Division Officers Handbook

Chapters

1. Divisions and the American Psychological Association

• The Division/APA Relationship
• The APA ASME Guidelines
• Conflict of Interest Policy
• Whistleblower Protection: Reporting Ethical Violations at APA
• Document Destruction Policy
• Committee on Division/APA Relations
• Division Services Office
• Division Annual Reports
• Division Bylaws, Regulations and Committee Structure
• Division Legal Activities
• Lobbying and Election Activities
• Conducting Division Business by Email
• Public Policy Matters
• Division Grants and Contracts Activity
• Accreditation & Certification Activity
• Fundraising
• Association Professional Liability Insurance
• Establishing a Division
• Dissolution or Sanctions Imposed on Individual Divisions

2. Election of Division Officers and Council Representatives

• Division Officers
• Eligibility to Serve as a Division Officer
• Council Representation
• Eligibility to Serve as a Council Representative
• Election Procedures
• Provision of Lists of Candidates to Central Office
• Final Election Ballot
• Counting and Reporting of Election Results

3. Raising Issues for Council's Consideration

• Direct Division Input
• New Business
• Boards and Committees
• Petition of Members

4. Governance Structure

• Board and Committee Structure
• Board of Directors
• Policy and Planning Board

5. APA Membership, Division Membership and Fellow Status

• Standards for Election to APA
• Acceptance to APA
• Standards for Election to a Division
• Election to a Division
• Membership in a Newly Established Division
• Standards for Fellow Status
• Election of Initial Fellows
• Election of Current Fellows

6. Division Funds and Financial Services

• Dues
• Dues Statement
• Division Assessments
• Dues Billing
• "Resignation" by Nonpayment of Dues
• Reinstatement
• Reapplication
• Life Membership Status (Dues Exemption)
• Handling of Division Funds
• Auditing of Division Accounts
• Tax Exempt Status, Annual Financial Report and Tax Returns

7. The Annual Convention & Division Meeting Services

• Allocation of Program Hours
• Appointing a Program Chair & Program Planning
• Invitations to Senior Public Officials
• Staff Availability
• Meeting Rooms and Hotel Reservations

8. Publications and Communications Activities

• Division Journal and Book Policies
• Division Websites, Social Media and Listservs
• Letterheads and Newsletter/Journal Mastheads
• APA Archives
• APA Arthur W. Melton Library as Depository for Newsletters and Publications
• Classic Books in Psychology Program
• Division Trio Listserv
• "Calendar"
• Advertising

9. Printing, Mailing and Data Processing Services

• Printing, Copying and Mailing Services
• Computerized Mailing Labels
• Division Officers and Committee Chairs Listings and Change of Address
• Division Email Addresses
• Division Directories
• Preferential Postage Rates

10. Other APA Activities of Interest to Divisions

• Continuing Professional Education
• The American Psychological Foundation (APF)
• Center for Workforce Studies (CWS)

Appendices

• Appendix I: Chronological Calendar of Responsibilities
• Appendix II: Calendar of Responsibilities by Office
• Appendix III: ASME Guidelines
• Appendix IV: Procedures for Submission of Amicus Briefs
• Appendix V: History of Creation of Divisions as Structural Units of APA
• Appendix VI: A Chronological History of Divisions
• Appendix VII: Division Utilization of Services
• Appendix VIII: APA Division Internet Listserv Request Form
• Appendix IX: Archival Inventory Form

The Division/APA Relationship

As outlined in the APA Bylaws and the Association Rules, divisions are autonomous in all matters within their fields that are not reserved to the association and the Council of Representatives by APA Bylaws or Rules. As noted in the Article V of the APA Bylaws, each division has the right to determine:

• Who, among the division members, shall have the right to vote in divisional matters.
• Qualifications and method of electing a required President and Secretary and other such officers needed to carry out the division's business.
• Its own bylaws and rules of procedure within the framework of the APA Bylaws.
• The appointment of such committees and adoption of such regulations for the conduct of its business (except that its committee and governance structure is subject to review by the Board of Directors of APA).

In 1988 APA legal counsel considered the relationship between APA and its divisions to determine the applicability of the APA ASME Guidelines to divisions. These principles were adopted by the Board of Directors to protect APA from imposition of antitrust or other liability. APA was advised by counsel that "at the very least, divisions are integral components of APA" and thus "the actions of the divisions can, therefore, be imputed for litigation purposes to APA... divisions are just as liable as the parent organization if they engage in activities that create the potential for liability." Thus, each division should acquaint its officers, staff and members with the principles included in the APA ASME Guidelines and incorporate these precautionary measures into activities of the divisions. (The "ASME Guidelines" were approved by the Board of Directors in 1985 and revised in 1992.)

Any questions about the "ASME Guidelines" should be addressed to the APA Office of General Counsel (OGC).

The APA ASME Guidelines

1. Standards, Guidelines and Credentials

Extreme care is necessary in the development of standards, guidelines, or credentials that affect economic interests or competition. When these kinds of APA programs might have effects upon scope of practice or modes of practice, compensation or reimbursement, professional engagements or positions, assignment of tasks or titles, or other economic or competitive factors in psychology, the antitrust laws are implicated. Standards or guidelines must be submitted to the Office of General Counsel for review and approval.

Standards, guidelines, or credentials must be reasonable. Reasonableness can be enhanced by circulating the proposed standards, guidelines, or credentials for comment by those who will be affected. The final versions should reflect, to the extent practicable, the consensus of opinion of those affected by the standards, guidelines, or credentials after review and consideration of all comments received.

Standards, guidelines and credentials must state who is authorized to interpret them, such as the Council of Representatives, the Board of Directors, other boards, committees, divisions, or their authorized representatives. Interpretations must be issued in writing. Extreme care must be used in formulating any statements regarding standards, guidelines, or credentials which are expected to be relied upon by APA members or by others, whether or not there are specific enforcement mechanisms related to the standards, guidelines, or credentials.

If the standards, guidelines, or credentials do include enforcement mechanisms, there must be provisions to assure that due process is afforded to those affected, including the opportunity for appeal. Divisions that contemplate the development of standards or guidelines must comply with the requirements of Association Rule 100-1.5 which was adopted by council in August 1995.

2. Correspondence and Statements

Official correspondence and statements, whether issued explicitly or implicitly by or on behalf of APA or a body integral to APA, must be approved in advance.

Approval can be either by the entire body responsible for the correspondence or statements, such as where an APA board or committee has voted on a resolution to issue correspondence or statements, or by the highest level of volunteer leadership or staff leadership involved, such as the chair of a board or committee or the chief staff official responsible for the board or committee, if the body has delegated authority to those individuals. The correspondence or statements must then be limited to what has been authorized and must be within the scope of duties of the volunteer or staff leadership.

Other correspondence or statements must not be on APA letterhead and, if they could possibly be interpreted as issued by or on behalf of the association or a body integral to the association, must include a disclaimer indicating that they are not made by or on behalf of APA.

3. Meetings and Conflicts

All meetings of APA or bodies integral to APA must be scheduled in advance if practicable, have agendas circulated to attendees in advance, be open if practicable, and have written minutes prepared and circulated to attendees.

Conflicts of interest are subject to separate APA guidelines on that subject.

Refer to Appendix III for the text of the ASME Guidelines as revised in June 1992 by the Board of Directors of the American Psychological Association.

Conflict of Interest Policy

The Council of Representatives has adopted a conflict of interest policy, Association Rule 80.2: Conflict of Interest and Duality Guidelines for the Board of Directors, which applies to APA boards and committees and officers of divisions.

Divisions are asked to contact the OGC with any questions about this policy.

Whistleblower Protection: Reporting Ethical Violations at APA

As individuals performing services for APA, whether paid or volunteers, our daily decisions and actions greatly impact the success of the association. Each of us is expected to adhere to the highest standards of honesty, integrity and fairness. These standards are not new to APA; they are a part of our longstanding tradition to behave in an ethical manner and in accordance with all laws, applicable rules and regulations, and policies and procedures. It is APA’s policy to comply with all applicable laws, rules and regulations.

It is the policy of APA to encourage individuals to bring to the attention of management, preferably in writing, their concerns regarding any conduct they believe is legally or ethically questionable including possible instances of corporate fraud, unethical business practices, conflicts of interest, or violations of state or federal law (“Unethical Conduct” or “Conduct”). Those with good faith concerns regarding any Conduct they believe is questionable should contact any lawyer in the Office of Legal Counsel immediately. This policy does not require reporting the Unethical Conduct to any individual who is involved in the Conduct. Once a complaint is registered, legal counsel will confer with other appropriate individuals and will follow general complaint procedures outlined in APA policy B5.08.

No person who has been accused in the complaint will participate in the investigation or resolution of the complaint. If necessary, due to the disqualification of the persons who would normally process the complaint, the investigation and resolution of the complaint will be done by the Treasurer of APA’s Board of Directors or a designee.

APA also prohibits any form of retaliation, including discrimination, against any individual who reports any truthful information relating to the commission or possible commission of any crime to an officer or employee of a federal agency. Such retaliation will be considered the basis for disciplinary action, including possible termination of employment, or of any contract for services. In addition, individuals performing services for APA risk criminal penalties if they are found to have violated the law prohibiting such retaliation.

Document Destruction Policy

Any individual performing services for APA who becomes aware of a threatened civil lawsuit or governmental or criminal investigation or proceeding involving APA or related entities should immediately contact any lawyer in the Office of General Counsel (OGC) and should cease destroying any related records or documents (including electronic records or documents), even if such destruction is provided for in the APA policies. Failure to do so is grounds for disciplinary action, including possible termination of any contract for services.

It is also unlawful to alter, destroy, conceal, falsify or make a false entry in, any record or document for the purpose of impeding, obstructing, or influencing an existing or contemplated government investigation. Any individual who takes such action regarding a record or document (including electronic records and documents) will also be subject to disciplinary action, including possible termination of employment or of contracts for services. In addition, individuals risk criminal penalties if they are found to have violated the law.

Please contact the OGC if you have questions about the retention or destruction of any specific document.

Committee on Division/APA Relations

The Committee on Division/APA Relations (CODAPAR) is the offspring of the original Steering Committee for the Division Leadership Conference and was appointed for the first time in late 1984. CODAPAR, as the result of action taken by the Council of Representatives in February 1987, was endorsed in principle and assigned as an ad hoc committee of the Policy & Planning Board (P&P). Then, in December 1989, the Board of Directors placed CODAPAR as an ad hoc committee of the Board of Directors for a period of three years. In December 1992, CODAPAR's assignment was extended for an additional 5 years and its mission expanded to include a training component.

In August, 1995, the Council of Representatives approved CODAPAR as a continuing committee which would report to the council through the Board of Directors. CODAPAR's mission statement and its nomination and election procedures are contained in Association Rule90-10. Committee on Division/APA Relations which follows:

"There shall be a Committee on Division/APA Relations (CODAPAR) which shall be generally concerned with the mutual involvement of divisions and APA in fostering psychology as a science, as a profession, and as a means of promoting human welfare and shall: (1) serve an advisory function to the Division Services Office and Chief Executive Officer on the mutual implication and impact of activities of APA and divisions; (2) provide leadership to facilitate coordination and communication among divisions and between divisions and APA; (3) make proposals to enhance structural, functional and policy relations between APA and divisions; (4) plan and host the Division Leadership Conference; (5) provide leadership in developing training programs for division officers at the Division Leadership Conference, the APA annual meeting, or other such forums, to enhance the functioning and benefits offered by divisions; and (6) act as a facilitator in resolution of disputes among divisions.

CODAPAR shall consist of six members, each serving a three-year term, and shall report to council through the Board of Directors. At least one member of CODAPAR shall be an early career psychologist. Two new members of CODAPAR will be appointed annually. Nominations will be solicited from divisions, with each division invited to submit a nominee for CODAPAR. Eligible nominees are APA members who are the division's president or another officer or board member for that division. Upon receipt of division nominations, CODAPAR will submit to the Board of Directors a listing of nominees along with its recommendation for achieving balance in representation of the broad interests of divisions as designated in defined slates. An additional goal shall be to achieve diversity among CODAPAR members by striving to obtain gender balance and at least one member from underrepresented groups. The Board of Directors will appoint two new members annually from the slates submitted by CODAPAR."

Nominations to CODAPAR are solicited from the divisions. Each division is invited to submit one nomination for the two open positions that occur each year. Nominees should be past officers or active division leaders with significant governance experience, including committee and task force chairs. The committee is open to early career psychologist candidates who meet the criteria. CODAPAR prepares a list of nominations and its recommendations for achieving balance in the representation of the broad interests of divisions. This information is presented to the Board of Directors for final appointment.

Division Services Office

The Division Services Office offers information, referral and ombudsman services to division officers, APA and division members. The office publishes the APA/Division Dialogue , a bi-monthly online newsletter for division officers; arranges for the annual Division Leadership Conference; and provides staff support for the Committee on Division/APA Relations.

In addition, the Division Services Office offers an array of reasonably priced services to divisions that seek professional association management help. DSO staff have expertise in publications and Web design; membership and marketing; and conferences, meetings and educational product delivery. DSO managers are assigned to specific divisions with the goal of providing a single point person to assist the division in navigating the larger APA and developing a deep level of knowledge on each division’s leadership, activities and organizational structure in order to be able to advise and assist as requested by the divisions. Additional information on DSO administrative services is available on the APA website.

Division Annual Reports

Divisions are required under the Association Rules (100-1.1-1.3) to submit an annual report on or about Feb. 1 of the subsequent year, covering activities of the division during the preceding year. By means of the report, divisions outline their activities, new initiatives and governance changes, and respond to questions regarding compliance with APA Bylaws, rules and policies. The Committee on Division/APA Relations (CODAPAR) and staff from the Division Services Office coordinate the report, including review by the Office of General Counsel. A compiled summary, highlighting major activities of the preceding year as well as planned initiatives for the subsequent year, is presented to the Board of Directors.

As general timeline, divisions will be engaged with writing the annual report from November through February. In November, division Presidents are contacted in order to identify the person who will prepare the year’s report. Each division has its own history for this role, which is often fulfilled by the executive officer, president, past-president, or secretary. By early December, the writer will receive a preparation guide outlining the questions to be answered, as well as login/password information for online submission of the report by Feb. 1. The previous year’s report will also be provided as a reference tool.

The questions may vary, but are devised to elicit information about special projects, planned initiatives, advocacy activities, inter-organizational linkages, contracts, governance changes, publications and social networking. Divisions will also be asked to upload selected documents. All divisions will be asked to upload newly revised bylaws (if any), any new position or policy statements, and a roster of division officers as of Feb. 1. Divisions that file their own Internal Revenue Service (IRS) Form 990 and IRS Form 990-T are asked to submit their previous year’s form at this time if they have not done so already.

Division Bylaws, Regulations and Committee Structure

As stated in the APA Bylaws (Article VI, Section 7), each division is required to draw up and maintain its own bylaws and rules of procedure within the framework of the APA Bylaws. Newly forming divisions which are developing their bylaws and existing divisions which are contemplating bylaws amendments should review the listing of standard bylaw articles which follows to make certain that the division's proposed bylaws conform to the APA Bylaws and the Association Rules.

I. Name and Purpose

This article specifies the division name and the purpose of the division. Bylaws and rules which apply to this article are: (APA Bylaws Article VI, Section 1) "Divisions may be organized to represent major scientific and professional interests that lie within the association."

(APA Bylaws Article VI, Section 3) "Council may create such divisions provided that (1) they represent an active and functionally unitary interest of a group of members, (2) their proposed objectives fall within the scope of those specified in Article I..." (APA Bylaws Article I), "The objects of the American Psychological Association shall be to advance psychology as a science and profession and as a means of promoting human welfare by the encouragement of psychology in all its branches in the broadest and most liberal manner; by the promotion of research in psychology and the improvement of research methods and conditions; by the improvement of the qualifications and usefulness of psychologists through high standards of ethics, conduct, education and achievement; by the establishment and maintenance of the highest standards of professional ethics and conduct of the members of the association; by the increase and diffusion of psychological knowledge through meetings, professional contacts, reports, papers, discussions and publications; thereby to advance scientific interests and inquiry, and the application of research findings to the promotion of the public welfare." (APA Bylaws Article VI, Section 3) "Divisions when formed from existing societies or organized as new societies may use a society name" (Association Rules 100-3). A division may change its name as long as the change: (1) does not extend the scope of the scientific and/or professional field for which the division was recognized at the time it was established by the Council of Representatives, and (2) is not inimical to the welfare of any other division. In order to avoid conflict, no division name change shall be voted upon by a division or become effective until the following procedures are first complied with.

A division desiring to change its name shall give written notice of the proposed name change to the APA recording secretary. The division shall provide with the notice whatever information it deems appropriate to explain or support the proposed name change. The recording secretary shall notify all divisions and members of council of the proposed name change and provide them with a copy of the notice of proposed name change. The secretary shall advise the divisions and members of council that any objections to the name change must be received by the recording secretary within 60 days of the date of the secretary's notice. All objections by divisions or members of the council must be in writing and shall fully state the basis for the objection. If objections are received, the proposed name change will be submitted to the Council of Representatives for decision.

If no objections are received the proposed name change may become effective after the 60 day notice has expired. If the proposed name change is submitted to council, it may become effective only after council's approval. No name change, however, whether approved by lack of objection or by vote of council, may become effective until approved by the proposing division in the manner required by the division's applicable bylaws, rules or procedures."

II. Membership

Definitions of the division's membership categories and criteria for each category are included in this section. In some cases, divisions have chosen to use this section of their bylaws to describe procedures for acceptance/election of new members as well as fellowship criteria and procedures. Other divisions have found it more expedient to include procedures within divisional operating procedures which can be revised upon the vote of the division's executive committee rather than by a formal bylaw vote by the division's membership. Bylaws and rules which apply to this article follow:

• (APA Bylaws Article VI, Section 2) "Any member of the association may apply for membership in one or more divisions under the rules of eligibility and election established by the division. Associate members or members may remain associate members or members without divisional affiliation. A division may include in its membership those who do not qualify or do not desire membership in the association. It may determine its own qualification for its membership classes, provided that the designation fellow shall be reserved for members of the division who are fellows of the association."
• (APA Bylaws Article VI, Section 3) "Council may create such divisions provided that...(c) their membership is not restricted on any basis other than psychological interest and qualifications..."
• (APA Bylaws Article VI, Section 6) "A division may determine what persons among its membership shall have the right to vote in divisional matters."
• (Association Rule 10-7.1) "A division may have requirements for fellow status in that division beyond those required by the association. The Central Office will endeavor so far as possible to assist a division in administering these additional requirements but is not required to do so."

III. Officers

This article describes the elected offices of the division along with criteria for each office, the term of office and the means of determining a successor for an officer who cannot finish his/her term. In some cases, divisions have included descriptions of the duties of each office in this article. Other divisions have chosen to include this description in their operating procedures. Bylaws and rules which apply to this section are:

• (APA Bylaws Article VI, Section 6) "A division shall have a president and a secretary and other officers as it may desire. The qualifications for its officers and the method of their election shall be determined by the division."
• (APA Bylaws Article V, Section 5), "Council representatives of a division or state/provincial association shall be members of the division or state/provincial association, and members of the association, and shall be elected for a period not to exceed three years. If during that three-year period the division or state/provincial association is allocated fewer seats, the division or state association shall recall the appropriate number of representatives. Their term of office of the recalled member is thereby terminated."
• (APA Bylaws Article V, Section 8) "A council member who has served for six consecutive years shall not be eligible for election or appointment for a period of one year as a representative from any division or state/provincial psychological association, or coalition."

IV. Executive Committee or Board of Directors

This article generally contains a listing of the offices that comprise the division's governing body. It may also specify meeting times for this body, balloting procedures and measures to handle emergency situations by the entire body or a subset of its members (e.g. the president, past president, president-elect, secretary and treasurer as an emergency action subcommittee).

V. Committees

This article delineates standing committees of the division and may describe committee terms as well as duties and procedures to be used by the committee. In addition, the division may choose to include annual reporting requirements for its committees in this article. The following bylaw applies to this article:

• (APA Bylaws Article VI, Section 7) "Each division may elect such officers, appoint such committees, and adopt such regulations for the conduct of its business as it may desire, except that its committee structure is subject to review by the Board of Directors of the association."

VI. Meetings

This article describes the time and place of the division's meetings, notice of meetings, what constitutes a quorum and how members can introduce agenda topics.

VII. Nominations and Elections

This article delineates the nomination and election process for elective offices. The following bylaws address division elections:

• (APA Bylaws Article VI, Section 6) "A division shall have a president and a secretary and other officers as it may desire. The qualifications for its officers and the method of their election shall be determined by the division."
• (APA Bylaws Article X, Section 4) "The Election Committee shall also secure reports from the divisions and from the state associations of the results of all elections conducted by them. The election results shall be reported by the Election Committee to the Board of Directors at least one month prior to the business meeting of council held in conjunction with the annual convention."

VIII. Finances

This section generally contains a statement regarding the division's not-for-profit status, the setting and collection of dues, resignation by non-payment, the division's fiscal year, and budget review and approval process. APA Bylaws and rules which apply to this article are:

• (APA Bylaws Article XIX, Section 4) "There shall be made available to each division a fixed amount, to be determined by council, from the dues paid by each member of the association who is a member of that division. A division may require additional dues of its own members."
• (Association Rule 100-6.1) "Any APA member who is exempt from paying dues shall also be exempt from further payment of division dues and assessments. However, divisions may, at their discretion, assess and collect from these members a mandatory subscription price/service fee to cover the costs of providing such division publications as may be requested by these members."
• (Certificate of Incorporation, Point 5) "In the event of dissolution or termination of the association, title to and possession of all of the property of the association shall pass forthwith to American Association for the Advancement of Science, if then in existence and qualified for exemption under the Internal Revenue Code (IRC)of 1954 as amended, and otherwise to such organization as the Board of Directors shall deem best fitted exclusively to carry out the objects and purposes for which the association was founded."

IX. Amendments

This final article should describe the process by which the bylaws are amended including how an amendment is proposed, how the membership is notified of the proposal, the means by which the vote is taken and what constitutes passage. This section should address how the ballots are delivered to the member, whether by postal or online delivery or a combination of the two. Divisions have been asked by the association to amend their bylaws to allow for online voting because in 2007 the APA Bylaws were amended and approved by membership to permit online voting in all APA elections.

Divisions that are in the process of revising or amending their bylaws are asked to submit proposed changes to the Division Services Office. In addition, divisions revising their bylaws should contact the APA Office of General Counsel. Review of proposed changes can prevent potential conflicts with restrictions outlined in the APA Bylaws and Association Rules, and with current APA policies and procedures. Changes in bylaws can have consequences that are not intended or envisioned by a division and the review by staff can help the division avoid such issues.

The APA Bylaws (Article VI, Section 7) require that each division file a copy of its current bylaws, regulations, and committee structure with Central Office. The Division Services Office is the repository for information regarding the structure and functioning of divisions. The division is further required to submit amended or revised bylaws as changes occur.

Division Legal Activities

Divisions are integral components of APA and the actions of the divisions can be imputed for legal purposes to APA. It is therefore important for divisions to exercise caution when engaging in activities that could expose the division or APA to legal risk.

Lobbying and Election Activities

General

Organizations such as APA that qualify for federal income tax exemption under 501c(3) of the IRC have the most favorable tax status. That status enables APA (including its divisions) to earn tax free income related to APA's tax-exempt purposes, receipt of grants from foundations, deductibility of contributions to the organization by members and others, advantages in maintaining nonprofit postal rate privileges, and other advantages as well. It is therefore vital for APA and its divisions to be aware of the extent of, and limits on, lobbying and election activities which are expressly regulated under the IRC.

What is lobbying?

To be considered lobbying, a communication must refer to and reflect a view on a specific legislative proposal or legislation that has been introduced before a legislative body. Lobbying may either be direct or grass roots. Direct lobbying is a communication with a member or employee of a legislative body, or with other government employees if the purpose of the communication is to lobby. Direct lobbying includes contacting members to encourage them to communicate with these individuals. Grass roots lobbying is an attempt to encourage the public to communicate with these individuals. An organization engages in grass roots lobbying when, directly or through its members, it urges that the public contact legislators, or provides the public with the address or phone number of a legislator or a petition or tear-off postcard, or even merely identifies legislators who will vote on the item referred to.

What is Not Lobbying?

Several activities are excepted from the definition of lobbying. Lobbying does not include providing technical assistance or advice to a governmental body in response to its unsolicited written request. Communications about pending legislation may fall under the exception for nonpartisan research. This exception applies to communications presenting research, analysis or study on an issue in a balanced and objective manner.

How Much Lobbying is Permitted?

To maintain nonprofit status, APA and its divisions must keep lobbying activities within legally specified permissible limits. The permissible limit for lobbying for APA and its divisions is governed by a special "expenditures test" — which provides for quantifying exactly how much lobbying (grassroots and direct lobbying) APA and its divisions may engage in each year. For purposes of this test, APA's lobbying is added to expenditures for lobbying incurred by APA divisions. Divisions wishing to support public policy initiatives should coordinate their activities through APA’s government relations offices. It is important to note, however, that APA divisions which are separately incorporated and which are tax exempt under 501c6 have different, and in some respects, more stringent lobbying regulations with which to comply. Divisions wishing to participate in lobbying activities must consult with the APA Office of General Counsel prior to the division's initial involvement.

What Records of Lobbying Activity Should be Maintained?

Under 501(h), detailed disclosure and thorough record-keeping are required. It is the responsibility of the division to maintain documentation of its direct and grassroots lobbying expenditures. If an activity has mixed lobbying or both lobbying and nonlobbying aspects, the organization will be expected to allocate expenditures accordingly. The allocation must be reasonable and supportable to withstand IRS scrutiny. Financial reports, invoices from outside suppliers, employee time records and other documentation of expenditures should identify those spent on direct and grassroots lobbying and should allocate expenditures for mixed lobbying (direct and grassroots) and mixed purpose (lobbying and nonlobbying) activities. The divisions that are involved in either grassroots or direct lobbying must contact the APA Office of General Counsel for more information regarding annual reporting requirements.

Election Campaign Activity

APA and its divisions are expressly prohibited by the IRC from engaging in any electioneering. The IRC provides that neither APA nor its divisions may participate in or intervene in (including the publishing or distributing of statements), any political campaign on behalf of (or in opposition to) any candidate for public office. This prohibition is very broad and strictly interpreted so that seemingly minor innocuous election campaign activities can jeopardize exempt status. Examples of prohibited activity include, but are not limited to, the following: organization of a political action committee ("PAC"); direct or indirect support, financial or otherwise, for organizations that engage in electioneering or administer PACs where the resources are used for political campaign contributions or PAC administrative expenses; using resources to urge members, staff or others to support or contribute to particular PACs or candidates; organizing or participating in "fund raisers" to support candidates for political office; using resources to provide advice or counseling to candidates or PACs or to organizations that administer PACs. One court even held that an organization had engaged in electioneering because it mentioned in its newsletter the names of certain political candidates who happened to be members of the society and made comments in support of those candidates. Any questions concerning proposed division activity in this area must be directed to APA Office of General Counsel.

Conducting Division Business by Email

APA is organized under the laws of the District of Columbia and by law it and its divisions cannot make decisions in a settings other than those in which all of the board members can hear one another speak on the topic to be decided. Therefore, divisions should consider carefully the importance and sensitivity of an issue being decided and use a face-to-face, telephone or web-based meeting for all but the most routine matters. If a vote of the division’s executive committee/board of directors is done by email, everyone must vote and unanimous approval is required.

Public Policy Matters

Public Statements

A division may release a position or policy statement on public policy matters in its own field so long as the statement “complies with all relevant association bylaws, rules and current association policies” and the statement does “not establish or enforce standards for ethics, accreditation, certification or credentialing of specialty recognition” (Association Rules 100-1.4). In addition, if the statement is intended or could be construed to establish standards or guidelines for psychologists then Association Rule 30-8 applies.

A division that develops a position or public policy statement in its own field should contact the Division Services Office prior to disseminating the statement. The Division Services Office will coordinate a review by the Office of the General Counsel for legal issues and the Government Relations Office for policy considerations. Then, providing there is no conflict, the Office of the General Counsel will create a disclaimer statement that the division will append to the final statement. The disclaimer will make the reader aware that the statement is an official statement of the division and does not represent the position of American Psychological Association or any of its other divisions or subunits.

Amicus Curiae Procedures

APA policy (see Appendix IV), which covers both APA and/or division participation in court proceedings as amicus curiae, requires review by APA Central Office, the Committee on Legal Issues (COLI) and the APA Board of Directors. The division representative, who will act as the division's spokesperson in the review process, should forward all background materials on the case to the APA General Counsel. After Central Office and COLI review, a recommendation will be forwarded to the Board of Directors.

The division referring the case is responsible for costs associated with the review process (legal review and COLI conference calls). However, if after reviewing the case, APA decides that the case is of major significance, costs of the legal review and brief preparation could possibly be covered by APA or the costs could be shared by APA and the division.

The review process is normally completed in 60 to 90 days, but, in cases of critical time importance, it may sometimes be done within a shorter period. See Association Rule 100-1.9 enacted in August 1995.

Prohibition against Electioneering

A division or other unit of the association may not support, either directly or indirectly, any candidate for federal, state, or local office including contributions or other support to any political action committees (Association Rule 100-1.9).

Division Grants and Contracts Activity

The Grants and Contracts Office (GCO) of the Financial Services Department is available to assist divisions in the following areas: preparation of the business and financial portions of grant applications or proposals; post-award administration; financial reporting and invoicing. This office can also assist with the execution of agreements and legally binding documents coordinating review and approval through the APA Office of General Counsel (see also Division Legal Activities, earlier in this chapter). Association Rule 100-1.8 specifies that "A division may execute contracts or negotiate grants with outside entities. Such contracts or grants (with the exception of those for routine, annually recurring events or expenses, e.g., meetings) which provide for payment or receipt by a division or the association of funds, goods, services or other value in excess of $10,000 must be submitted to the APA Executive Office for prior legal and financial review..."

Because of the myriad financial reporting requirements and compliance issues contained in awards from federal sources and APA's ultimate financial responsibility for affiliated divisions, divisions must notify the GCO of any federal awards within 10 days of receipt and provide a copy of the award notification. This information must be collected in order for APA to complete the government-mandated annual audit of all federal assistance received by the association. Successful completion of this audit protects APA's position as a contractor in good standing and maintains the association's, as well as the division's, eligibility to received federal funds and perform on federally funded projects.

In addition, federal awards require special accounting procedures and must be administered in accordance with applicable statues and regulations. The penalties for noncompliance are severe, from financial judgments against individuals involved in project management to suspension and disbarment as an eligible federal contractor. The association's GCO is available to advise divisions on appropriate policies, procedures and guidelines to follow when performing on a federal award.

The GCO along with the Convention and Meeting Services Office (CMSO) is also available to assist in the negotiation of function contracts. While these may not meet the $10,000 threshold requiring financial and legal review or are the result of a regularly occurring event, there are numerous financial and logistical advantages to enlisting support. Many hotel and food and beverage contracts contain harsh penalties and one-sided requirements that may not serve the best interests of the division. Due to volume and existing infrastructure, GCO and CMSO staff can frequently obtain better, more balanced terms, limit the liability of the division and the association, and realize significant economies in the expenditure of division funds. For example, it is possible to decrease or eliminate deposits, increase the allocation of complimentary rooms, reduce room rates, reduce attrition penalties, etc.

GCO can serve as a resource to the divisions through a variety of reference materials that contain specific guidance on the availability, preparation, submission and administration of government-funded grants and contracts. These include the Federal Acquisition Regulations; the Federal Travel Regulation; the Health and Human Services Grants Administration Manual; the Federal Grants Management Handbook; the Public Health Services Grants and Contracts Manual; the Public Health Service Grants Policy Statement; the Federal Supply Class or Service Codes; the Federal Acquisition Report; the National Science Foundation Grants Policy Manual; and a selection of relevant Office of Management and Budget circulars. In addition, we monitor information on regulations, policies, funding sources and program descriptions on various websites and collect the following publications: the Catalogue of Federal Domestic Assistance; the Commerce Business Daily; the Federal Register and the Public Health Service Profiles of Financial Assistance Programs. Other material is available upon request.

Accreditation & Certification Activity

APA Bylaw VI.5 provides that divisions may not establish or enforce standards for ethics, accreditation, certification, or credentialing of specialty recognition. These activities are reserved to APA.

Fundraising

As a federally-recognized 501(c)(3) tax-exempt organization, APA must take into account a number of conditions and restrictions before engaging in any fundraising activities. This includes its subunits, the divisions, which from time to time may inquire about the possibility of raising funds through online donations, solicitations, direct mailings, etc.

In recent years, many states have enacted stricter rules regarding the solicitation for monies for charities. Accordingly, state attorneys general have been more aggressive in enforcing these laws and pursuing organizations that do not comply. Each state has individual laws governing such solicitations, and each has different requirements for organizational registration, fees and procedures. Unfortunately, there is not a one-size-fits-all process for registering. 

Requests for financial support to individuals — whether they are members or not — raise significant legal concerns. APA is subject to state laws governing charitable solicitation. Because APA is not registered in the states as a charitable solicitor, it is not permitted to solicit individuals for charitable contributions.

APA (and therefore divisions) cannot raise money for or give money to activities other than those that advance the charitable mission of the organization. Thus it is important to determine ahead of time who is sponsoring the event or program, and what its purpose is. An event put on by APA to support an APA program would presumably meet this requirement. However, an event APA wishes to support that is put on by another organization may not. Other organizations, including organizations affiliated with APA, like the APAPO and SPTAs, have different rules governing the activities they may engage in. While an activity may be completely appropriate for the organization sponsoring it, it may not be something that APA can appropriately support financially. For instance:

• An event or program run by another 501(c)(3) organization is likely to be acceptable for APA financial support.
• An event or program put on by a 501(c)(6), like the APAPO or an SPTA, may or may not be appropriate for APA financial support, depending on the event. The purpose of the event/program must be evaluated by the APA Office of General Counsel (OGC).
• APA cannot engage in or fund any political activity.

To feasibly and legally solicit contributions, APA would need to register in all states every year. This is an extremely burdensome and expensive proposition, and APA has decided not to incur the expense and administrative burden of this registration. Absent such registration across the country, APA may not solicit individuals or corporate entities that are not tax exempt. Soliciting over electronic mailing lists, websites, mass emails, direct mail letters, targeted donor letters or requests to individuals attending conferences or meetings are all considered solicitation of individuals. APA is not permitted to solicit individuals for charitable donations, and therefore none of these methods are legally permissible.

Questions regarding division fundraising activities should be directed to the OGC.

Association Professional Liability Insurance

APA maintains association professional liability insurance coverage policy which extends protection to the association, governance members and volunteers for many legal claims that might be brought against APA. The coverage extends not only to APA, but also its division (as well as division officers and volunteers acting on the division's behalf). This coverage is provided to divisions at no charge. It should be noted that the policy is subject to various exclusions, sublimits and deductibles for certain types of claims. Of particular importance is a feature of the policy that requires timely notice to the insurer of claims against the insured. Failure to provide timely notice of claim could jeopardize coverage. If any divisions or their officers become aware of a possible legal claim or if there are any questions in this regard, the APA Office of General Counsel should be contacted immediately. For additional information on insurance coverage, call the OGC at (202) 336-6079.

Establishing a Division

Procedures governing the establishment of a new APA division are contained in APA Bylaws Article VI, Section 3 and Association Rule 100-2. A division may be established whenever one per cent or more of the members of the association petition for it and the Council of Representatives votes to approve it. In this instance “members” of the association are APA members and fellows. Associate and affiliate members are not eligible to sign the petition but they may join the division once established.

Steering Committee’s Role

The steering committee for a new division generally consists of a small number of APA members and fellows who develop the written petition (addressed below) for the proposed division, gather signatures, serve as pro tem officers, organize meetings and develop the organization and structure that will be reflected in the proposed bylaws. The Division Services Office assists the steering committee in all facets of the process associated with becoming a division and therefore the first contact with APA should be made with the director of the Division Services Office as soon as there is a recognized interest in forming a division.

The steering committee advises APA Central Office, by means of a letter of intent of:

• Its interest in forming a new division.
• Progress towards the formation of a division.
• Evidence of financial and organizational viability.
• Evidence and materials supporting the need for a new division.

A steering committee may send a representative to the annual Division Leadership Conference. An announcement inviting such participation is published annually in the APA Monitor in Psychology.

Petition

A petition for the formation of a new division, submitted in accordance with Article VI, Section 3 of the APA Bylaws, must include in its prefatory statement the following:

• A statement of the proposed name and purpose of the division.
• Relevant evidence that the petitioners "represent an active and functionally unitary interest of a group of members."
• The names of the Members sponsoring the petition or speaking for the petitioners.
• A statement that the individual petitioners ask for and will accept membership in the division if it is established.

In considering the petition, council will look for evidence that:

• The area of the proposed division is an active and functionally unitary interest of a group of members.
• Their proposed objectives fall within the scope of those specified in APA Bylaws Article I: Objects.
• Their membership is not restricted on any basis other than psychological interest and qualification.
• The establishment of any new division is not inimical to the welfare of any other division already established.

Collecting Signatures

The petition must be signed by at least one percent of the members (APA members and fellows) of the association. As noted above, only APA members and fellows are eligible to sign a petition for the establishment of a new division.

An APA member who wishes to support the formation of a proposed division may (1) enter his/her name and member number in a designated members-only section of the APA website created for that purpose, or (2) complete a petitioners statement distributed by the steering committee with his/her printed name and written signature and APA mailing address (to assist in the unambiguous identification of the signers).

In signing the petition an APA member agrees to (1) have a continuing interest in the division, (2) asks for and will accept membership in the division if it is established, and (3) is automatically billed for membership in the division upon its establishment.

Board of Directors’ Role

Once the steering committee, working with staff from the Division Services Office, perfects the petition, it is forwarded to the Board of Directors. It is the board’s duty to determine if the petition conforms to the technical requirements of the bylaws and rules. If the petition is determined to be in order the board will ask that it be circulated with all pertinent supporting information to existing divisions and members of the Council of Representatives. The divisions and Council of Representatives members will be invited to comment in writing to the board.

After the deadline for comments has passed, the board will consider the petition together with supplementary materials and comments. The board will send these materials along with any recommendation it may have to council for its action. If the board's recommendation is unfavorable, the petitioners may be allowed an additional period of one year to perfect the petition, providing there is reasonable evidence that no violence is done to the intent of the original petition.

Council of Representatives’ Role

A two-thirds vote of those council members present and voting at the midwinter meeting of council is required for the establishment of a new division. Council will approve a new division as a candidate for a period of two years, during which time the division has all of the privileges of a fully established division. The division is asked to report annually to the Council of Representatives, in accordance with Association Rule 100-1.1, describing its activities during the time of its candidacy. At the end of the candidacy period council will vote on permanent status for the division. (That approval may only be delayed or rescinded if the division does not meet the criteria in the APA Bylaws and the Association Rules for divisional status.) A majority vote is required for final approval.

Following favorable action by council, a new division is constituted when it holds its first business meeting within a year of its initial approval. During this meeting, the division should adopt the bylaws and elect its initial membership and permanent officers. The secretary of the division is responsible for reporting the substance of these actions to the Division Services Office. As noted above, the division will hold candidate status for a period of two years.

Membership in a Newly Established Division

In its first year, a division will have only members because the division leadership will not have had time to develop procedures and criteria for fellow status and because associates and affiliates are not eligible to petition for a new division. Each petitioner has accepted membership in the new division as a result of the agreement he/she has made in signing the establishing petition.

Dissolution or Sanctions Imposed on Individual Divisions

A division may be dissolved by vote of the Council of Representatives when either (1) the number of members within the division falls below .25 percent of the members of the association, or (2) the division votes to recommend its own dissolution.

The Council of Representatives may also dissolve a division for good and sufficient reason by a two-thirds vote of those present at an annual business meeting, provided that the reason for dissolution is stated in writing by the council to the membership of the division and that the division membership has been given full opportunity to state the reasons for the continued existence of the division. 

Association Rule 100-1.3 , enacted in August, 1995, further specifies that "The Board of Directors shall inform divisions of activities that appear to be out of compliance with the Bylaws, Association Rules,or policies of the association. Continued failure or refusal to comply with these requirements may constitute good and sufficient reason for the imposition of sanctions, including dissolution of a division by the Council of Representatives. The board shall seek to resolve issues of concern with divisions on an informal basis before placing the issue on council's action agenda."

Division Officers

The APA Bylaws (Article VI, Section 6) require that each division have a president and a secretary. Additional officers, qualifications for officers, and the means by which they are elected or appointed is left to the discretion of the division. The terms of each division's officers are established by the division and reflected in their bylaws.

Eligibility to Serve as a Division Officer

The eligibility of candidates for divisional offices is determined by each division's bylaws. Unless specifically prohibited by divisional bylaws, a person may hold as many offices within divisions to which he/she is elected.

Council Representation

Find more information on apportionment.

As a result of the passage of the 2001 "Modified Wildcard Plan" Bylaw Amendments, council's composition changed to include representation for most divisions and state/provincial psychological associations (SPPAs) on the Council of Representatives. Developed by the Task Force on Council Representation, the plan allows for the continuation of the apportionment ballot system to determine seats on council, but sets a limit of 162 seats proportionally awarded to divisions and SPPAs.

Article V, Section 6 of the APA Bylaws describes the procedures for allocation of council seats. All APA fellows, members and voting associates are sent an apportionment ballot on or before Nov. 1. Each member is allotted ten votes which he/she can distribute among division(s) and/or state/provincial association(s) according to the individual's interests.

Article V.6: The number of representatives from divisions and state/provincial associations shall be 162. The 162 representatives will be divided into two pools, one for state/provincial associations and one for divisions. The percentage of the 162 seats for state/provincial associations shall correspond to the percentage of total apportionment votes allocated to state/provincial associations and the percentage of the 162 seats for divisions shall correspond to the percentage of total apportionment votes allocated to divisions.

Each division shall be allocated one seat from the division pool and each state/provincial association shall be allocated one seat from the state/provincial pool. The awarding of additional seats allocated to each pool shall be based on the percentage of allocated votes received by a division or state/provincial association and calculated as follows:

• 1.5 percent to less than 2.5 percent…….1 additional seat.
• 2.5 percent to less than 3.5 percent…….2 additional seats.
• 3.5 percent to less than 4.5 percent…….3 additional seats.
• etc.

Additional seats will be allocated to those units in a pool entitled to additional seats in the following manner. The unit with the highest percentage in the pool will receive the first additional seat and an additional seat will be assigned to other units entitled to one or more additional seats in descending order of their percentages. If, after all units in a pool entitled to one or more additional seats have received one additional seat, there remain units that are entitled to two or more additional seats, and if the seats allocated to the pool have not been exhausted, the unit in the pool with the highest percentage will receive a second additional seat and a second additional seat will be assigned to other units entitled to two or more additional seats in descending order of their percentages. This process shall be continued until either all additional seats allocated to the pool have been assigned or until all units in the pool entitled to additional seats have been assigned all of the seats to which their percentages of allocated votes entitle them.

If, after all units in a pool have been assigned the additional seats to which they are entitled by virtue of their percentages, there remain seats allocated to a pool which have not been assigned, those remaining seats shall be assigned to the units in the pool in the order in which the units came closest to being awarded another seat as a result of the allocated votes.

In late December of each year as information is available, the APA Election Committee will announce the results of the apportionment ballot. This information, together with the current membership of council, is the basis for the preparation of nomination and election ballots which are sent to members of council's voting units.

A division or state/provincial association that is allocated fewer seats for one year than those allocated the previous year must recall the appropriate number of representatives. If the division has more than one representative serving on council, it will be the division's responsibility to determine which representative will be recalled. Once a representative is recalled, the individual's term is over (APA Bylaws Article V, Section 4). Even if the division regains the lost seat on the next apportionment vote, a new election for council representative must be held to fill the seat.

Eligibility to Serve as a Council Representative

Eligibility criteria and procedures governing election of representatives to APA council are contained in the APA Bylaws (Article V) and the Association Rules (Sections 30 & 40). In summary:

• Council representatives must be members of the association.
• Council representatives must be members of the division or state associations which they represent.
• No person is eligible to serve as council representative at one time in more than one position or to run for the office of council representative from more than one voting unit.
• "A council member who has served six consecutive years shall not be eligible for election or appointment for a period of one year as a representative from any division, state association or coalition."

In the event that the representative is no longer a member of APA, the division may designate another eligible member as its representative for the remainder of the term. Notice of the election or appointment should be sent to the APA recording secretary.

The APA Council of Representatives urges divisions and state/provincial associations to keep in mind the need for ethnic minority representation when slates for council membership are prepared.

Election Procedures

Each Division determines the manner in which it will elect its officers and which of its membership categories will have voting privileges in the election of officers (with the exception of the division council representative(s) and on other divisional matters. Divisions which restrict their voting privileges to individuals who are also APA members, fellows or voting associates may find it convenient to combine the election of officers with the election of their council representative(s). The ballot for council representatives is sent in mid-April by APA. It is important to note, however, that only APA fellows, members or voting associates who are members of divisions or state/provincial associations are allowed to nominate and elect their council representatives (APA Bylaws, Article V, Section 5).

Provision of Lists of Candidates to Central Office

Although nominations for division officers and council representatives may be secured in any manner the division chooses, the APA Bylaws require that council representatives be nominated by APA members, fellows or voting associates who belong to the division. In addition, Association Rule (40-1.11) specifies that, unless it is an ex officio appointment, two candidates should appear on the final election ballot for each office of council representative.

The results of the annual apportionment ballot provide the basis for the election ballots that APA sends to members of divisions who are eligible to vote for their divisions' council representative. Under the APA Bylaws, only APA members, fellows or voting associates who also belong to the division are allowed to vote for the division's representative to council.

In order to comply with deadlines prescribed in the Association Rules, each division should submit a list of its candidates for each office to be included on the APA election ballot by Feb. 15. The slate of nominees should be sent to the attention of the Elections Office.

Final Election Ballot

The final election ballot must present at least two candidates for each vacancy for a division's or state or provincial association's representative(s) to the council. If the divisional bylaws do not specify the number of candidates to be placed on the ballot for other division offices, the chair of the nominating committee or secretary/treasurer of the division is responsible for determining the number of candidates needed and the preparation and submission of the slate of candidates.

Divisions will determine eligibility and ask each nominee about his/her willingness to serve. The list of candidates for each office should be submitted in alphabetical order. When the slates are complete (around March 1), a sample ballot, listing the names to appear on the ballot, is sent to each division elections/nominations chair or secretary/treasurer for confirmation.

The final election ballot is then prepared for division representatives to the council and any other division officers requested by the division. The ballot is sent to APA fellows, members and voting associates, who are members of a division or state/provincial psychological association on or about April 15. The balloting period is 45 days.

Counting and Reporting of Election Results

The results are counted in accordance with a preferential system. No later than July 1, each election committee chair or individual who submitted the slates will be sent a copy of the tabulation for his/her division. In addition, the Election Office sends out emails to all participants in the elections informing them of the results. Newly elected council representatives will also receive such materials as “Making APA Work for You,” Association Rules, and the APA Council Representatives Manual.

The division secretary/treasurer should confirm the officers for the following year by sending to the APA Division Services Office, by early September, a complete list of all division officers with the terms of office indicated.

Direct Division Input

Upon vote of a division, any matter of legislation may brought to the attention of the Council of Representatives (APA Bylaws, Article IV, Section 4). Council will vote upon the matter at its next meeting.

New Business

Divisions can also place items on the council agenda through new business introduced by their council representative(s). New business presents a motion for action that is not currently before council and may be introduced by a division, state/provincial association or any council representative acting individually. To facilitate the introduction of new business, a form is sent to council representatives prior to both business meetings of council. New business may be mailed in, submitted at the council meeting, or introduced on the floor of council during the meeting.

Boards and Committees

Many of the items on the council's agenda either (1) originate directly from the APA boards and committees or (2) are referred for study and recommendation to APA boards and committees by council (see Chapter 4 for more information). Recommendations for action taken by council are presented along with the recommendation of the Board of Directors, which reviews council's items prior to each council meeting.

Petition of Members

APA members may bring business before council by petition of .5 percent of APA members in good standing. Furthermore, upon petition of 1 percent of APA members, a request for a mail vote upon any matter (except an APA Bylaw amendment) may be addressed to the council.

Board & Committee Structure

The APA Bylaws (Article XI, Section 1) state that boards and committees of APA will consist of standing boards and committees provided by the bylaws and other boards and committees that may be established in accordance with the Association Rules. Boards and committees provided by the Association Rules are designated by the term "continuing." Because standing boards and committees are provided by the APA Bylaws, they may be created or dissolved only by vote of the membership. Because continuing boards and committees are established in the Association Rules, they may be created or dissolved only by vote of the Council of Representatives.

APA boards include:

• Board of Directors
• Membership Board
• Policy and Planning Board
• Board of Professional Affairs
• Board of Scientific Affairs
• Publications and Communications Board
• Board of Convention Affairs
• Board of Educational Affairs
• Board for the Advancement of Psychology in the Public Interest

Standing committees include:

• Finance Committee
• Ethics Committee
• Election Committee

Standing boards and committees report to council through the Board of Directors (see the Policy and Planning Board for an exception). Continuing committees report to their standing parent board (see the Committee on Rural Health for exceptions).

Members of standing boards and committees and those continuing committees that report directly to the Board of Directors and Council of Representatives are elected by the Council of Representatives (see Chapter 3). Appointment of members of continuing committees, ad hoc committees and task forces is the responsibility of the parent board/committee. The Board of Directors has final approval of continuing committee appointments.

Continuing committees deal with important sub-areas of ongoing interest of the parent board. On occasion, a standing board or committee may appoint a time-limited ad hoc committee or a task force to undertake a specific mission. The Board of Directors can also appoint a commission to execute an especially urgent short-term mission.

Standing boards and committees are required by the APA Bylaws to report annually in writing to the Board of Directors and Council of Representatives. Continuing committees are encouraged to submit annual reports.

Board of Directors

The Board of Directors (APA Bylaws, Article VII, Sections 1, 3 and 4) serves as the administrative agent of the Council of Representatives. Between council business meetings, the Board of Directors has the authority to take actions necessary for the conduct of the association's affairs. If an emergency is declared by a majority of the Board of Directors, the board has the power to take action as though the action were taken by council. The board must report such action to the Council of Representatives at its next meeting.

Policy & Planning Board

P&P is mandated to make recommendations on current and long-term policy of the association and "extensions or restrictions of the functions of the association, its divisions or state associations that are consonant with the purpose of the association." It is unique among boards in that it can either make recommendations directly (1) tothe voting members of APA, (2) to the Board of Directors, or (3) to the Council of Representatives (Article XI, Section 7). It is also mandated by the APA Bylaws (1) to report annually by publication to the membership and (2) to review the structure and function of the association as a whole every fifth year and make recommendations by written report to the Council of Representatives.

Standards for Election to APA

Members

The minimum standard for election to APA member status in accord with the APA Bylaws (Article II, Section 5) is "receipt of the doctoral degree based in part upon a psychological dissertation or the doctoral degree based on other evidence of proficiency in psychological scholarship from a program primarily psychological in content. The doctoral degree must have been conferred by a graduate or professional school that is regionally accredited or that has achieved such accreditation within five years of the year the doctoral degree was granted or that is one of equivalent standing outside the United States."

Associates

The APA Bylaws (Article II, Section 7) state that "The minimum requirement for acceptance to associate member status shall be (1) completion of at least two years of graduate work in psychology in a regionally accredited graduate or professional school or (2) the master's degree in psychology from a regionally accredited graduate or professional school." Initially, associates may not vote or hold office within the association. After five consecutive years of associate membership, associates achieve voting privileges.

Requirements for election to member or associate status may be waived by the Membership Board in special cases for persons of distinction in fields other than psychology. The requirement of a doctoral degree based in part upon a psychological dissertation may be waived by the Membership Board upon submission of evidence satisfactory to the board of significant contribution or performance in the field of psychology.

Affiliates

The APA Bylaws (Article II, Sections 11-15) allow for the categories of international affiliate, student affiliate (including high school student, undergraduate student and graduate student), high school teacher affiliate and community college teacher affiliate. International affiliates "shall be psychologists who reside in countries other than the United States or Canada. An individual desiring affiliation with the association must, at the time of application, be a member of the psychological association of the country in which the applicant resides or, if no such association exists, shall present evidence of appropriate qualifications." The APA Bylaws state that affiliates "are not members of the association and … shall not represent themselves as such. They shall have such privileges as may be granted by council, including special rates for subscriptions and publications."

Acceptance to APA

Acceptance to membership in APA takes place monthly. Application forms for APA membership may be obtained from the Membership Department. Completed applications which fulfill the standard criteria are reviewed and approved, while other applications are sent to the APA Membership Board for recommendation.

The APA sends official notification of acceptance to new members, associates, and affiliates. Membership is confirmed by the payment of initial dues. Names of new APA members, associates and affiliates are published in the American Psychologist. The names of those who have not paid their initial dues are published annually in the archival issue (usually August) of the American Psychologist ("Proceedings" section). The acceptance of those who fail to make the initial dues payment by a specified date is declared void.

Standards for Election to a Division

Each division has its own criteria for membership and elects its own members. Divisions specify their membership and affiliation categories and the criteria for each category within their bylaws. Adding new categories and revising or eliminating old categories of membership/affiliation is done through a vote of the division's membership using methods specified in its bylaws.

Anyone belonging to APA may apply for membership in one or more divisions under the rules of eligibility and election established by the division. Almost all divisions use the basic requirements of APA membership and an interest in the issues and activities of the division as the criteria for membership. A few have more stringent requirements. In general, anyone belonging to both APA and a division should have the same category of membership in the division as they have in APA. This holds true for the categories of member, associate and student affiliate. Other APA categories such as international affiliate, high school teacher affiliate and community college teacher affiliate may be tracked by divisions under the more general professional affiliate category. Most divisions also use the professional affiliate category for professionals who are non-APA members.

Although divisions determine their own qualifications for membership classes, the designation fellow is reserved under APA Bylaws Article VI.2 for members of the division who are fellows of APA (see below) and the designation life member (formerly known as Dues Exempt) is reserved for members who are life members of APA.

Election to a Division

Interested individuals should check divisions’ websites for information on how to join the division.

Some divisions have their secretary/treasurer, membership chair or another division member process the applications and payments for new division memberships and affiliations. Others have hired administrative staff to handle this responsibility. Of this latter group, some divisions have signed a memorandum of understanding with APA for Division Services to perform this function, and others have hired an individual or firm outside of APA. The service most often selected from the menu of administrative services offered by Division Services is processing the division's new APA memberships and its new and renewing affiliations.

In order to encourage membership in divisions, continuing APA members, associates and affiliates receive a division interest form in the annual dues mailing sent in September. New members, associates and affiliates receive a division interest form in the new member packet sent prior to confirmation of their election. Each person may indicate as many divisions as they wish on the division interest form, which they return to the Membership Department. Codes will be entered in computerized records signifying interest in the division. Subsequently, membership staff generates a list of interested parties for each division. The list is sent to the division so the division can follow up with interested members. Note: for divisions who use the Division Services Office to handle their membership, the Division Services Office handles sending more information to the member automatically.

Members and Associates

The divisions should notify the Membership Department of all new APA members and associates (the Membership Department does not track division memberships for any affiliate categories). Names may be submitted throughout the year. New division memberships will be added monthly by the APA membership staff. After the end of August, memberships will be applied to the following membership year, as memberships are always for a calendar year (January-December). In September, the APA Membership Department will send renewal notices including divisions to all APA members and associates.

It is the responsibility of the division secretary/treasurer or membership chair or whomever they have appointed to accept or reject new division memberships, report them to the APA Membership Office, and notify members and associates of election or rejection by the division. Divisions will also determine the amount to charge and collect these fees for new memberships for the current year. The Membership Department will ensure that new division memberships are included (1) on the renewal notices for the following year, and (2) in the next directory. In order to ensure that new division members and associates will be billed for the following year, names must be received by the Membership Department within five days following the APA convention (see "Division Assessments").

When an associate is transferred to member status in APA, any associate membership that he/she may hold in divisions is automatically changed to member. If the division has alternative practices, it is the responsibility of the division to notify the Membership Department of that information. Lists of transfers may be requested by division secretaries/treasurers along with the lists of new APA members and associates.

Affiliates

Each division is responsible for handling its own affiliate memberships and should not report them to the APA Membership Department unless there is a division journal published by APA/EPF. For divisions with a journal published by APA/EPF, names of all individuals who should get the journal should be submitted so that subscriptions can be entered. This applies to all categories of membership and affiliation that receive the journal as a benefit of belonging to the division.

At this time the Membership Department does not track divisions for affiliates. Therefore, the division will need to send renewal notices to its affiliates each year, and will need to report the renewing affiliates to the APA Membership Department only if they are to receive an APA/EPF journal. (Note: divisions utilizing the Division Services Office for membership processing will not need to send renewals or report affiliates for subscriptions, as Division Services will handle this automatically.)

Student affiliates who upgrade to member in APA should inform their divisions so that the divisions can change their membership category and inform the APA Membership Department about their division membership.

Divisions should inform the Division Services Office about all categories of membership and affiliation, especially newly created ones. This is usually covered in the annual exchange about membership rates. This information is very helpful in answering inquiries from individuals who identify themselves as division members but do not belong to APA.

Membership in a Newly Established Division

Each petitioner for a new division has accepted membership in the division as a result of the agreement he/she has made in signing the establishing petition. Because APA associates and affiliates are not eligible to petition for a new division, in its first year, a division will be made up of mostly APA members. There will be no division fellows at that point, because division leadership will need to develop procedures and criteria for fellow status.

Standards for Fellow Status

Fellows shall be members of the association who are interested in the advancement of psychology as a science and as a profession and who have met the requirements described below. The minimum requirements for fellow status are: 

• Doctoral degree based in part on a psychological dissertation.
• Prior status as a member for at least one year, and nomination by a division to which the member belongs.
• Active engagement in the advancement of psychology.
• Five years of acceptable postdoctoral experience.
• Evidence of unusual and outstanding contribution or performance in the field of psychology. 

Fellow status is an honor bestowed upon APA members who have shown evidence of unusual and outstanding contributions or performance in the field of psychology. Fellow status requires that a person's work has had a national impact on the field of psychology beyond a local, state or regional level. A high level of competence or steady and continuing contributions are not sufficient to warrant fellow status. National impact must be demonstrated.

The Fellows Committee's recommendations are based on criteria established by the nominating division, if such criteria exist. In the absence of division criteria, established APA criteria are used. Although there must be a primary nominating division, a second division may submit statements of support for a nominee.

Nominations to initial fellow status are made by APA divisions. Each nominee's application materials are reviewed by the APA Fellows Committee which has the responsibility of making recommendations on each case to the association's Board of Directors and Council of Representatives.

An APA member becomes an APA fellow through a division. Nominations for APA fellow are made through a division of which he/she is a member and forwarded to the APA Fellows Committee for evaluation. The names of those individuals approved for election to initial fellow status are submitted to the Board of Directors for their recommendation. The Board of Directors then forwards their recommendations to council for election as fellows during their meeting at the annual convention.

The requirement of a doctoral degree in psychology, as defined in Article II, Section 5 of the APA Bylaws, or the requirement of five years of acceptable professional experience subsequent to granting of a doctoral degree, may be waived for fellow status by council upon submission of evidence of outstanding contributions or performance in the field of psychology. In asking for waivers of the technical requirements for fellow status, it is incumbent upon the individuals proposing the waiver to provide reasonably persuasive evidence to support the request. It is not sufficient that such a waiver is simply recommended by a division, nor is it the responsibility of the APA Fellows Committee to develop or to document the case.

Election of Initial Fellows

The procedures for applying for APA fellow status are available on APA’s website.

The process to apply to be an APA initial fellow is done via the APA Online Fellows Application Platform. (Please note, you must log in to MyAPA to access the application.) This system allows nominees, endorsers and division fellows chairs to submit all required documents online.

In March of each year, the Fellows Committee carefully considers each fellow nomination and determines whether to:

• recommend nominee election to fellow status;
• not recommend the nominee for fellow status; or
• defer the nomination pending receipt of further information.

Following their preliminary recommendation (usually occurring in March), the Fellows Committee notifies each division fellow chair regarding the status of each of the division's fellow nominees. Should the committee not recommend election to fellow status, the division has the option to inform the nominee and appeal the decision prior to and/or during the APA Annual Convention (the committee holds a special meeting to consider such appeals). Should the committee defer a decision, the division has the option to provide additional information, testimony and clarity regarding the nominee’s eligibility for fellow status. The division should keep all information confidential until after council has elected nominees to fellow status.

During the APA Annual Convention, and after all appeals have been considered, the Fellows Committee submits a final list of nominees to the APA Board of Directors. The board then recommends election to the APA Council of Representatives, which ultimately elects the nominees to fellow status. Once the APA Council of Representatives has elected nominees to fellow status, division council representatives can report on the election outcome.

In October of each year, the Fellows Committee officially notifies each division of the outcome, sends a certificate to each initial fellow, lists initial fellows in the Monitor on Psychology, the American Psychologist and amends their membership record to reflect fellow status.

Individuals who held fellow status in APA before the reorganization of APA in 1945 may remain fellows in APA without division membership. Fellows have the right to later resign from divisions through which they have obtained fellow status.

Election of Current Fellows

Current fellows are APA members who are already fellows in other divisions, and may also become fellows in another division without approval from the APA Fellows Committee. Once an APA member has been approved by the Fellows Committee, Board of Directors and Council of Representatives for fellow status in one division, they do not need further approval from APA to become a fellow in additional divisions. It is the responsibility of each division to determine the eligibility of current fellows and to notify APA of their election.

July 1 is the deadline each year for division fellows chairs to notify the Fellows Committee liaison with the names and addresses of any new current fellows approved by their division.

Dues

The Council of Representatives sets the amount of basic membership dues for the association. An APA member may belong to one division without paying additional APA dues. APA contributes two dollars from the member's basic dues for his/her first division membership. For each additional division he/she wishes to join, the member pays two dollars in additional dues. Beyond these dues, divisions may vote special assessments to augment their financial resources.

Dues Statement

The APA dues statement for the following year is mailed to all APA members in late September to be paid by a specified deadline prior to the following year. All division memberships are indicated on this statement and will reflect new divisional membership including: (1) fellows elected to initial APA fellow status through divisions at the previous annual convention business meeting of council, and (2) members, associate members and persons already fellows in APA elected to divisions as reported to the APA Membership Department.

The total amount of division dues and assessments is indicated on the APA dues statement. Payment of these dues and assessments will continue membership in divisions.

Members cannot become a member of a division by simply adding that division on the dues statement and enclosing the additional dues and assessment amount. Money sent to APA for this purpose is returned to the member. A division interest form is included in the dues packet. Members should indicate the divisions they wish to join on the form and return it with the dues statement. Payment for joining new divisions should not be sent in with the dues statement.

Division Assessments

Division assessments of varying amounts are charged by each division and assessment rates for the following membership year are requested by the Division Services Office by June 1 each year. In some cases, assessment rates are voted on at a division's annual membership meeting during the APA convention. In these cases, the divisions must notify the Division Services Office by June 1 that a potential change in assessment rate may occur at that meeting and then the division must inform their Division Services account manager of any changes to the division assessment amount for the next calendar year no later than five days after the APA convention. In the event that the division does not inform the Division Services Office of the new assessment amount, the amount of the previous year's assessment will remain in force and appear on all division members' APA dues statements. The Membership Department requests that any division send an explanatory note for any large increase in the division's division assessment over the previous year, in case a member inquires about a noticeable change in assessment amounts. (For example, if a new division journal increases the assessment amount, or other such reasons.)

Dues Billing

APA has developed standard procedures for prompting the payment of APA dues. The annual membership dues billing takes place in late September. In early January of the following year and again in mid-February, follow-up APA membership dues packets are sent to nonrespondents. Reminder notices are sent to unpaid members in November, January and March. Divisions are invited each year (usually in January and February) to participate in the mailing of a postcard reminder notice to those members who have not paid dues.

Division memberships are carried over from year to year until the member explicitly resigns from a division by crossing off the division membership and assessment from the annual APA dues statement. However, the APA dues billing system is not currently designed to bill members for prior year divisional assessments or dues. (See “Election to a Division” and “Division Assessments” in this chapter.)

"Resignation" by Nonpayment of Dues

Under the APA Bylaws (Article XIX, Section 3) nonpayment of dues for two consecutive years is considered equivalent to a request for resignation from the association. During this two-year period, a member retains all membership rights, including voting privileges, but he/she does not receive his/her member journals (American Psychologist and the Monitor). Shortly before the end of the two-year period, a final notice is sent as an opportunity for payment of the delinquent dues. If the dues are not paid after this two-year period, the member is dropped from APA membership.

Reinstatement

A member who has resigned voluntarily or through nonpayment of dues, may have his/her membership reinstated. Individuals interested in reinstatement should write to the Membership Department.

• Full reinstatement requires payment of all delinquent and current dues and re-establishes membership as of the member's initial election date.
• Payment of current dues and assessments re-establishes membership in APA and any former divisions as of the current year. The period of nonpayment will not be counted in determining eligibility for dues-exempt status. This procedure for reinstatement can be used only once and is not available to former members who were under scrutiny by the APA Ethics Committee at the time membership was terminated.

Reapplication

An individual who has been dropped from membership as the result of conduct violating the ethical principles of the association (APA Bylaws, Article II, Section 18), may reapply for membership after five years have elapsed. Members who have been permitted to resign under these conditions may reapply after three years have elapsed. The Ethics Committee considers and makes recommendations to the Membership Committee on all reapplications.

Life Membership Status (Dues Exemption)

Under Association Rule 10-11.1, "any member who has reached the age of 65 and has belonged to APA for a total of 25 years may choose to begin the dues-reduction process, culminating in dues exemption by so advising Central Office of his or her eligibility." Likewise, "any member, who, regardless of age or length of membership, has been adjudged totally and permanently disabled, may choose to become exempt from dues by so advising Central Office of his or her eligibility."

The dues reduction schedule is as follows:

• Step 1 (first year) — 90 percent of regular dues.
• Step 2 (second year) — 70 percent of regular dues.
• Step 3 (third year) — 50 percent of regular dues.
• Step 4 (fourth year) — 30 percent of regular dues.
• Step 5 (fifth year) — full dues exemption.

Life members may order journals at the same low rate as dues paying members. Life members are required to pay a $50 publications and servicing fee if they wish to receive the Monitor and American Psychologist. When full dues exemption is attained, the subscription price/servicing fee option becomes available. 

Association Rule100-6.1 states that "divisions may, at their discretion, assess and collect from these members a mandatory subscription price/service fee to cover the costs of providing such division publications as may be requested by these members." When full dues exemption is reached in APA, the member is exempt from division dues as well. Members pay full division dues until they reach Step 5. The reduced dues for the first through fourth years do not apply for division dues. At Step 5, the member must pay the division publication fee if the division has one and if he or she wants to receive the division publication or publications covered by the fee. More information .

Handling of Division Funds

All funds collected by APA for the divisions are credited to accounts maintained for each division by the division accounting team. Each division must select one of the following two methods of accounting for the funds received.

Method 1

All funds received by APA are remitted to the division accompanied by a dues report. The report provides date, member name, APA membership number, description, membership category and amount. Division dues checks or wires and reports are sent to the secretary/treasurer and will be issued on a monthly basis (within three weeks of a month end) for those divisions whose dues collected are equal to or in excess of $100. For those divisions whose dues collected are less than $100, the division dues checks or wires and reports will be issued once the aggregate of two or more month’s dues is equal to or in excess of $100.

Method 2

APA offers complete accounting services at no cost to those divisions that elect to have APA handle their funds (with the exception of a nominal fee for credit card processing). Funds collected by APA will remain in the division's account as operating cash and earn interest until requested by the division to disburse funds. Cash disbursements to pay for expenses must be authorized by the secretary/treasurer (or president, if payment is made to the secretary/treasurer) and must have appropriate documentation attached to the request. APA issues monthly reports to the division. The reports consist of a balance sheet, an income/operating statement and monthly activity reports (cash receipts for dues, other revenue and cash disbursements). For those applicable divisions, the following reports are provided: a budget, investment statement, monthly activity reports of checking and/or savings accounts, and attribute transaction journals for investments not established by APA, travel advances, deposits and other advances, prepaid expenses, and accounts and/or interest receivable.

Additional information for division treasurers can be found in the Division Treasurer Introductory Information (PDF, 387KB) or contact the division accounting team.

Auditing of Division Accounts

All division activity is reported on a calendar year basis. The year-end report is provided to each participating secretary/treasurer in the first quarter of the following year. The report includes all activity prior to Dec. 31. The APA third party audit is based on the Dec. 31 activity, therefore, all divisions are urged to send all requests for disbursement to the division accounting team prior to Dec. 31.

Tax Exempt Status, Annual Financial Report and Tax Returns

Tax Exempt Status

APA and most of its divisions are exempt from federal tax under section 501(c)(3) of the IRC. As such they are required to operate exclusively for charitable, scientific and educational purposes. Before any division undertakes any activity that does not fall under these purposes, it much consult with APA's general counsel.

Annual Financial Reporting

Association Rule 100-1.2, as amended in August 1995, requires that divisions include financial information (including a copy of its annual tax return) in its annual report. For divisions that participate in the group return, the tax return packages provided by the division accounting team in the first quarter will fulfill this requirement when completed. Divisions that prepare their own tax returns are requested to submit copies of the division balance sheet and income statement. All divisions should return this information by early March.

Tax Returns

Divisions that are separately incorporated must apply to the IRS for tax exempt status and are responsible for filing an annual federal tax return. The APA general counsel will provide assistance to the division in this process and also with any applicable state tax issues. Financial services is responsible for filing a group federal return for those divisions which are not separately incorporated. Information included in the division's tax return package is the basis for the preparation of the tax return forms. Completion of the tax package is essential to those divisions included in the group return.

Allocation of Program Hours

Program hours (i.e., program time for symposia, paper sessions, invited addresses and the like) are determined by a formula that takes into account the number of division members at the time of the most recent convention and the number of division members who attended the last three conventions. All divisions receive a minimum number of program hours. The formula determines the number of additional hours over the minimum allotted a division.

See also Chapter 10 information on APA convention continuing education activities.

Appointing a Program Chair & Program Planning

Division Program Chairs need to be appointed by Jan. 1 of the year preceding the convention for which they will serve as program chair, i.e., the division program chair for the 2017 convention needs to be appointed by Jan. 1, 2016. Notification of the appointment should be sent to the chair of the APA Board of Convention Affairs at the APA address. The names of these chairs will appear in the list of division program chairs in the call for programs, which is posted on the APA website in September of each year.

The Board of Convention Affairs urges the divisions to consider the possibility of extending the program chair's term to two to three years and appointing a chair-elect during the second or third year to assume the duty of chair the following year. The divisions may wish to consider establishing a program committee with rotating membership and chair responsibility, which would provide expertise and continuity in division programming and facilitate interdivisional programming efforts.

Division program chairs will begin their task by attending the “Collaboration and Training Conference for Division Program Chairs,” sponsored by the APA Board of Convention Affairs, in May or June in Washington, D.C. This conference will be an opportunity to network with other program chairs in order to collaborate on programming for the convention.

Beginning in mid-September, the program chair receives information from the APA Board of Convention Affairs on program time allocation, instructions for submitting the division's program to APA and all relevant deadlines. In August at the annual convention the APA Board of Convention Affairs meets with the divisional program chairs for the upcoming year to continue the training and discuss plans for the next convention. All sessions, including business meetings and social hours, must be submitted as a package to the APA Convention/Meetings Services Office for scheduling in the convention hotels by a date determined in late January.

Invitations to Senior Public Officials

Careful coordination is needed in extending annual convention invitations to senior public officials, such as members of Congress, members of the U.S. Cabinet, presidential appointees or high-ranking policy officials. These invitations must be coordinated through APA before any inquiries or invitations are issued. The appearance of all such officials carries implications for the convention as a whole: assignment of meeting rooms, accommodations, related food functions and receptions, security, expenses and transportation. Please discuss any plans to involve these individuals with the Convention Office before you proceed. Please note: In order to insure an appropriate forum, invitations to the president, first lady, vice president, vice president's spouse or former presidents can only be issued by APA.

To avoid later problems, divisions are advised to very clearly define expense responsibility shared with co-sponsoring groups well in advance of convention.

Staff Availability

The chief executive officer and numerous APA staff are available by invitation to visit division meetings at the annual convention and meetings held in Washington, D.C. to discuss matters of mutual interest. Schedules permitting, staff is available for consultation or informal presentations to your executive committees, business meetings and the like. Arrangements can be made through your Division Services account manager.

Meeting Rooms and Hotel Reservations

The Division Services Office can assist divisions in arranging for meeting rooms and hotel accommodations for business meetings and the like in Washington, D.C. Meeting space is available in the APA building although space is limited and divisions should contact their Division Services account manager as early as possible to reserve a room. An exception is during the APA Annual Convention at which time APA cannot honor division requests for meeting space in the building. Requests for a meeting room should include the name of the group, the dates and times of the meeting, and the number of persons who will be attending.

Hotel reservations for persons attending these meetings can also be arranged at hotels at special APA rates. Requests for hotel reservations must include the name and mailing address of each individual, the arrival and departure dates, and whether the room should be single or double occupancy. Since there is a high occupancy rate for hotels in the area, requests should be submitted to the Division Services Office two months in advance of the meeting date.

Division Journal and Book Policies

The Publications & Communications (P&C) Board acknowledges the value in the diversity of journals and books sponsored by the APA divisions and encourages divisions to pursue publication activities.

The APA Bylaws make divisions a constituent part of APA. Divisions that wish to create a new journal (or take over an existing journal) must obtain formal approval from the Council of Representatives (APA Bylaws, Article V, Section 9). The Journals Program, coordinated by the director of strategic business development, will provide information to the division on procedures and required background materials necessary in proposing the creation of, or acquiring, a new journal. Upon submission of the required material, the P&C Board reviews the proposal and subsequently formulates a recommendation for council's final determination.

For journal publishing arrangements that involve a contract with a non-APA publisher, divisions should provide a draft version of the contract to the APA Office of General Counsel following approval from the APA Council of Representatives and prior to signing. APA’s general counsel will provide suggestions regarding the contract, including a legal analysis if such is found necessary. Contracts for books, and particularly book series, should be submitted to the P&C Board for review through the APA Books Program, coordinated by the editorial director, prior to signing.

Management and editing of a division journal is the responsibility of the division. The P&C Board vests responsibility for the journal in the executive committee of that division. The executive committee should maintain and manage their journals in a manner comparable to the way that APA maintains and manages its primary journals. Each division operating a journal is required to submit an annual report to the P&C Board on its editorial operations comparable to the statements prepared by APA journal editors. This report is requested early in the year by the APA Office of Publications and Communications.

Division journals and newsletters are technically APA publications. All APA journals and division journals are required by the council to participate in the APA liability insurance program. Under P&C Board policy, and in line with Association Rule 100-1.4, the divisions, the editor of the publication and APA are covered for judgments concerning libel, or the infringement of rights pertaining to or arising out of privacy, plagiarism, piracy or copyright.

Division editors are welcome to seek advice from the Journals Program and the P&C Board on matters of mutual concern such as accounting systems, copyright and permission practices.

The “Editor's Handbook: Operating Procedures and Policies for APA Publications” is available free of charge to division journal editors upon request.

The P&C Board affirms the importance of editorial freedom of division journal editors.

Division Websites, Social Media and Email Distribution Lists

Websites

Divisions may develop their individual websites either with the help of APA or outside of APA as they desire. Each division webpage is linked to APA’s home page via the Divisions Web page. Divisions should be aware that the same considerations apply to their Web page as to other printed and published materials they disseminate. Special attention should be paid to issues of copyright infringement, defamation, commercialism and electioneering.

APA hosts more than 25 division websites. To create or update an APA divisions.org website please contact the APA's Web Content Strategy office for more information. 

Email Distribution Lists and Social Media Rules

APA/division email distribution lists and social media sites are governed by a set of rules which include prohibitions or cautions for commercialism, copyright infringement, defamation, antitrust and political campaigning. Divisions are especially cautioned again posting any comments in support of or against a candidate for office on their email distribution lists, Facebook or other social media. This includes comments in support of or against candidates for office and even includes the telling of election-related jokes.

APA has developed rules of use for APA/division email distribution lists and APA Listserv Rules, information on the APA Social Media/Forum Policy and a fuller explanation for its prohibition of commercial postings on email distribution lists and social media sites Commercial Postings on APA/Division web 2.0 (social networking) sites.

Copyright Protection

A division can protect its published content by adding “© Division ## American Psychological Association All Rights Reserved” to its website, newsletter, etc. It means that the content is protected by copyright and owned by the producer of the content or registrant but, more importantly, it is a signal to the world that this cannot be copied or reproduced without your permission. Placing this on the division’s website and newsletter is a step toward protecting the assets of the division. A division may also wish to provide contact information so a person cannot claim that they did not know how to contact you. This includes photos, images, videos or other multimedia.

Images on Websites

Divisions are cautioned to read the fine print on purchased images used on their websites. Be aware of the conditions and if possible buy the rights to use the picture in perpetuity to avoid fines for copyright infringement.

Division Email Distribution Lists Requests

APA accepts requests from divisions to establish email distribution lists (e.g., Listserv^®) for use in division-related information exchanges. APA email distribution lists are provided to divisions as a means to communicate with their members about division and APA business and they are governed by rules and restrictions:

To request the creation of a division email distribution lists, a division representative should complete a copy of the APA Division Internet Listserv Request Form (see Appendix VIII) and return it to the Division Services Office. In addition, the division president should sent a letter of approval for the email distribution lists to the Division Services Office at the same time the request is made. You will need to consider the following points as you complete the request form:

• Administration of the email distribution list .
  The list administrator is a person identified by the division who will be listed as the contact for the list, answering questions on subscribing/unsubscribing process, etc. APA Division Services will provide training and support for the division list administrator as needed. The division should train a backup person to administer the list in the event of turnover or special administrative needs in the absence of the primary administrator.
• List subscriptions can be restricted or unrestricted .
  Restricted subscriptions require approval by the list administrator by sending an email message to the list server indicating that the subscription request is approved. Unrestricted subscriptions are automatically fulfilled when requested by the subscriber. List administrators can remove a subscriber from the list. Administrators must provide a "welcome" message for new subscribers that details the appropriate use and restrictions of the email distribution list, including the types of posts that may lead to being removed from the list.
• List messages can be moderated or unmoderated .
  A moderated list requires that the list moderator review and approve each message to be posted to the list. This is accomplished by the moderator clicking to release the note to the email distribution list. An unmoderated list allows all subscribers to post messages to the list.
• List archives .
  Archiving messages exchanged by the list is the responsibility of the division list administrator.
• Welcome message .
  To protect the division and APA, and limit the liability associated with misuse, a welcome message must be provided for subscribers. Suggestions for developing a welcome message, including required language, are included in the APA Division Internet Listserv Request Form.

Letterheads and Newsletter/Journal Mastheads

In order to conform with the APA ASME Guidelines, division journal and newsletter mastheads should first indicate the name of the publication, including the division name with the secondary reference that it is a "division of the American Psychological Association" following.

APA Archives

The primary purpose of the APA Archives is to collect, maintain, and preserve the records and information of permanent historical value of the association and its affiliates. The APA Archives works to document the development of the field of psychology in America. It also serves as a research resource for Central Office staff, association members, and qualified researchers.

The early history of APA and its divisions (1917-85) reside in the Manuscript Division of the Library of Congress.While the time span covered is 1917-85, the bulk of the records are concentrated in the period 1940-80. A finding aid listing the materials available in the collection was prepared by the Library of Congress staff and is available in the Manuscript Division Reading Room, James Madison Building, of the Library and online at APA History and Archives.

The APA archivist is responsible for the collection, preservation, and management of all APA Central Office archival materials.The archives assists division officers in the determination of appropriate divisional archival documents and serves as the official repository for said documents.

Archival records are those that have enduring value. Records or materials that are currently in active use are, by definition, not archival records. Division officers should note that materials sent to the APA Archives will always be available for review and use by division officers and members. Division archival materials remain the property of the division. Materials marked confidential will be treated as such and will not be available without special permission. Materials that should be considered archival include materials that reflect the historical growth of the division and/or the division’s contribution to the growth of the field of psychology.

Types of materials that should be sent to the APA Archives:

• Minutes of the executive, business and committees’ meetings.
• Membership and treasurer’s reports.
• Official correspondence sent to the division and the official replies.
• Division published materials (books, journals, newsletters, brochures, booklets, posters, online articles, etc.).
• Division’s membership meeting or conference call for papers, agenda and minutes, lectures and presentations.
• Award recipients for the current year.
• List of elected fellows for the current year.
• Annual convention, division programming, hospitalities suite program.
• Rosters, membership directories and registers.
• Photographs of division events, officers and members (dated and labeled).

Materials that are not appropriate for the APA Archives are nonhistorical items, such as meeting room schedules, personal items, drafts, email exchange, handwritten notes, blank and duplicate forms, circular instructions and guidance from the APA headquarters, etc. For assistance in determining the archival value of materials, please contact the director of archives.

Divisions should follow these archives procedures:

• A review of archival materials should be conducted by the appropriate officers of the division with assistance, if needed, by the director of archives, (202) 336-5664.
• An Archival Records Inventory Form (see Appendix IX) should be completed for each electronic transmission sent by email to the archives or box of archival materials shipped to the archives.
• Archival materials in electronic format can be emailed as electronic attachments or saved on a CD/DVD and mailed to the APA Archives.
• Paper and other materials can be hand-carried to the APA Archives or mailed to:
  
  APA Archives
  American Psychological Association
  750 First Street, NE
  Washington, DC 20002-4242

Materials received will be appraised by the director of archives and entered into the electronic database. A finding aid will be developed from this database. Materials deemed inappropriate for the archives will be returned to the division.

For more information, please contact APA Archives at (202) 336-5664.

APA Arthur W. Melton Library as Depository for Newsletters and Publications

In 1972, the APA Library was designated as the official APA depository for division and state and provincial psychological association newsletters and other print and electronic publications. Newsletters contain crucial information about the activities and formal structure of each division. In many cases, division newsletters are the only printed source of information about the officers who serve the division. Divisions are asked to mail two hard copies of each newsletter or other material for archiving to the APA library. Divisions that have online newsletters located on their websites are asked to send a cumulative electronic copy to the APA Library at the end of each year.

Arthur W. Melton Library
American Psychological Association
750 First Street, NE
Washington, DC 20002-4242

In addition, there are significant gaps in the Melton Library holdings of division newsletters. It is hoped that division members will respond to this need by filling in the gaps in the holdings, so that this information is available to all members and researchers.

Classic Books in Psychology Program

The APA Archives and library has established a Classic Books in Psychology collection. Contact the director of archives for information about this collection and how you can donate to it.

Division Trio Listserv

The DIVTRIO has been created to be a resource for the APA Division presidential trios (President, Past-President and President-Elects). This listserv is reserved only to the trios, CODAPAR members and selected APA staff. Subscribers will be maintained by the Division Services Office.  

This list was created in 2016 order to facilitate peer-to-peer learning between divisions and for divisions receive announcements from APA Central Office. We encourage you to ask questions of each other that relate to your role as division leaders, to share best practices learned within your divisions, and provide relevant announcements to other division leaders. As announcements come from APA Central Office, we ask that to the extent these are relevant to your division, you help to distribute these within your own division.  CODAPAR will serve to keep the list focused on this purpose and as such, may ask for cooperation of subscribers if the Committee deems certain posts as inappropriate/irrelevant or if particular conversations begin to stray from this intended purpose. 

"Calendar"

Divisions may share information regarding division meetings, conferences and other offerings with APA members through the "Calendar" section in the APA Monitor on Psychology. Material with a deadline should be submitted at least three months in advance.Items will be run for one month only. Items should be kept short, preferably about 50 words. Space limitations prohibit the publication of all items. Address any "Calendar" correspondence to The APA Monitor.

Advertising

Divisions can place advertisements in the APA Monitor on Psychology and APA journals at a 20 percent discount off regular advertising rates. Divisions can place advertisements regarding their convention hospitality suites in the convention program at a 50 percent discount off convention program advertising rates.

Printing, Copying and Mailing Services

Upon request the APA Printing & Copying Services Office can provide printing, copying and mailing services for division newsletters, announcements, ballots, etc. Charges will include postage, paper, envelopes, machine time and labor costs. Materials sent to the Printing Services Office should be in a high resolution image; PDF print ready file; emailed or placed on a disk.

Divisions should allow ample lead time in notifying the Printing & Copying Services Office when to expect receipt of the materials and the projected deadline for the mailing. This will prevent delays of division mailing during times when in-house activity is high. With each new set of materials sent to the attention of the Printing Services Manager, please enclose a letter indicating:

(1) How many copies are to be printed.

(2) To whom the materials should be mailed (indicate paid members, dues exempt, student affiliate etc.) The Printing Services supervisor can obtain the necessary mailing labels from the ITS Office for you.

(3) If there are any labels being sent from outside we must know from whom and how many. We also ask that the labels be sent in  ZIP code order; one-up gummed and pressure sensitive or if the number of pieces is over 2,000, send the labels 4-up Cheshire in ZIP code order or an electronic file.

(4) How will the material be mailed (e.g., first class, standard class or nonprofit).

(5) What should be done with any overage, and to whom the bill should be sent (unless otherwise specified, the division secretary/treasurer will be billed).

For a copy of the Duplicating & Mailing Handbook, price estimates, general information about the Printing Services Department or consultation regarding a particular mailing, call (202) 336-5537 or write the Printing & Copying Services Manager.

Divisions may also find it wise to compare costs for printing and mailing services in their local area.

Computerized Mailing Labels

APA will furnish the divisions, at no charge and upon written request, mailing labels of their division's members who belong to APA. All orders for labels for anyone other than a division's own members will be charged at the rate of $75 per thousand. Label orders must include a sample of the mailing piece.

APA policy regarding the divisions' use of mailing labels is as follows:

Divisions may not publicize the availability of APA divisional mailing labels nor rent such labels. Divisions may, however, make list rental publicly available as a subscriber list to a journal, provided that certain criteria are met: (1) APA and/or divisional member is not mentioned, (2) the list differs by at least 30 percent from the files maintained by APA and (3) the list is separately maintained by the division. Quality control procedures should be similar to APA standards.Labels ordered by the divisions are to be used for division related activities only. Labels at the division rates should be ordered by the divisions, paid for by the divisions and used for division business. The order must state the purpose of the mailing, and must include a sample of what is to be mailed.Labels are provided for a one-time use only and are to be used exclusively for the purpose specified in their request. Data from the mailing labels is not to be reproduced in any form, nor are the labels or information to be given or resold to another user without written authorization by the APA chief executive officer or their designee.APA will not provide mailing labels that will be used to solicit votes for individual members, coalitions, state associations, APA divisions or for president-elect nomination or election purposes. The use of APA mailing labels on behalf of candidates for office in APA, divisions or state associations is not approved. APA will not provide or sell mailing labels to be used (1) to support or oppose any candidate for local, state or federal office, or (2) for any fundraising activities for any political party or candidate. Additionally, APA will not sell mailing labels for any campaign purposes.Requests for mailing labels to be used for questionnaires, surveys or data gathering in any form, will not be considered.

Any exception to the above policies must be approved by the APA chief executive officer or their designee.

Three types of output are available: (1) Gummed mailing labels for manual application to the mailing piece, (2) Cheshire mailing labels for mechanical application to the mailing piece, and (3) an Excel file. The division should also specify their choice in these other areas:

• Division Number(s). 
• Member Year: Default is current year, immediate past two years are available if specified. 
• APA Membership Status: Members, fellows, associates (voting and/or nonvoting). 
• Paid/Unpaid/Dues Exempt: For cost effective mailing of division publications, it is suggested that the division request paid and life status member labels. This will eliminate sending publications to those members who have resigned from APA and/or the division through nonpayment. 
• List Order: Zip code order or alphabetical by last name. Mailing labels are normally generated in zip code sequence to facilitate "bulk" mailings.

Other available selections:

• New Members: Specify new division members or new APA members, and year. 
• Division Resignations: Voluntary resignations from division, specify year. 
• Geographical: Specify states or zip codes. 
• APA Voting Members Only: Members, fellows and five-year associates. 
• Licensed: self-identified by APA membership directory survey as licensed. 
• Subscribers to APA journals. 
• APA Members of other divisions. 
• Gender Selection.

All selections are for active members only unless otherwise requested. Invalid addresses are omitted unless specified.

Orders should be placed in writing and must include a sample of what is to be mailed. Address your request to:

American Psychological Association
Mailing List Coordinator
Information Technology Services
750 First Street, NE
Washington, DC 20002-4242

For additional information contact the mailing list coordinator.

Division Officers and Committee Chairs Listings and Change of Address

The Division Services Office maintains an overall listing of the names, addresses and telephone numbers for division officers and committee chairs. This information is an invaluable resource in referring requests for information from both APA members and Central Office staff, and is the basis for the listing of division officers published in the Monitor, the archival issue of the American Psychologist and “Making APA Work for You." To relieve the division of the task of contacting several APA offices with information on newly elected officers and committee chairs, Central Office staff have established a line of communication to handle such changes. The division should therefore contact the Division Services Office at (202) 336-6013 with any changes.

Mailing lists for all APA journals as well as all division mailings are prepared from the membership records. Change of address for the general membership is sent to the Membership Department for revision in the membership record file. The old and new address and zip code (and member number if possible) should be given to facilitate processing. Please keep in mind that even though an address change may be made in our records within 24 hours of its receipt, most journals are prepared and sent to the printer several weeks in advance of the actual mailing date. Therefore, it may take as many as four weeks before a change of address is effective in the mailing of publications. Furthermore, due to the large number of address changes that are received in the subscriptions department (approximately 1,000 member address changes monthly), it is not possible for them to identify and to notify the Division Services Office of address changes for division officers. For this reason, we ask that you notify the Division Services Office directly of any address changes.

Division journals produced independently of APA by outside publishing houses usually have their own methods of maintaining subscriber lists. Although they may rely upon APA for mailing labels for APA division members, the division journal's subscription list could contain other non-APA recipients. It is helpful to note in the publication's "publisher's mailing statement" at the front of each issue that to ensure a timely change of address, APA members should contact both APA and the division publisher with change of address information.

Division Email Addresses

Divisions receive free email information for their members who belong to APA and any division affiliate (non-APA) members maintained in the APA database. Email addresses must be used for division-related business and are for one-time use specified to the request received in Division Services or ITS. Email addresses may not be given or resold to another user without the permission of the APA CEO or their designee.

APA email addresses may not be used for questionnaires, surveys, data gathering or other research purposes. Divisions are free, however, to survey their own members concerning division-related business. In addition, divisions are asked to contact the Center for Workforce Studies when considering research projects about on psychology workforce issues.

When compiling a directory of its members, divisions are required to receive permission from members prior to creation of the directory. Please review the next section for further information regarding the production of a directory.

Division Directories

Listed below are a number of considerations that the division should be aware of prior to compiling a directory. The division's directory project coordinator is asked to review the following information and to contact the APA Division Services Office by calling (202) 336-6022 if additional assistance is needed.

Requesting APA/Division Member Information

Requests for APA/division member information should be directed to the mailing list coordinator. Requests must be received in writing and should state that use of the information is for the production of a division membership directory. The request should specify each information category that is to be included in the directory along with any specialty sections being considered. Ten business days should be allowed for delivery. (APA Form ML-002 can be sent by either the mailing list coordinator or the Division Services Office for your use in ordering the division membership data.). 

Membership data is provided on diskette (in ASCII) and includes information on record layout. Magnetic tape (1600 or 6250 BPI, 9 track, IBM standard label or unlabeled, EBCDIC) is also available for those divisions using a mailing house to produce their directory.

Should you require additional information, other than the categories listed below, there will be a $100 programming charge. The billing party, as well as the requesting/shipping person's name and address, should be included with the request.

It is important to note that the use of this data is provided for one time use and is not to be reproduced in any other form than that of the original request. This information is not to be given or resold to another user without written authorization by the APA chief executive officer.

Information Categories

The following categories of information are available from APA:

• Name
• Title
• Mailing address
• Business telephone number
• Home telephone number
• Fax, Bitnet or email
• Divisional membership category within APA

Additional information on APA division members, as well as information on the division's affiliate members, would need to be entered by the division.

Permission/Privacy Considerations

It is important to recognize that information contained on the APA membership database has been provided by the member for publication only in the APA directory or membership register. Therefore, it is important for the division to seek their members' permission to print this information in the division directory, or probably more practicable, to allow the member an opportunity to deny permission to be included in the division directory.

The division can do this either by letter or through an article in its newsletter that alerts the membership to the directory project and allows those members and affiliates who do not wish to be included an opportunity to contact the directory project coordinator so that their name can be pulled from the list prior to printing.

Correctness of Information

In order that the information be as current as possible, divisions are advised that APA files are most up-to-date around March 1. Therefore, it is recommended that divisions request directory data during March-April of the year.

While APA will be the source of some of the information included in the directory, the ultimate responsibility for the correctness of the directory must be the responsibility of the division. Therefore, the division should include a clear statement in the directory that address corrections for APA members are handled through APA but that inquiries as to information contained in the directory and affiliate information should be directed to the division. (Note: Delays between the time the membership listing is obtained from APA and the time the publication is actually printed and mailed can result in bad addresses and confusion on the part of persons who have already reported their address change to APA.)

Legal Precautions

The preparation of a directory or listing of division members is an appropriate endeavor which can benefit the division, its membership as well as others seeking information about the division and its members. Extreme caution is urged, however, if the division intends to distribute or market its directory to consumers of psychological services. Directories or listings, which are directly or by implication designed to generate business or referrals for the psychologists so listed, can have significant legal implications. Divisions that are contemplating the development of such a directory or listing of its members should consult with the APA Office of General Counsel at (202) 336-6079 for further information.

Preferential Postage Rates

Nonprofit educational or scientific organizations are eligible for a reduction in the postage rates paid for both second class and third class mailings. These preferential rates are routinely applied to division mail sent from APA. Divisions that send their mailings from a post office in their local area should apply to their postmaster for nonprofit rates. In order to receive special rates the division must submit evidence to establish its nonprofit status and show that it falls within one of the qualifying categories outlined in the Domestic Mail Manual (Section 423.121). Generally, such evidence consists of the IRS letter granting tax exemption to the division and the division's bylaws. Assistance in obtaining preferential postage rates can be obtained by contacting the Division Services Office.

Continuing Professional Education

APA Office of Continuing Education in Psychology (CEP)

One of the goals of the Office of Continuing Education in Psychology (CEP) is to serve as a resource to APA divisions on issues related to continuing professional education. The APA CEP Office works closely with the Continuing Education Committee (CEC) to plan and implement continuing education programs at the APA convention and to make policy and program recommendations regarding APA's initiatives related to continuing professional education and training.

APA Annual Convention CE activities

The CEP Office call for CE workshop proposals opens during the fall of each year. We receive approximately 200 workshop submissions, which the CEC is tasked with reviewing, rating, and selecting approximately 60-75 CE workshops for presentation during the APA convention. A wide variety of topics are offered to approximately 1,500 psychologists each year. CE workshops are offered during scheduled convention hours over a five-day period.

The APA CEP Office welcomes pre-convention CE workshop collaboration with APA divisions. These workshops are scheduled one day prior to the APA annual convention. To obtain information about the submission process, divisions may contact the APA CEP Office.

In addition to CE workshops, the CEP Office and the CEC sponsors CE credit(s) for selected one- and two-hour sessions offered by APA divisions and APA governance groups. Our goals are to:

• Provide APA members the opportunity to earn CE credit for selected convention sessions.
• Work with APA divisions and governance groups to promote high quality educational programming.
• Highlight some of the outstanding programming offered at the APA convention.

Divisions are responsible for submitting sessions for CE review. The call is sent to divisions in December of each year. We rely on divisions to submit sessions that meet the APA Standards and Criteria for Approval of Sponsors of Continuing Education for Psychologists, August 2015. The CEP Office offers approximately 200-250 sessions of division and governance programming for CE credit during each convention.

Independent Study Programs

The APA CEP Office also offers a vigorous catalog of independent study program that allows psychologists to participate in self-directed study using current APA publications and articles as well as video on-demand recordings to expand their skills while earning CE credit through a wide variety of topics. In addition to our independent study programs, we offer other CEP opportunities during the year including our monthly Clinician’s Corner webcasts and our annual Professional Development Training Institute.

The APA CEP Office staff is available at any time to division officers for technical assistance and to answer questions related to continuing professional education.

APA Continuing Education Sponsor Approval Office

The Office of CE Sponsor Approval (CESA) was created by APA to facilitate psychologists’ access to CE programs. It is the function of CESA to collaborate with the CEC to implement and regulate standards and policies, and to ensure that the highest level of quality is maintained in program planning, management and delivery. The office works in conjunction with the CEC which meets twice per year — each spring and fall — to collectively review the applications received for both renewing sponsors and new applicants seeking to become APA-approved sponsors of continuing education to psychologists.

Currently, there are more than 800 sponsor organizations of continuing education for psychologists. These organizations have demonstrated their ability to provide highly regarded continuing education programs that adhere to the criteria established by the APA Council of Representatives. APA divisions pay reduced fees when applying for approval and when maintaining their sponsorship.

The APA CE Sponsor Approval Office staff is available at any time to division officers for technical assistance and to answer questions related to continuing professional education.

The American Psychological Foundation

The American Psychological Foundation (APF) is a nonprofit, philanthropic organization which provides grants, scholarships, and awards to individuals and groups in order to advance the science and the practice of psychology for the understanding of behavior and the benefit of human welfare.

Individuals and organizations support the foundation through cash contributions, bequests, stocks, life insurance, and other planned gifts. Those APA members who include APF in their estate plans through their wills, trusts and other such mechanisms become members of APF's Legacy Club. Many individuals also contribute in honor or in memory of someone close to them. The individual recognized (or the family of the individual) receives an acknowledgment that a donation has been made in his or her honor.

For further information on the American Psychological Foundation, please contact the APF executive director.

Center for Workforce Studies

The primary mission of the Center for Workforce Studies is to collect, analyze, and disseminate information relevant to psychology's labor force and educational system. To do this, the office conducts major periodic surveys examining the early labor market experiences of new doctorates in psychology, salaries of psychologists and the characteristics of graduate departments (e.g., faculty salaries and student characteristics). Research staff also are responsible for providing technical assistance on data collection strategies and research methodology to governance groups and Central Office units, and for conducting other studies of the membership deemed important by the association. Divisions are encouraged to contact the office with questions or for additional information at Center for Workforce Studies or visit the center's website.

Monthly

• Reports on membership counts and money collected are sent to each division.
• Report on division funds and applicable dues checks are mailed to the division for the months of October through March.

January

Jan. 28

• Division program for the annual convention including all sessions, business meetings and social hours due.

Jan. 31

• President-elect nominations ballot is sent to all fellows, members and voting associate members.

February

Feb. 1

• Deadline for applications for approval as of March for sponsors for CE Credit workshops.
• Division annual report due.

Feb. 6

• All nominee applications for initial fellow status due.

Feb. 15

• Deadline for return of slates for council representatives and division officers from division secretaries and nomination chairs.

February

• Unaudited year-end financial statements are sent to the divisions whose books are kept by APA.

March

March 1

• Draft ballot for council representatives and division officers is sent to division nomination chairs or the individual who submitted the slates for final approval.

March 15

• Deadline for return of approved draft ballot for division council representative(s) and division officers from division nomination chairs or individual who submitted the slates.
• Deadline for nominations to APA standing and continuing boards/committees.

Mid-March

• President-elect nomination ballot closes. Five presidential candidates are announced.

March

• Tax Return Packages are sent to divisions who are participating in the group return.
• Journal annual report due.

Early Spring

• Request annual report for each division journal.

April

April 15

• Final ballot for division council representatives and officers and state/provincial association council representatives is sent to all fellows, members and voting associate members.
• APA Board of Directors nominations ballot is sent to the previous year’s council.

April 30

• Interim reports of sponsors due.

April

• Tax Return Packages are due back from divisions who are participating in the group tax return.

May

May 1

• Name of division program chair for the following year submitted by the division.

May 15

• Board of Directors nomination ballot closes.

Late May

• Ballot closes for division council representatives and officers and state/provincial association council representatives.

June

Mid-June

• Election officer notifies nomination chairs or individual who submitted slates of division election results.

June 15

• Copy of any division’s individual tax return submitted directly to the IRS must be sent to the Financial Services Department.

June

• Report on recommendation of APA Membership Committee with respect to initial fellow nominees sent to the division.

July

July 1

• Final APA Board of Directors ballot is sent to the previous year’s Council of Representatives.

Mid-July

• Information due from division officers to display at the Division Services booth for convention.

July 31

• Board of Directors ballot closes.

July

• Procedures for nomination and election of fellows sent to fellows chairs and procedures for the election of new division members sent to secretaries and membership chairs.

August

Aug. 1

• Deadline for applications for approval as of September for sponsors for CE Credit workshops; annual reports of sponsors due.

August

• Division assessment amount and the request for APA collection services due.
• Lists of “current” fellows in divisions due.

September

Sept. 1

• Roster of newly elected and appointed division officers and committee chairs due.

Sept. 15

• President-elect ballot to be sent to all APA fellows, members and voting associates.

Mid-September

• Requests for “statement of purpose/mission/activities” for apportionment ballot is sent to division presidents, secretaries and nomination chairs.

October

Oct. 7

• Deadline for division “statement of purpose/mission/activities” for apportionment ballot.

Oct. 30

• Interim reports of sponsors due.

Oct. 31

• Board and Committee election ballots to be sent to current Council of Representatives.
• President-elect election ballot closes.

November

Nov. 1

• Call for division annual reports.

Nov. 3

• Apportionment ballot is sent to all fellows, members and voting associate members.

Nov. 30

• Board/committee election ballot closes.
• Deadline for submitting proposals for CE Committee to co-sponsor workshops during the convention.

December

Dec. 15

• Names of any senior public officials under consideration for invitation to participate in the current year’s annual convention should be submitted by the division.
• Requests from the division for assistance with meeting space for division pre-convention workshops.

Mid-December

• Apportionment ballot and bylaws amendment ballot closes.

Late December

• Results of the apportionment ballot are sent to the division presidents and secretaries.
• President-elect nomination ballot is sent to all fellows, members and voting associate members.

December

• Call for nominations for APA standing and continuing boards/committees is sent to the division presidents, secretaries and nomination chairs.
• Board/committee election ballot closes.

Late December–Early January

• Call for candidates for division officer elections sent out.

Continuing Professional Education Office

Feb. 1

• Deadline for applications for approval as of March for sponsors for CE Credit workshops.

April 30

• Interim reports of sponsors due.

Aug. 1

• Deadline for applications for approval as of September for sponsors for CE Credit workshops; annual reports of sponsors due.

Oct. 30

• Interim reports of sponsors due.

Nov. 30

• Deadline for submitting proposals for CE Committee to co-sponsor workshops during the convention.

Convention/Meeting Services Office

Jan. 28

• Division program for the annual convention including all sessions, business meetings and social hours due.

May 1

• Name of division program chair for the following year submitted by the division.

Dec. 15

• Names of any senior public officials under consideration for invitation to participate in the current year’s annual convention should be submitted by the division.
• Requests from the division for assistance with meeting space for division pre-convention workshops.

Division Services Office

Monthly

• Reports on membership counts and money collected are sent to each division.

Feb. 1

• Division annual report due.

Mid-July

• Information due from division officers to display at the Division Services booth for convention.

Sept. 1

• Roster of newly elected and appointed division officers and committee chairs due.

Nov. 1

• Call for division annual reports.

Elections Office

Jan. 31

• President-elect nominations ballot is sent to all fellows, members, and voting associate members.

Feb. 15

• Deadline for return of slates for council representatives and division officers from division secretaries and nomination chairs.

March 1

• Draft ballot for council representatives and division officers is sent to division nomination chairs or the individual who submitted the slates for final approval.

March 15

• Deadline for return of approved draft ballot for division council representative(s) and division officers from division nomination chairs or individual who submitted the slates.
• Deadline for nominations to APA standing and continuing boards/committees.

Mid-March

• President-elect nomination ballot closes. Five presidential candidates are announced.

April 15

• Final ballot for division council representatives and officers and state/provincial association council representatives is sent to all fellows, members and voting associate members.
• APA Board of Directors nominations ballot is sent to the previous year’s council.

May 15

• Board of Directors nomination ballot closes.

Late May

• Ballot closes for division council representatives and officers and state/provincial association council representatives.

Mid-June

• Election officer notifies nomination chairs or individual who submitted slates of division election results.

July 1

• Final APA Board of Directors ballot is sent to the previous year’s Council of Representatives.

July 31

• Board of Directors ballot closes.

Sept. 15

• President-elect ballot to be sent to all APA fellows, members and voting associates.

Mid-September

• Requests for “statement of purpose/mission/activities” for apportionment ballot is sent to division presidents, secretaries and nomination chairs.

Oct. 7

• Deadline for division “statement of purpose/mission/activities” for apportionment ballot.

Oct. 31

• Board and Committee election ballots to be sent to current Council of Representatives.
• President-elect election ballot closes.

Nov. 3

• Apportionment ballot is sent to all fellows, members and voting associate members.

Nov. 30

• Board/committee election ballot closes.

Mid-December

• Apportionment ballot and bylaws amendment ballot closes.

Late December

• Results of the apportionment ballot are sent to the division presidents and secretaries.
• President-elect nomination ballot is sent to all fellows, members, and voting associate members.

December

• Call for nominations for APA standing and continuing boards/committees is sent to the division presidents, secretaries and nomination chairs.
• Board/committee election ballot closes.

Late December-Early January

• Call for candidates for division officer elections sent out.

Financial Services Department

Monthly

• Report on division funds and applicable dues checks are mailed to the division for the months of October through March.

February

• Unaudited year-end financial statements are sent to the divisions whose books are kept by APA.

March

• Tax Return Packages are sent to divisions who are participating in the group return.

April

• Tax Return Packages are due back from divisions who are participating in the group tax return.

June 15

• Copy of any division’s individual tax return submitted directly to the IRS must be sent to the Financial Services Department.

Membership Department

Feb. 20

• All nominee applications for initial fellow status due.

June

• Report on recommendation of APA Membership Committee with respect to initial fellow nominees sent to the division.

July

• Procedures for nomination and election of fellows sent to fellows chairs and procedures for the election of new division members sent to secretaries and membership chairs.

August

• Division assessment amount and the request for APA collection services due.
• Lists of “current” fellows in divisions due.

Publications Office

March

• Journal annual report due.

Early Spring

• Request annual report for each division journal.

Guidance for APA Volunteers

The American Psychological Association has promulgated procedures based on the 1982 Supreme Court case American Society of Mechanical Engineers, Inc. (ASME) v. Hydrolevel Corp. These "ASME Guidelines" provide guidance for volunteers and staff on the limits of their authority to act on behalf of the Association.

The ASME Guidelines apply to all volunteers and staff of APA and bodies integral to APA, i.e., councils, boards, divisions, committees, subcommittees, ad hoc groups, task forces, work groups, etc. These include all governance structure leadership, division leadership, and employees of the Association. State psychological associations, which are affiliated with APA but are not bodies integral to APA, are encouraged to implement these Guidelines in their own associations.

For complete information, see Guidance for APA Volunteers: ASME Guidelines, published by APA's Office of General Counsel.

The process by which APA determines whether to participate as amicus curiae in court proceedings is as follows:

1. All requests or proposals for APA amicus participation are submitted to the Office of General Counsel. If the request appears to be of relevance to psychology and there is sufficient time and resources for the preparation of a brief, the General Counsel's Office will undertake to determine whether there is sufficient interest in the matter to warrant further consideration.

2. If, in the usual course of events, it appears that there may be sufficient interest to warrant further consideration, relevant case materials and a written analysis will be provided to the appropriate APA Directorates for their review and analysis. The Directorates will consult, or will assist the General Counsel's Office in consulting, with their respective constituencies, governance bodies, appropriate psychological experts, State/Provincial Associations and Divisions and others. Each Directorate will advise the General Counsel as to whether APA should consider filing an amicus brief.

3. If a Directorate recommends that further consideration should be given, the Chair of the Ad Hoc Committee on Legal Issues (COLI) will be asked to appoint a COLI panel to examine the proposal and to make a recommendation. All relevant materials will be provided to the panel and the panel's deliberations will generally be conducted by means of a telephone conference call. Participants in the deliberation shall include the panel, an attorney from the General Counsel's office, the COLI liaison, a representative from a Directorate if the Directorate wishes to participate, and other persons as appropriate.

4. The panel shall determine whether to recommend to the Board of Directors that APA enter the case. The panel will consider questions such as whether participation will be consistent with the objectives and policies of the Association; the significance of the case to psychology; whether APA can make a useful contribution to the case; whether there is sufficient research, data and literature to present a strong position; the substantive views of relevant Divisions, State/Provincial Associations and others; how participation might be viewed by various APA constituencies; what may be the public or external results of participation; and other appropriate issues.

5. The recommendation of the panel will be communicated to the Board of Directors by the APA Chief Executive Officer. Unless a scheduled meeting of the Board of Directors is imminent, the recommendation will be transmitted to the Board by facsimile with a return ballot by which Directors will register their votes and/or comments. If any member of the Board requests a Board conference call in lieu of the vote by facsimile ballot, a conference call will be scheduled.

6. If a Division or other APA-related entity wishes to file an amicus curiae brief, consistent with Association Rule 100-1.9, its request will be processed under these Procedures. If the Board approves the request, the General Counsel will be responsible for reviewing and approving the brief as provided in paragraph 7. In the event General Counsel does not approve the brief, the matter will be referred to the Board. In the event that the Board decides that APA will file an amicus curiae brief in a case, a division or other APA-related entities may not file a separate brief in the same case. If a division or other related entity is not able to file a brief under these circumstances, the Office of General Counsel will work with representatives of the Division to obtain input in the preparation of the brief to the extent possible.

7. If participation as amicus curiae is approved, the Office of General Counsel will undertake preparation of the brief. In some instances the General Counsel will retain outside counsel to assist in this work. Appropriate experts in the field will be consulted in the course of drafting the brief, as will relevant Directorates, Divisions, State/Provincial Associations and others.

Approved December 1996 by the APA Board of Directors; amended by the Board on June 2003.

A major reorganization of the APA took effect in 1945. The events that culminated in the reorganization began in 1942 with the deliberations of the National Research Council (NRC) as a part of the war mobilization effort. Its major concern was the fractional state of organized psychology. There were nearly a dozen organizations representing some special interest of psychology at that time. The APA was the oldest and was recognized as the organization national in scope that represented psychology. The American Association for Applied Psychology (AAAP) was a major force as well. Under guidance from the NRC, an APA-AAAP constitution committee developed the plan for the new APA that was adopted by the membership in 1944.

The purpose of the reorganization was twofold. One purpose was to give greater recognition to individual differences, both scientific and professional, of specialized subgroups within the total APA membership. The second purpose was to give greater attention to the professional problems of its members. The broadened objectives of the APA and a structure that encouraged special interests brought organizations such as the AAAP and the Society for the Psychological Studies of Social Issues (now Division 9) into the new APA.

The structure of the reorganized APA was described as in some respects a radical break with the old pattern. Instead of having one undifferentiated whole, differences in interest were recognized by the creation of eighteen APA divisions. In order to keep step with changing needs, provision was made for the creation of new divisions as well as their dissolution.

The Council of Representatives was created with this reorganization. It replaced the full membership of the APA as the body having legislative power over most business of the Association. It initially contained two types of representatives, those from divisions and those from regional associations. Some changes in the composition of the Council were foreseen to provide for the direct representation of state associations. At the time of APA's reorganization, fourteen state associations existed. All organizations previously affiliated with the AAAP or APA were automatically accepted for affiliation with the new APA upon request. In 1945-46 issues involving affiliation and representation of state associations in the new APA were considered. The Conference of State Psychological Associations (CSPA) was established. Its function was described as primarily integrative and educative. State associations were represented in CSPA roughly in proportion to the size of their state memberships. The CSPA was composed of representatives who were members of APA. It elected representatives from its own membership to the Council of Representatives. The number of representatives allowed to state associations was determined annually in accord with the same provision for determining the number of representatives allowed to divisions.

Major organizational changes developed between 1956 and 1958. The CSPA was dissolved. Individual states were given seats for direct representation on Council. A special meeting of Council in 1966 created the Albee Commission which recommended that Division 31 (State Psychological Association Affairs) be created to represent states on Council rather than state associations having individual seats. However, the Board of Directors later amended the Albee Commission recommendations. While Division 31 was created, state associations maintained their individual seats on Council along with divisions. The number of seats on Council for both divisions and state/provincial psychological associations has since been determined by an apportionment ballot.

When the amalgamation of the American Association of Applied Psychology (AAAP) and the American Psychological Association took place in 1945, the first 19 divisions were shown in the first bylaws as charter divisions. The divisions did not get formally organized, however, until 1948.

Changes in name are indicated in parentheses.

Division 1 — Society for General Psychology
(Named General Psychology prior to 1999.)

Division 2 — Society for the Teaching of Psychology
(Named Teaching of Psychology prior to 1996.)

Division 3 — Society for Experimental Psychology and Cognitive Science  
(Named Theoretical Experimental Psychology prior to 1949, when divisions 3 and 6 joined using the new name: Experimental Psychology. Adopted current name in 2015.)

Division 4 — The Psychometric Society: A Division of the APA
(Decided not to become a division in 1948. Division 4 remains vacant.)

Division 5 — Division for Quantitative and Qualitative Methods
(Named Evaluation and Measurement prior to 1989, when petitioners of a proposed division on assessment joined this division. Renamed Evaluation, Measurement, and Statistics until 2014.)

Division 6 — Society for Behavioral Neuroscience and Comparative Psychology
(Named Physiological & Comparative Psychology prior to 1948. Merged with Division 3 in 1949 (see note at Division 3). Council approved its reestablishment in 1963 using the old name. Renamed Behavioral Neuroscience and Comparative Psychology in 1995. Adopted current name in 2015.)

Division 7 — Developmental Psychology
(Named Childhood and Adolescence prior to 1954.)

Division 8 — Society for Personality and Social Psychology
(Named Personality & Social Psychology prior to 1982.)

Division 9 — Society for the Psychological Study of Social Issues : A Division of APA

Division 10 — Society for the Psychology of Aesthetics, Creativity and the Arts
(Named Esthetics prior to 1965. Renamed Psychology and the Arts from 1965-2002.)

Division 11 — Abnormal Psychology and Psychotherapy
(Division was short-lived. By 1946, it had joined Division 12 for the Division of Clinical and Abnormal Psychology. Division 11 remains vacant.)

Division 12 — Society of Clinical Psychology
(Named Clinical Psychology prior to 1954. Renamed Clinical Psychology from 1954-98.)

Division 13 — Society of Consulting Psychology
(Named Consulting Psychology prior to 2001.)

Division 14 — Society for Industrial and Organizational Psychology
(Named Industrial and Business Psychology prior to 1960. Renamed Industrial Psychology from 1960-72, and Industrial and Organizational Psychology from 1972-83. Adopted current name in 1983.)

Division 15 — Educational Psychology

Division 16 — School Psychology
(Named School Psychologists prior to 1969.)

Division 17 — Society of Counseling Psychology
(Named Personnel and Guidance Psychologists prior to 1951. Renamed Counseling and Guidance from 1951-53, and Counseling Psychology from 1953-2003. Adopted current name in 2003.)

Division 18 — Psychologists in Public Service

Division 19 — Society for Military Psychology
(Named Military Psychology prior to 2004.)

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Divisions 12, 13, 14, 15 and 19 were sections in the old AAAP; they go back to 1938, except for 19 which was established in 1945. The AAAP members in military service were included after the lists of sections in the 1943 AAAP directory.

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Division 20 — Adult Development and Aging
(Named Psychology of Adulthood and Old Age in 1945. Renamed Maturity and Old Age in 1946-70.)

Division 21 — Applied Experimental and Engineering Psychology
(Named The Society of Engineering Psychologists: A Division of the APA in 1956. Renamed Division of Applied Experimental and Engineering Psychologists from 1983-96.)

Division 22 — Rehabilitation Psychology
(Named National Council on Psychological Aspects of Disability: A Division of the APA in 1958. Renamed Psychological Aspects of Disability from 1960-72.)

Division 23 — Society for Consumer Psychology
(Named Consumer Psychology from 1962-88.)

Division 24 — Society for Theoretical and Philosophical Psychology
(Named Philosophical Psychology in 1963. Renamed Theoretical and Philosophical Psychology from 1980-2004.)

Division 25 — Behavior Analysis
(Named Experimental Analysis of Behavior from 1965-2000.)

Division 26 — Society for the History of Psychology
(Named History of Psychology from 1966-2003.)

Division 27 — Society for Community Research and Action: Division of Community Psychology
(Named Community Psychology from 1967-90.)

Division 28 — Psychopharmacology and Substance Abuse
(Named Psychopharmacology from 1967-90.)

Division 29 — Society for the Advancement of Psychotherapy
(Named Psychologists Interested in the Advancement of Psychotherapy prior to 1968. Renamed Psychotherapy until 2014.)

Division 30 — Society of Psychological Hypnosis
(Named Psychological Hypnosis from 1969-2001.)

Division 31 — State, Provincial, and Territorial Psychological Association Affairs
(Named State Psychological Association Affairs from 1969-2005.)

Division 32 — Society for Humanistic Psychology
(Named Humanistic Psychology from 1972-2007.)

Division 33 — Intellectual and Developmental Disabilities/Autism Spectrum Disorders
(Named Mental Retardation in 1973. Renamed Mental Retardation and Developmental Disabilities from 1989-2007. Renamed Intellectual and Developmental Disabilities from 2007-2015.)

Division 34 — Society for Environmental, Population and Conservation Psychology
(Named Population Psychology in 1974. Renamed Population and Environmental Psychology from 1976-2011.)

Division 35 — Society for the Psychology of Women
(Named Psychology of Women from 1974-99.)

Division 36 — Society for the Psychology of Religion and Spirituality
(Named Psychologists Interested in Religious Issues in 1976. Renamed to Psychology of Religion from 1992-2011.)

Division 37 — Society for Child and Family Policy and Practice
(Named Child and Youth Services in 1978. Renamed Child, Youth and Family Services from 1982-2007.)

Division 38 — Society for Health Psychology
(Named Health Psychology from 1978-2015.)

Division 39 — Psychoanalysis (1980)

Division 40 — Society for Clinical Neuropsychology
(Named Division of Clinical Neuropsychology from 1980-2013.)

Division 41 — American Psychology-Law Society
(Named Psychology and the Law prior to 1984.)

Division 42 — Psychologists in Independent Practice (1982)

Division 43 — Society for Couple and Family Psychology
(Named Family Psychology from 1985-2008. Renamed to Society for Family Psychology until 2015.)

Division 44 — Society for the Psychological Study of Lesbian, Gay, Bisexual, and Transgender Issues
(Named Society for the Psychological Study of Lesbian and Gay Issues in 1985. Renamed Society for the Psychological Study of Lesbian, Gay and Bisexual Issues: A Division of APA in 1997-2009.)

Division 45 — Society for the Psychological Study of Culture, Ethnicity and Race
(Named Society for the Psychological Study of Ethnic Minority Issues from 1986-2013.)

Division 46 — Society for Media Psychology and Technology
(Named Division of Media Psychology from 1986-2012.)

Division 47 — Society for Sport, Exercise and Performance Psychology  (2015)
(Named Exercise and Sport Psychology from 1986-2015.)

Division 48 — Society for the Study of Peace, Conflict, and Violence: Peace Psychology Division
(Named Peace Psychology from 1990-1998.)

Division 49 — Society of Group Psychology and Group Psychotherapy
(Named Group Psychology and Group Psychotherapy from 1991-2010.)

Division 50 — Society of Addiction Psychology
(Named Division on Addictions from 1993-2010.)

Division 51 — Society for the Psychological Study of Men and Masculinity (1995)

Division 52 — International Psychology (1997)

Division 53 — Society of Clinical Child and Adolescent Psychology (1999)

Division 54 — Society of Pediatric Psychology (1999)

Division 55 — American Society for the Advancement of Pharmacotherapy (2000)

Division 56 — Trauma Psychology (2006)

A list of divisions that use some of APA's services.

Division Utilization of Services (PDF, 81KB)

In order to initiate a request for an email distribution list on the Internet (e.g., listserv), please respond to the following questions in the APA Division Listserv Request Form (PDF, 36KB). Approval of the current division president is needed. Approval of the current division president, the completed listserv request form and required welcome message can be sent to Division Services.

The request will be reviewed by the APA Executive Office for final approval.

Important:

APA strives to obtain the highest list subscriber satisfaction for lists that are hosted on APA systems. Based on feedback from list subscribers, all new forum lists are required to be moderated initially. Among other things this allows the administrator to remove subscribers who have been added to the list without their permission without messages going to everyone on the list. Based on our experience, bulk additions to lists whereby subscribers are added to a list without their knowledge are frequently not well-received and result in many requests for removal from the list. Accordingly, we require that potential list members give their consent before being added to any APA hosted list . The list administrator can send a separate message notifying potential subscribers of the existence of the new list with instructions to join. Those potential members can then choose whether or not to join.

To send materials to APA Archives, division officers must complete an Archival Inventory Form (PDF, 20KB) (Word version).

For more information about the APA Archives, see Chapter 8: Publication and Communication Activities.