MEMORANDUM

Date: January, 2000

To: Section Chairpersons
SPIG Contacts
Caucus Contacts
Executive Board
Action Board
Science Board
Governing Council
Affiliate Presidents and ARGCís

From: Gregory Pappas, MD, PhD and
Elsie Eyre, MS
Co-Chairpersons, Joint Policy Committee

Subject: Schedule and Procedures for Handling Public Policy Resolutions and Position Papers in 2000

The following information is provided as a general guideline for the submission of proposed public policy statements. Full details of the Associationís public policy development process are attached. Please remember that: (1) Resolutions should be no longer than 500 words (exclusive of references and Implementation Suggestions), position papers no longer than 3000 words (exclusive of references); (2) Implementation Suggestions should accompany each resolution; (3) Each author of a resolution or a position paper (or his/her representative delegated the responsibility in writing) should attend the open hearing (Monday, November 13, 2000) to which his/her document has been assigned.

These procedures were designed to ensure careful technical review by expert committees as well as to provide an opportunity for any member of the Association to comment on each resolution and position paper at the Annual Meeting.

To assist an author in writing a proposed APHA resolution or position paper, a check-off sheet is attached. This sheet will be used by the Joint Policy Committee (JPC) as part of its evaluation. In addition, if an author is uncertain how a proposed resolution or position paper relates to previous Association policy, he/she may obtain a copy of relevant APHA Public Policy Statement(s) by contacting David Arena at APHA headquarters. David may be reached at (202) 777-2512 or david.arena@apha.org.

Authority to Submit Resolutions or Position Papers

The basic idea of a resolution or position paper may arise from any member or unit of APHA. The operating policy of the Association has been such that resolutions may be submitted by sections, chairpersons of association committees, Governing Council members, officers of affiliated associations, or individual members. However, members are strongly urged to submit proposed resolutions to appropriate sections for review prior to their submission to APHA. Proposed position papers must be submitted by a Section, Special Primary Interest Group (SPIG), Affiliate, or recognized caucus as being in official relations with the Association.

For both resolutions and position papers it is essential that one individual be named to represent the submitting section, affiliate, or SPIG. This person will be sent copies of all comments and may be asked to work with the Joint Policy Committee in seeing that revisions, where appropriate, are made.

In addition, the proposed document should also identify the sponsoring group(s) if any.

Definitions/Format/Content

1. RESOLUTION: In the context of APHA public policy considerations, a "resolution" is a concise statement of the Associationís stance on a particular issue affecting the health of the public. It describes and endorses a defined course of action, directed towards a particular individual, organization, or event. A resolution is differentiated from a position paper by its limited focus on a particular issue, and its succinctly justified call for defined action towards a specified focal point.

• Policy Resolution: a concise statement of the Associationís stance on specific issues affecting the health of the public. It may inform, exhort, show support (or lack of support) for programs or legislation, or describe a course of action. It represents a new statement on the part of the Association, or a substantial modification or extension of existing public policy of the Association.

The basic content of a resolution remains the same as in previous years. There are three parts of a resolution:

1. Statement of the problem-reasons for action(s) to be taken; 
2. Statement of the desired action(s)

3. Implementation suggestions (see below for discussion). Proposals should be drafted as concisely as possible. The recommended format for resolutions is relatively simple, and should facilitate clear and succinct expression. APHA uses a format modeled after that of the World Health Organization; but draft resolutions submitted in more traditional formats (e.g., with "whereas" and "resolved" clauses) will be accepted for substantive review and subsequent re-formatting. 

Resolutions should be no longer than 500 words

A sample resolution is attached for your guidance. If the resolution or position paper requires either references or footnotes, please follow the instructions given on the attached sheet titled, "Standard Format Used for References and Footnotes in the American Journal of Public Health."

Implementation Suggestions: Public policy statement authors are requested to submit with each resolution suggestions for its implementation, including consideration of the costs. These suggestions are helpful to the Action Board and staff, who are charged with developing an implementation plan for each adopted policy statement.

Implementation Suggestions should accompany all resolutions

1. POSITION PAPER: In the context of APHA public policy considerations, a "position paper" is a major exposition of the Associationís viewpoint on a broad issue affecting the publicís health. If may call for action, although it need not do so. A position paper is differentiated from a resolution by the more general nature of the problem considered, the broader the audience addressed, the more extensive elaboration presented, and the lack of emphasis upon defined action. A sample position paper is attached for your guidance.

The standard format for a position paper is the same as in previous years:

1. A statement of the problem;
2. Goals to be endorsed by APHA in the subject area;
3. The purpose of the position paper; 
4. The objectives hoped to be attained by the position paper;
5. A specific statement of any action(s) desired and methods used to achieve progress.

Position papers should not be longer than 3000 words

General Discussion

Although the Calendar provides an overview of the policy development process, a few items merit special attention.

Joint Policy Committee (JPC) Initial Review

The JPC will consider each proposed resolution and position paper during its May 3-4 meeting. Each author will subsequently receive a letter from the JPC giving the JPCís initial assessment and recommendations, i.e., positive, conditional, or negative. Authors are encouraged to resubmit revisions to JPC for final review on June 26. The JPC will work cooperatively with these authors in accomplishing any recommended revisions of proposals. However, once policy proposals are submitted, the JPC is responsible for determining their content (i.e., scope, structure, wording, emphases, title, etc.) Negative assessments by the JPC of proposed resolutions are appealable to the Executive Board at its July meeting. 

Public Hearings

On Monday, November 13, at the Annual Meeting, four public hearings will be held simultaneously and chaired by the four chairpersons of the reference committees. The public hearings are intended as the open forum for detailed exploration, discussion, and debate of assigned public policy proposals.

The original author of a resolution or a position paper, or his/her representative is strongly urged to attend the Monday afternoon hearing to which the proposed policy statement has been assigned.

Joint Policy Committee Recommendations

The Joint Policy Committee will meet in executive session on Tuesday, November 14 to develop final recommendations on each proposal which will be presented to the governing Council on Wednesday, November 15. The actions available to the JPC are recommendation to adopt, not adopt, withdrawal per request of the originator, or any option according to the Governing Councilsí rules of order.

Governing Council Action

On Wednesday, November 15, the Governing Council votes on all proposed resolutions and position papers that have been a part of the JPC process. Any resolution or position paper that is adopted by the Governing Council becomes a part of the policy base of the Association.

Late-Breaking Resolutions at the Annual Meeting

A late-breaking event is defined as an event occurring after March 3, 2000 (the deadline for submitting resolutions and position papers).

Anyone wishing to submit a late-breaking resolution must do so by 6:00 p.m., Sunday, November 12. The proposed late-breaking resolution should be addressed to the Co-Chairpersons of the JPC and brought to the Association Office (the location will be published in the front of the Annual Meeting program). The co-chairs of the JPC are the only arbiters in judging the eligibility of "late-breaking" proposals, and they will be rigorous in applying the criteria of time and relevance to their joint decisions. For those proposals not deemed eligible by the co-chairs, the Governing Council, at the request of a member, may suspend the rules and take up these resolutions on late-breaking events. 

Because "late-breaking" resolutions cannot benefit from the full public and technical review of the established development process, any resolution adopted by the Council under "late-breaking" provisions will be considered valid but interim policy ó subject to full review and reaffirmation in the next annual policy development cycle.
 

Calendar for 2000 Policy Development Process: