate editors will receive one night at the hotel (room and tax, excluding incidentals) and shall have their registration fee waived for the Annual Meeting, but not the workshops, master classes and PBLD's.
   5. The Gaston Labat lecturer shall be entitled to the following reimbursement:
      
      1. One first class airfare (business class if speaker resides outside North America).
      2. Hotel room and tax, excluding incidentals, for the entire meeting for arrival on the evening before the first day of the meeting through the evening of the final day of the meeting, or a maximum of a five-night stay.
      3. A per diem in the amount of $100 per day for each day present and one day per diem for a day of travel, or a maximum of six days per diem.
      4. An honorarium of $2,000 shall be paid to the lecturer provided a manuscript suitable for publication in Regional Anesthesia and Pain Medicine is received by the journal editor.
      5. The Annual Spring Meeting registration fee shall be waived.
      6. An invitation to all social events presented at the meeting.
      7. Life membership in the Society
      8. The Gaston Labat lecturer shall be made available for industry support.
   6. The Distinguished Service Award recipient shall be entitled to the following reimbursement:
      
      1. One first class airfare (business class if speaker resides outside North America) and an identical airfare for the recipients spouse or guest.
      2. Hotel room and tax, excluding incidentals, for the entire meeting for arrival on the evening before the first day of the meeting through the evening of the final day of the meeting, or a maximum of a five-night stay.
      3. A per diem in the amount of $100 per day for each day present and one day per diem for a day of travel, or a maximum of six days per diem.
      4. An honorarium of $1,000.
      5. The Annual Spring Meeting registration fee shall be waived.
      6. An invitation to all social events presented at the meeting.
      7. Life membership in the Society
      8. The Distinguished Service Award shall be made available for industry support.
   7. The Founding Members of the Society shall receive complimentary basic registration to the meeting.  The payment of optional program fees, hotel guest room accommodations and travel expenses are at the Founding Members own account.
6. Publicity
   
   1. The Executive Office will make the necessary arrangements to solicit press coverage for the annual meeting and workshops.
   2. The Annual Spring Meeting Chair is responsible for advice and decision on publicity matters during the entire course of the meeting.
   3. The Annual Spring Meeting Chair shall assist the staff in acquiring advance copies of abstracts or papers to be presented, including the Gaston Labat lecture and will advise the press of items that he/she believes are of special interest to the public or medical profession.
7. Credit to Outside Agencies
   
   1. Support of scientific programs will be acknowledged in the officially published program by a single line reading "Endowed by ... " or "Sponsored by ... " or "Supported by an educational grant from ... " Such acknowledgments will be made as long as support is within ASRA and ACCME Guidelines.
   2. Support of the Scientific Program shall be acknowledged following the guidelines of the ACCME, with the statement "Supported by an unrestricted educational grant..."
   3. Any additional publicity in support of scientific programs, such as specific pamphlets at registration desks, if tastefully prepared may be approved by the Board of Directors upon recommendation of the Annual Spring Meeting Chair.
   4. Acknowledgment may be made for commercial sponsorship of any social or other non-scientific function at the annual spring meeting by an appropriate plaque at the entrance to the function designating the sponsorship.
8. Photography and Recording Privileges
   
   1. No photographs, video recording or audio recording may be permitted in the scientific and business meetings at the time of the annual meeting unless specifically authorized by the Chair of the Annual Spring Meeting program.
   2. The individual requesting such privileges shall be properly registered at the meeting and shall be issued a press badge. Notice of this ban will be included in the annual meeting brochure and in the meeting syllabus.
9. Annual Meeting Social Activities
   
   1. Social functions will be approved by the Board of Directors on recommendation of the Annual Spring Meeting Chair.
   2. Those social activities planned should be self-sustaining either by ticket sales of the participants or by a grant from an outside source.
10. Complimentary Rooms and Tickets
    
    1. Complimentary rooms will be authorized only for the President of the Society and the Annual Spring Meeting Chair.
    2. If additional complimentary rooms are available at the time of the Annual Spring Meeting, these should be distributed as follows:
       
       1. The Gaston Labat lecturer.
       2. The Guest speakers.
       3. The Executive staff subject to approval by the President.
    3. Complimentary tickets for special functions shall be issued as followed:
       
       1. The Gaston Labat Lecturer
       2. The executive staff subject approval by the President
       3. The past presidents
       4. Special non-member guests, or invited speakers as designated by the President, to include a spouse or an invited guest.
11. Free Papers
    
    1. The Scientific Chair shall be responsible for distributing a Call for Papers.
    2. The submissions shall be reviewed by the Program Committee and the decision as to the style of presentation shall be determined by the Chair.
    3. All presenters shall pay the appropriate registration fee.

II. ANNUAL FALL MEETING AND WORKSHOPS
The Annual Fall Meeting and Workshops of the Society shall focus on topics related to pain medicine.

1. General Format of Meeting and Workshops
   The following format has been established with regard to the general format of the Annual Fall Meeting and Workshops.
   1. The meeting format shall be determined by the President and the Annual Fall Meeting Chair based on the previous year's meeting experience, but with latitude in arranging successful components from other meetings and new features that appear to be desirable within the limitation of time, budget, and space available.
   2. The Bonica Lecture shall be presented at the meeting.
2. Registration
   
   1. Members in all categories of this Society's membership may be registered for the Annual Fall Meeting and Workshops upon payment of the appropriate registration fee.
   2. Members of the Society shall be entitled to register for the meeting at a discounted member registration fee.
   3. The following individuals shall be permitted to attend the meeting:
      
      1. Nonmember registrants may attend the annual meeting at the non-discounted registration fee, including physicians, scientists, nurse anesthetists or anesthesiologists' assistants.
      2. Family members of ASRA members.
      3. An executive and officer of an international, national, state or county medical society.
      4. An individual invited as a guest of the President.
      5. A duly accredited member of the press.
      6. A representative of an exhibiting company.
         Any questions regarding participation by a nonmember at the meeting shall be referred to the Executive Committee for a ruling.
   4. The registration fee shall be waived for invited speakers, members of the Board of Directors, past presidents, present and past Bonica Lecturers, and the meeting's program committee and members of the Editorial Board of the journal Regional Anesthesia and Pain Medicine.
3. Program Committee
   1. The President shall appoint the program committee no later than one year prior to the meeting for which the committee is to plan the program.
   2. The Vice-President, at the time of his/her election, shall appoint the Program Chair for the years he/she is to serve as President.  The appointees are to serve on the Program Committee. One appointee shall serve a one-year term as Vice-Chair Elect of the Committee followed by a one-year term as Vice-Chair and a subsequent year as Chair.  The other appointee shall succeed the one appointee in each of named positions.  The appointees shall serve as Immediate Past Chair of the Committee following their term as Committee Chair.
   3. This committee shall consist of the Chair, Immediate Past Chair, Vice Chair, Vice Chair Elect and such persons as shall be named by the President.  The Chair of this committee will have direct liaison authority with the Board.
      Chair - Organizing with President the preliminary program (major topics and session titles), Master Classes (share with Past Chair), Industry Symposia
      Vice Chair - Workshops, PBLDs, and General Sessions, including (Chair+1) moderators
      Vice-Chair Elect - Refresher Courses and Parallel Sessions, including (Chair +2) moderators
      Past Chair - Master Classes (share with Chair)
      Members-at-Large - Eight (8) persons appointed by the chair and President.  Members may include other board members, representatives from the European societies or anyone else that that you think will be productive but should probably include someone with connections in all the major subspecialties Fellow - Cracker Barrel Session
      President - Overall review and organization
      Ad-hoc member
   4. The Program Committee is encouraged to utilize each faculty member, possibly including award recipients, for more than one presentation during the meeting so that faculty expenses are minimized.  The members of the Board of Directors shall be considered as possible faculty members.
   5. The Annual Spring Meeting Program Committee planning schedule shall be as follows:
      November (n-2)- Attend Program Committee Meeting
      January (n-1) - Attend Committee on Education meeting to learn how a Program Chair finalizes a program.
      June (n-1) - Submit initial program topics and program committee appointees and duties to the Committee on Education.
      June (n-1) - Receive feedback from the Committee on Education
      July (n-1) - Contact Program Committee members and assigns them to generate initial program from their sessions.
      October (n-1) - Collate the preliminary program and distribute to the Committee on Education and the Board of Directors for comments
      Note: the proposed participants may be contacted for availability at the meeting but not officially invited to be a member of the faculty.
      November (n-l) - Convene their Program Committee and make changes based on suggestions received from the Committee on Education and the Board of Directors.
      December (n-1) - Receive evaluations and make adjustments.
      January (n) - Meet with the Committee on Education and finalize program, having the Board of Directors sign-off via e-mail or teleconference.
      November (n) - Your Annual Meeting Occurs
      November (n) - Provide a one to four page report and recommendations to the Committee on Education.
4. Scientific Program
   1. The Program Committee shall be responsible for the scientific program and within the constraints of the annual meeting budget.  The program committee is given latitude for arranging free papers, invited guest speakers, and new features. Papers with outstanding merit may be accepted for presentation at the discretion of the Program Chair. Manuscripts suitable for publication will not be requested from presenters of free papers.
   2. At the time of the invitation to special and invited speakers, including the Bonica lecturer, each individual will be required to accept the commitment to submit a copy of the lecture suitable for publication to the editor of the Society's journal, Regional Anesthesia and Pain Medicine. Speakers shall be notified that honorarium will be paid upon receipt of manuscript(s).
5. Annual Fall Meeting Expenses
   1. Invited guest speakers, both foreign and U.S., must be approved in advance by the Board of Directors.
   2. Reimbursement shall not be made available to non-member anesthesiologists who reside in the United States or Canada
   3. Faculty members shall receive the following reimbursement:
      1. Registration Fee:
         The registration fee is waived for all faculty members: they must complete a complimentary stamped registration form that comes with their faculty letter. Workshops, PBLDs and Master Classes do require a registration fee if faculty wish to attend.
      2. Hotel Lodging:
         One hotel night (room and tax, excluding incidentals) for each day faculty members present and under certain circumstances and upon approval by the meeting program chair another night due to travel arrangements. Faculty is responsible for making their own hotel reservations and are required to stay in the headquarters hotel. Room reservations should be made promptly since rooms are subject to availability.
      3. Per Diem:
         Faculty, excluding non-anesthesiologists who are also non-members of ASRA, receives a $100.00 per diem (for parking, taxi, food, etc.) for each day they are on the program plus a travel day.
      4. Air Fare:
         The general formula of reimbursement for travel to and from Society activities is coach-class, round-trip, air travel based on a 21-day advance purchase. Tickets purchased less than 21 days in advance will be reimbursed a maximum of $650 for domestic travel and $1,000 for international travel.  For travel by automobile reimbursement is made at prevailing IRS cents per mile to include expenses such as gas, tolls and parking; total reimbursed auto travel expenses is not to exceed air travel expenses.
      5. Honorarium:
         No honoraria will be paid to members of ASRA.  Non-anesthesiologists, who are also non-members of ASRA, will receive an honorarium of $300 for each lecture they present with a maximum of $600 per day.
   4. The Bonica lecturer shall be entitled to the following reimbursement:
      
      1. One first class airfare (business class if speaker resides outside North America).
      2. Hotel room and tax, excluding incidentals, for the entire meeting for arrival on the evening before the first day of the meeting through the evening of the final day of the meeting, or a maximum of a five-night stay.
      3. A per diem in the amount of $100 per day for each day present and one day per diem for a day of travel, or a maximum of six days per diem.
      4. An honorarium of $2,000 shall be paid to the lecturer provided a manuscript suitable for publication in Regional Anesthesia and Pain Medicine is received by the journal editor.
      5. The Annual Fall Meeting registration fee shall be waived.
      6. An invitation to all social events presented at the meeting.
      7. Life membership in the Society
      8. The Bonica lecturer shall be made available for industry support.
   5. The Founding Members of the Society shall receive complimentary basic registration to the meeting.  The payment of optional program fees, hotel guest room accommodations and travel expenses are at the Founding Members own account.
6. Publicity
   
   1. The Executive Office will make the necessary arrangements to solicit press coverage for the annual meeting and workshops.
   2. The Annual Fall Meeting Chair is responsible for advice and decision on publicity matters during the entire course of the meeting.
   3. The Annual Fall Meeting Chair shall assist the staff in acquiring advance copies of abstracts or papers to be presented, including the Bonica lecture and will advise the press of items that he/she believes are of special interest to the public or medical profession.
7. Credit to Outside Agencies
   
   1. Support of scientific programs will be acknowledged in the officially published program by a single line reading "Endowed by ... " or "Sponsored by ... " or "Supported by an educational grant from ... " Such acknowledgments will be made as long as support is within ASRA and ACCME Guidelines.
   2. Support of the Scientific Program shall be acknowledged following the guidelines of the ACCME, with the statement "Supported by an unrestricted educational grant..."
   3. Any additional publicity in support of scientific programs, such as specific pamphlets at registration desks, if tastefully prepared may be approved by the Board of Directors upon recommendation of the Annual Fall Meeting Chair.
   4. Acknowledgment may be made for commercial sponsorship of any social or other non-scientific function at the annual spring meeting by an appropriate plaque at the entrance to the function designating the sponsorship.
8. Photography and Recording Privileges
   
   1. No photographs, video recording or audio recording may be permitted in the scientific and business meetings at the time of the annual meeting unless specifically authorized by the Chair of the Annual Fall Meeting program.
   2. The individual requesting such privileges shall be properly registered at the meeting and shall be issued a press badge. Notice of this ban will be included in the fall meeting brochure and in the meeting syllabus.
9. Annual Meeting Social Activities
   
   1. Social functions will be approved by the Board of Directors on recommendation of the Annual Fall Meeting Chair.
   2. Those social activities planned should be self-sustaining either by ticket sales of the participants or by a grant from an outside source.
10. Complimentary rooms and tickets
    
    1. Complimentary rooms will be authorized only for the President of the Society and the Annual Fall Meeting Chair.
    2. If additional complimentary rooms are available at the time of the Annual Fall Meeting, these should be distributed as follows:
       
       1. The Bonica lecturer.
       2. The Guest speakers.
       3. The Executive staff subject to approval by the President.
    3. Complimentary tickets for special functions shall be issued as followed:
       
       1. The Bonicat Lecturer
       2. The executive staff subject approval by the President
       3. The past presidents
       4. Special non-member guests, or invited speakers as designated by the President, to include a spouse or an invited guest.
11. Free Papers
    
    1. The Scientific Chair shall be responsible for distributing a Call for Papers.
    2. The submissions shall be reviewed by the Program Committee and the decision as to the style of presentation shall be determined by the Chair.
    3. All presenters shall pay the appropriate registration fee.

III.   REGIONAL REFRESHER COURSES

1. General Format of Regional Refresher Courses
   
   1. The format shall be flexible, allowing for innovations and improvements, subject to the approval of the Board of Directors.
   2. Regional Refresher Courses shall be presented at a time when they do not conflict with neither other anesthesia meetings in the region selected nor with major anesthesia meetings at any location and shall be autonomous rather than attached to any other meeting.
   3. Location of Regional Refresher Courses may be in resort areas and held at a time of year coincidental with the seasonal attractiveness of the locale. Regional Refresher Courses may be located in larger cities with good air transportation access.
   4. The scientific presentations shall be limited to one or both days of the weekend.
   5. Exhibits by industry will be permitted, however there will be not marketing program to secure exhibits.
2. Scientific Program
   
   1. The selection of speakers and arrangements of the scientific program by time and topic shall be the responsibility of a Program Committee. The scientific program must be approved by the Committee Chair and the Chair of the Committee on Education.
   2. The selection of speakers and topics is flexible within the general framework of an all-day meeting on Saturday and a morning and/or afternoon session on Saturday.
   3. Should non-anesthesia or non-physician course participants be deemed beneficial to the scientific nature of the program, their invitation and reimbursement shall be first approved by the Vice President.
   4. The Program Chair, or his/her designee, shall serve as program moderator.
3. Regional Refresher Courses Expenses
   
   1. Invited guest speakers shall be reimbursed on the basis of Y class, with a required stay over a Saturday night, a per diem of $100.00 for each day of presentation and one per diem for a day of travel and hotel room and tax, excluding incidentals, for each day a speaker presents. An honorarium will not be paid to program participants.
   2. The registration fees will be waived for all Program Chair, the Chair of the Committee on Education and program participants.
4. Registration
   
   1. Registration for the Regional Refresher Courses shall be limited only by hotel restrictions.
   2. Workshops presented in conjunction with the Regional Refresher Course shall be limited to 20 persons.  Exceptions to this limit may be approved by the Vice President.
   3. Registration Fees shall be established by the Board of Directors.
      
      1. The basic registration fee will not include any social or meal function, unless the latter is essential to the uninterrupted conduct of the scientific program.  An additional registration fee may be assessed to cover such expenses.
      2. The cancellation policy for the event shall be as follows:
         
         1. A full refund shall be made for cancellations received up to six weeks prior to the refresher course.
         2. A 20 percent administrative fee shall be deducted from refunds made for cancellations received between six weeks prior and two weeks prior to the first day of the program.
         3. No refund shall be made for cancellations received less than two weeks prior to meeting.
         4. Registration Desk and Packets
            
            1. A registration desk shall be established at the time of each refresher course to distribute registration packets and answer questions.
            2. No material other than the official program, program material and special documents approved by the Program Chair may be distributed prior to or during registration.
5. Future Meeting Sites
   
   1. Selection of refresher course sites shall be made on a final basis four years ahead, to insure procurement of good sites, with a firm commitment to the selected hotel at least two years ahead.
   2. Locations and dates of future refresher courses shall be announced to ASA Component Society, ASA District Directors, and published in the ASA and ASRA calendars of meetings.

IV. SITE SELECTION

1. Selection Criteria
   The below criteria shall be followed in the selection of future meeting sites.
   1. Only cities within the United States or Canada shall be considered as sites for the annual spring and fall meetings.
   2. No cities shall be investigated or selected by the Board of Directors unless adequate facilities at that site are under construction at the time of the investigation and completion of the construction is expected at least three years prior to the date on which the annual spring or fall meetings will be concluded.
   3. Meetings shall be scheduled only in hotels in cities in which all facilities are offered to all registrants regardless of race, color, creed, or sex and acceptable facilities are available for the handicapped.
   4. Selection of future sites
      
      1. Selection of annual spring and fall meeting sites shall be made on a final basis four years ahead, to insure procurement of good sites, with a firm commitment to the selected hotel at least two years ahead.
      2. The Board of Directors shall approval all meeting site selection.
      3. Information on renewal dates of labor contracts should be included in the survey report of each city surveyed.
2. Meeting Contracts
   
   1. All contracts relating to a meeting must be approved and signed by the President-Elect.
   2. Hotel contracts shall be negotiated in the best interest of the ASRA with any concessions made provided to the Society.

V. BOARD OF DIRECTORS MEETINGS

1. Meeting Location
   
   1. The Board of Directors shall meet annually in at the ASRA Annual Spring Meeting and Workshops.  The date and time of the meeting shall be determined by the President.
   2. The Board of Directors shall hold a Mid Year Meeting each fall.  The location, date and time of the meeting shall be determined by the officers who shall be President at the time of the meeting.
2. Reimbursement
   
   1. The reimbursement policy for the Annual Meeting of the Board of Directors shall be based upon the reimbursement policy established for the Society's Annual Spring Meeting.
   2. The reimbursement policy for the Mid Year Meeting of the Board of Directors shall be as follows:
      
      1. Roundtrip airfare on the basis of Y class, with a required stay over a Saturday night.
      2. Hotel room and tax, excluding incidentals, for the entire meeting for arrival on the evening before the first day of the meeting through the evening of the final day of the meeting.
      3. A per diem in the amount of $100 per day for each day present and one day per diem for a day of travel.
3. Meeting Agenda
   
   1. A meeting agenda shall be prepared by the Executive Staff based on the minutes of prior meetings as well as information provided by Committee Chairs in the forms of reports and provided to the President for approval at least 30 days prior to the meeting.
   2. Agenda books for the meeting shall be distributed to the members of the Board of Directors ten (10) days prior to the meeting.  The agenda book is to be distributed electronically.

Administrative Procedure No. 5: Communications - Top

I. NEWSLETTER
The Board of Directors shall establish, from time to time, a list of Newsletter policies. These policies are to be followed by the editor of the Newsletter and the Executive Office shall in the regular publication of the Society's Newsletter.

1. Editorial Content
   
   1. Announcements regarding ASRA members shall be limited to items of distinction.
   2. Programs of state or regional meetings not sponsored by the ASRA will not be published. Brief announcements of such meetings are permitted but shall be limited to the date, location, sponsoring group, and the program from who further details may be obtained.
   3. The Newsletter does not accept commercial advertising. For that reason, any announcement or comment on commercial activities must be approved by the Editor prior to publication.
      There is an allowance made for selected contributors from industry based resources that inform the membership of interesting background information concerning products, etc.
   4. "Letters to the Editor" are encouraged and subject to editorial approval.  Letters are subject to editing and abridgment.
   5. Committees of ASRA are expected to submit items of interest to the membership for publication upon approval of the appropriate Section Chair and subject to Editorial approval and revision.
   6. All ASRA-generated materials shall be published in a timely fashion, as approved by the Editor.
   7. "Guest Editorials" from members are encouraged and subject to editorial approval, revision or rejection.
   8. Any materials which may prove controversial should be reviewed by the Editor, Editorial Staff and approved by the ASRA President and the President-Elect (and legal counsel as deemed necessary).
2. Subscription Information
   
   1. Subscriptions for ASRA members shall be a benefit of membership.
   2. A complimentary copy shall be mailed to all exhibitors on the exhibit prospect list, and complimentary copies shall also be made available to certain libraries and allied medical organizations. Other requests for complimentary copies should be forwarded to the Newsletter editor for consideration.
3. Distribution Information
   
   1. The Newsletter should be distributed each quarter via non-profit postage in the US, First Class to Canada and Air Mail outside of North America
      

II. WEB SITE

1. General Site Policy
   
   1. The American Society of Regional Anesthesia and Pain Medicine (ASRA) maintains its Web site under the organization domain <www.asra.com>.  Requests for site links shall be submitted in writing to the ASRA office.  All content already published by ASRA for another purpose will be accepted.  Other content will be submitted to the ASRA Office for approval before inclusion on the ASRA site.
   2. The Board of Director shall determine a firm to perform design and/or maintenance of the Society's Web site.
2. External Linking
   
   1. ASRA reserves the right to reject any request for an external link from its Web site.
   2. ASRA may consider special link requests from:
      
      1. Academic institutions with accredited anesthesiology residencies and/or established research programs.
      2. Reference or medical database Web sites.
      3. Anesthesia-related organizations and nonprofit foundations.
      4. Other medical organizations and specialty societies.
      5. Indexed, peer-reviewed medical publications.
   3. The ASRA Web site will not link to for-profit organizations (except as noted below with respect to Annual Meeting exhibitors*), nor will it link to personal or professional Web sites of ASRA members.  By establishing a Web link with any external organization, it should not be implied that such linkage constitutes endorsement or support by ASRA of any such entity.
      *Exception for Annual Meeting Exhibitors
      The exception to the above policy will be a special linking area for those approved companies exhibiting at the current year's ASRA Annual Meeting.  That link will be established for a specific period of time associated with the ASRA Annual Spring and Fall Meeting.
   4. The dynamics of the Internet allow for infinite links from one Web site to another without a site host being aware of the link from another site.  Therefore, ASRA cannot be responsible for content on any Web site connected via hyperlink to the ASRA Web site.  Upon request, however, ASRA will investigate links to its Web site and attempt to determine if they are inappropriate or contrary to ASRA's stated purpose and mission.  In such a case, ASRA will attempt to have the link removed.
3. Indemnity
   
   1. ASRA shall not responsible for a loss of link service and may discontinue a site link at any time. 

Administrative Procedure No. 6: Awards - Top

I. GASTON LABAT LECTURER

1. Selection Criteria and Process
   
   1. The recipient may be a distinguished researcher, teacher or clinician, and preferably and anesthesiologists. He/she must have contributed in at least 2 of the above areas (research, teaching or clinical practice.
   2. If not a member of ASRA, he/she will be given an honorary membership.
   3. The Gaston Labat Award Subcommittee (Selection Committee) of the Committee on Awards Committee shall seek nominations from the membership in writing, and the nominee must agree to such a nomination.
   4. Solicitation for nomination will occur in January/February and the nominations must be in by March 1 of the previous year, proceeding the year for which the nominee is being considered.
   5. The list of nominations may include names of individuals who were strong candidates for the Award in previous years.
   6. Previous Society honors will not disqualify a candidate.
   7. The Selection committee will select a candidate and an alternate from the list of nominations.
   8. The names of the selected candidate and the alternate will be presented to the Board of Directors of for confirmation at the Annual Meeting of the Board of Directors at the Annual Spring Meeting preceding the year for which the nominee is being considered.
2. Exclusion Criteria
   
   1. Active members of the Board of Directors will not be eligible for the Award.
3. Obligations of the Award Recipient
   
   1. Lecture at the ASRA Annual Spring Meeting.
   2. Provide an abstract of the lecture for inclusion in the Meeting Program.
   3. Provide an abstract of his/her CV for inclusion in the Meeting Program.
   4. Provide a manuscript ready for submission to Regional Anesthesia and Pain Medicine at the time of the Annual Spring Meeting.
4. Obligations of ASRA
   
   1. Introduction at the Annual Spring Meeting by the President of ASRA or the Chair of Gaston Labat Award Subcommittee or another distinguished individual.
   2. Presentation of a plaque/medal to the recipient.
   3. Availability of hosts to facilitate Awardee's attendance at the Meeting.
   4. Lunch or dinner for the recipient with Officers of the Society, Chair of the various Selection Committees and other distinguished individuals present at the Meeting.
5. Frequency of Presentation
   
   1. The Gaston Labat Award need not be given annually.

II. DISTINGUISHED SERVICE AWARD (DSA)
The Distinguished Service Award (DSA) may be supported by ASRA or other sponsor.

1. Selection Criteria and Process
   
   1. The recipient may be a distinguished scientist, teacher, clinician or anyone who through ASRA or professional activity has contributed to regional anesthesia.
   2. The recipient should be nationally recognized and contributions duly documented.
   3. The recipient may be eligible anytime, as long as service to ASRA and/or the subspecialty is significant.
   4. If the recipient is not a member of ASRA, he/she shall be given an honorary membership.
   5. The DSA Subcommittee (Selection Committee) of the Committee on Award will seek nominations from the membership in writing, and the nominee must agree to such a nomination.
   6. Solicitations for nominations will occur in January/February and the nominations must be in by March 1 of the previous year preceding the year for which the nominee is being considered.
   7. The list of nominations may include names of individuals who were strong candidates for the Award in the previous year.
   8. Previous Society honors will not disqualify an individual.
   9. The selection committee will select a candidate and an alternate from the list of nominations.
   10. The name of the selected candidate and the alternate will be presented to the Board of Directors for confirmation at the meeting of the Annual Board Meeting in the year preceding the year for which the nominee is being considered.
2. Exclusion Criteria
   
   1. Active members of the Board of Directors will not be eligible for the DSA.
3. Obligations of the Award Recipient
   
   1. Provide an abstract of his/her CV for inclusion in the Meeting Program.
   2. May say a few words after the presentation of DSA (maximum. 15 minutes).
   3. Is not obligated to provide a copy of the post-presentation address unless a formal speech is planned
4. Obligations of ASRA
   
   1. Introduction at the Annual Spring Meeting by the President of ASRA or the Chair of DSA subcommittee
   2. Presentation of a plaque/medal to the recipient
   3. Availability of hosts to facilitate Awardee's attendance at the Meeting
   4. Lunch or dinner for the recipient with Officers of the Society, Chairmen of the various Selection Committees and other distinguished individuals present at the Meeting.
5. Frequency of Presentation
   
   1. The DSA need not be given annually.

III. BONICA LECTURE (AWARD)

1. Selection Criteria and Process
   
   1. The lecturer may be a scientist or a clinician, but his/her major contribution must be in the field of Pain Medicine
   2. If the Bonica Lecturer is not a member of ASRA, he/she shall be given an Honorary membership.
   3. The Bonica Lecture Subcommittee of the Committee on Awards will seek nominations from the membership in writing, and the nominee must agree to such a nomination.
   4. Solicitations for nominations will occur in September/October and the nominations must be made by November 1 of the year preceding that for which the nominee is being considered.
   5. The list of nominees may include names of individuals who were strong candidates for the Award previously.
   6. Previous Society honors will not disqualify a candidate.
   7. The Bonica Lecture Subcommittee will select a candidate and an alternate from the list of nominees.
   8. The names of the selected candidate and the alternate will be circulated to the Board of Directors for confirmation as soon as the names are available.
2. Exclusion Criteria
   
   1. An individual who has not made a significant contribution to the field of Pain Medicine shall not be eligible to be the Bonica Lecturer.
3. Obligations of the Award recipient
   
   1. Lecture at the Annual Fall Meeting.
   2. Provide an abstract of his/her CV to the Executive Secretary for inclusion in promotional meeting materials.
   3. Provide a manuscript ready for submission to Regional Anesthesia and Pain Medicine at the time of the Annual Fall Meeting
4. Obligation of ASRA
   
   1. Introduction at the Annual Fall Meeting by the President or the Chair of the Bonica Award Subcommittee
   2. Presentation of a commemorative plaque/medal.
   3. Availability of hosts to facilitate Awardee's attendance at the Meeting.
   4. Lunch or dinner for the recipient with Officers of the Society, Chair of various Selection Committees and other distinguished individuals present at the Meeting.
5. Frequency of Presentation
   
   1. The Bonica Award need not be given annually.

Administrative Procedure No. 7: Structure and Policy - Top

I. BUSINESS RELATIONS

1. No member or employee of this Society is authorized to represent the ASRA-PM in engaging services of any travel agency or other firm involved in providing group travel arrangements.
2. No such organization is authorized to use the name of this Society or any terminology implying sponsorship by this Society in any of its publications without specific authorization by formal requests to the Board of Directors.
3. The Board of Directors, however, may appoint and approve an official airline for a specific meeting when such approval is in the best interest of the Society.

II. OFFICERS AND DIRECTORS LIABILITY INSURANCE

1. The society should maintain insurance coverage for litigation brought against its officers for their acts or publications.
2. The Board of Directors shall negotiate an appropriate insurance contract, which shall be approved at each Annul Meeting of the Board.

III. DELEGATE/ALTERNATE DELEGATE TO ASA

1. The Board of Directors shall select a Delegate to serve a three year term. The Board shall select an Alternate Delegate to serve a one year term, however he/she may be re-elected to additional terms.
2. The Delegate and Alternate Delegate shall be entitled to receive, unless there is alternate funding, round trip Y class airfare over a Saturday, a per diem of $100.00 for a day of travel, a per diem for each day the House of Delegates meets and hotel room, plus tax, for each day the House of Delegates meets.

IV.   ASA/ASRA BREAKFAST PANEL

1. The current Chair of the Annual Spring Meeting Program Committee shall be responsible for preparing the panel for the ASRA breakfast, usually due in the February of the year of the ASA meeting.

V. COMMITTEE ON EDUCATON

1. The Committee on Education chair shall be appointed by the President of the Society and shall serve a three year term.
2. The chairs for the spring and fall annual meetings shall each serve a one-year appointment on the Committee on Education.
3. The Vice President shall serve as an ad hoc member of the committee.
4. Three (3) at large members shall serve a two-year appointment on the committee. They shall be selected by the education committee chairperson and the selection shall be approved by the board of directors.

Administrative Procedure No. 8:  Executive Director - Top

I. EXECUTIVE DIRECTOR – MAJOR FUNCTIONAL DUTIES
The major functions of the Executive Director fall within the areas of Administration, Public Relations, Membership Coordination, Meeting Planning, and Liaison with Committees.

II. ADMINISTRATION
As the Chief Administrative Officer for the Society, responsibilities and duties encompass the fields of General Administration, Business Management, Office Management and Personnel Management.

1. General Administration
   
   1. Custodian of all documents, records, and files pertaining to all functions and activities of the Society to include membership records, corporate documents, and business records and papers.
   2. Coordinates the conduct of all meetings of Board of Directors, Commissions, and Committees (see all "D. Meeting Management").
   3. Executes all administrative policies established in conjunction with elected officials.
   4. Devises and implements management methods to improve work flow, simplify procedures, or effect cost reductions.
   5. Devises internal operating practices, such as record keeping systems, forms control, office layout, personnel requirements; interprets same for employees.
   6. Coordinates and actively engages in the preparation of operating reports.
2. Business Management
   
   1. Administers all business affairs on a daily basis.
   2. Prepares annual operating budget for submission through Secretary/Treasurer to Board of Directors.
   3. Directs control of approved budget to include collection, custody, disbursement, accounting, and auditing of all funds.
   4. Implements policies and procedures formulated by the Board of Directors governing financial relations with members and external agencies.
   5. Supervises the maintenance of financial records and the preparation of recurring financial reports.
   6. Contracts for all goods and services provided by external agencies on approval of appropriate authority.
   7. Maintains liaison with Journal editor and publisher.
   8. Executive Director to attend the meetings of the Board of Directors, Annual Spring and Fall Meetings, and others upon request of the Board.
3. Office Management
   
   1. Supervises establishment and maintenance of membership records, processing of membership applications and collection of dues. Coordinates actions regarding such activities with the Committee on Membership in accordance with the latter's policies and procedures.
   2. Maintains efficient flow of work by evaluating office production and revising procedures accordingly.
   3. Standardizes office procedures and initiates policy and procedure changes.
   4. Devises and directs records management operations.
   5. Initiates cost reduction programs.
   6. Supervises and/or coordinates all external service operations such as printing, duplicating, mail, etc.
   7. Directs preparation of records, such as notices, minutes of meetings, resolutions, and other official documentation for the annual meeting, Board of Directors meetings, and all commissions and committees.
   8. Reads all incoming correspondence, directing appropriate action by staff members and/or reserving certain actions for self; prepares replies as required.
   9. Plans and directs external direct-mail services, to include compilation of mailing lists and maintenance of same.
   10. Determines need for, and directs procurement of office supplies, equipment, and services that pertain to the Society.
   11. Establishes need for, and coordinates provision of administrative services provided by external agencies.
   12. Prepares activity reports for Board of Directors and committee chair.
   13. Personally performs clerical duties as required.
   14. Performs other administrative duties are required.
   15. Public/Professional Relations and Membership Coordination
   16. Personally participate in member recruiting program.
   17. Selects and assembles appropriate publicity materials and arranges for their display and/or projection on direction of the Board of Directors or designees.
   18. Coordinates publication of the Newsletter and arranges for release to media.
   19. Approves art work such as posters, signs, displays, etc., employed in public relations program.
   20. Distributes opinion polls to obtain information on effectiveness of programs.
   21. Maintains liaison with other national and regional organizations in related and unrelated fields.
4. Meeting Management
   
   1. Planning and conduct of business and educational meetings is one of the major time-consuming functions of the staff, with the Annual Spring and Fall Scientific Meetings and workshops being the major meetings of the calendar year.
   2. The Association Manager is the coordinator and focal point for all administrative activities associated with this effort.
   3. Annual Spring and Fall Scientific Meetings
   4. Plans, organizes, and directs program in cooperation with elected officials.
   5. Develops program budget for consideration by committee(s).
   6. Interprets program and services requirements to individuals or groups (hotel staff, etc.).
   7. Coordinates activities of hotel department heads in the latter's support of convention.
   8. Consults with hotel to plan all details such as numbers of persons, meeting space requirements, display space, food services, audio-visual, etc.
   9. Arranges for exhibit space; solicits technical and scientific exhibitors.
   10. Supervises conduct of all administrative facets of the meeting.
   11. Inspects rooms and meeting spaces for adequacy, cleanliness, ventilation, equipment, etc. prior to start of session.
   12. Arranges publicity, special functions, promotes goodwill, greets important visitors, etc.
   13. Acts as liaison between attendees and hotel; resolves complaints of guests, etc., supervises VIP room assignments.
   14. Recommends sites for future meetings and is responsible for hotel negotiations.
   15. Workshops
       
       1. Workshops are developed in cooperation with the Chair of the Committee on Education and Chair of the Subcommittee on Workshops. Requirements are basically the same as those for the Annual Scientific Assemblies.
       2. Workshops are developed in cooperation with the Vice President and the Vice Chair of the Scientific Program Committee.