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Training/Credentialing Committee SOP
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Rev. August 12, 2010

Training/Credentialing Committee Standard Operating Procedures

1. Committee Member Selection/Appointment/Service  

a. The initial committee was selected and approved by the executive board with six appointed members serving staggered terms plus the immediate past president of ACT.

b. The immediate past president serves a one-year term and acts to bring sentiments of the executive board to committee discussions while participating as a full voting member of the committee.

c. Appointed committee members serve six-year terms.

d. The committee’s year begins and ends with the conclusion of the annual business meeting of the college.

e. Retiring committee members conclude their term of service following the conclusion of the annual general business meeting of college.

f. New committee members are nominated by a majority vote of the committee to the executive board for approval at the summer meeting of the board.

g. New committee members begin their term of service following the conclusion of the annual general business meeting of the college.

h. Committee members serve as Chair in their fifth year of committee service.

i. Each retiring Chair, in their sixth year of committee service, will act as a resource and aid to the incoming chair in their efforts to lead the committee in its charge.

2. Credentials Review

a. Credentials packet reviews are conducted by the committee following the deadline for packet submission as specified in the GIG.

b. Each credentials packet is screened by the ACT office for completeness and assigned to committee members for review.

c. Each complete credentials packet is independently reviewed by three committee members.

i. In order to defend the review process in the event a challenge of the results is filed, it is very important reviews be conducted independently (by diplomates) without discussion among committee members about specific packets.

ii. Care must be taken to avoid the appearance any reviewer’s decision was influenced by other committee members.

iii. Questions regarding general credentials requirements and/or review policies and procedures can be addressed by the Chair with individual committee members or the entire committee during the review period.

d. Care is exercised by the ACT office to avoid conflicts of interest for the committee members with the credentials packets assigned.

e. Every effort is made by the ACT office to ensure even distribution of credentials packets to avoid undue workload on a portion of the committee members.

f. Credentials packets are made available to the committee through secure web access or other means deemed secure and appropriate by the committee chair and executive director of ACT.

g. Credentials packet assignments are provided by the ACT office to the committee Chair for review prior to distribution to the committee members.

h. Committee Chair provides the committee members with specific forms and guidelines for reviewing and scoring credentials packets.

i. Committee Chair sets the deadline for credentials packet reviews.

j. Committee members submit the results of their reviews to the Chair by the deadline.

k. Committee Chair reviews and tallies the results.

l. A simple majority of three reviews determines the committee’s recommendation, to accept or reject an applicant’s credentials, to the executive board.

m. Committee Chair may overturn a majority decision after weighing the reviewer arguments. However, if the Chair overturns a majority decision a full explanation must be provided to the Executive Board in the committee report to justify the Chair’s decision.

n. Committee Chair submits the committee’s recommendations on applicant credentials in a report to the executive board by its winter meeting.

o. Justification is provided by the Chair in the report for any committee recommendations to reject an applicant’s credentials.

3. General Information Guide Review

a. Committee Chair annually initiates a review and discussion of the GIG for the purpose of potentially proposing changes to the executive board.

i. Chair annually seeks input and suggestions from the diplomates attending the General Business Meeting of the College for consideration by the committee as changes or additions to future GIGs.  

b. Proposed changes to the GIG require a majority vote of the committee.

c. Prior to finalizing a GIG proposal to the executive board, the committee must seek input from ACT diplomates via public comment period(s) of no less than two weeks but when possible will make every effort to allow 30 days or more, particularly with initial proposals or when significant changes are made following any previous comment period.  

i. Access to proposed GIG changes is provided to ACT diplomates and comments gathered via the web or other means deemed appropriate by the committee Chair and executive director of ACT.

 ii. Chair will use every means available to inform diplomates of proposed GIG postings and encourage participation during the public comment period including newsletter, listserv, website, etc. 

d. Each posting of a proposed GIG for public comment will be accompanied by a means of polling diplomate support for the proposal.

i. Methods for polling such as “Survey Monkey” or other suitable means currently in use by the executive director of the College will be utilized.

e. Comments submitted by the diplomates during a public comment period are reviewed and considered by the committee prior to finalizing any proposal for GIG changes to the executive board.

i. If significant changes to a proposed GIG are deemed necessary by the committee following any public comment period the revised proposal will be posted for another public comment period prior to finalizing.

f. Committee Chair submits proposed GIG changes to the executive board at least
two weeks prior to its summer meeting for consideration of approval during the meeting.

g. GIG proposals submitted to the executive board for consideration of approval will simultaneously be posted on the ACT website for diplomate viewing.

4. Review of Training Program Registration

a. Executive Director of ACT forwards a copy of training program registration forms to the Committee Chair.

b. Committee Chair coordinates committee reviews of and decisions on training program registration form.

c. Training program registration is accepted or rejected by majority vote of the committee.

d. Committee Chair notifies Executive Director of the committee’s decision on training program registration within 30 days of receipt. Chair provides Executive Director written comments and justification when a registration is rejected.

e. Executive Director notifies ACT Training Program Director of committee decision in writing within 60 days of receiving program registration form.

f. Training Program Registration forms and all committee comments are kept on file at the ACT office.

5. Review of Trainee Registration Forms and Progress Reports

a. Executive Director of ACT forwards a copy of trainee registration forms and progress reports to the Committee Chair.

b. Committee Chair reviews trainee registration forms for compliance with training requirements and guidelines specified in the GIG.

c. Committee Chair notifies Executive Director in writing whether a trainee’s registration is acceptable or not within 30 days of receipt.

 

d. Executive Director notifies trainee in writing of the Chair’s decision within 60 days of receiving the registration form.

e. Trainee registration forms and all Chair comments are kept on file at the ACT office.

f. Committee Chair reviews trainee progress reports and provides written comments to the Executive Director for any trainee with unacceptable progress.

g. Executive Director provides feedback to the trainee in the event progress is found to be unacceptable.

h. Trainee progress reports and Chair comments are kept on file at the ACT office.

6. Standard Operating Procedures

a. Committee Chair annually reviews the committee’s SOP and proposes appropriate and necessary changes to the Executive Board in the next committee report to the board.

7. Reports to Executive Board

a. Report to Executive Board at its Winter Meeting

i. This report is ordinarily provided to the Executive Director of ACT prior to the board meeting for distribution to the board.

ii. The report and any action items are considered by the Executive Board during its winter meeting.

iii. This report ordinarily includes

1. Recommendations to accept or reject applicant credentials

2. Any committee action items filed in the previous report to the Executive Board at its summer meeting.

b. Report to Executive Board at its Summer Meeting

i. This report is ordinarily provided to the Executive Director or ACT prior to the board meeting for distribution to the board. 

ii. The report and any action items are considered by the Executive Board during its summer meeting.

iii. The Executive Board may elect to have the committee Chair present the report to the board in person during its summer meeting.

iv. The committee Chair will present a committee report to the general membership at the general business meeting of the college.

v. This report ordinarily includes

1. Proposed changes to the GIG

2. New committee member(s) nomination

3. Any committee action items filed in the previous report to the Executive Board at its winter meeting.

8. Committee meets around the time of the summer meeting in order to provide a venue in which face-to-face discussions to,

a. Discuss relevant issues at the time 

b. Plan the committee’s agenda for the upcoming year

c. Coordinate an orderly transfer between the incoming and outgoing Chair

9. Additional Chair Responsibilities

a. Chair will submit a report of the committee’s activities and any other pertinent information to the Executive Director of the College for inclusion in each newsletter.

Mission Statement

The mission of the ACT is to promote animal well-being, reproductive health, responsible breeding and genetic practices, and efficient management of breeding-age animals in agriculture, veterinary practice, zoos, preserves, and ecosystems. In particular, the ACT envisions development of focus areas in theriogenology to incorporate the following in theriogenology/reproductive medicine:

1. Population control for domestic and non-domestic animals including feral animals, free-ranging and captive wildlife.

2. Genomics in livestock and companion animal practice.

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