Chapter Guidelines

AHCJ is built on a mission to empower health care journalists. In order to elevate journalists at every level, AHCJ supports local chapters across the country to gather and recruit new members while also offering valuable opportunities for networking.

We have created guidelines for any group of members who wish to be recognized as an official local chapter of AHCJ. As an official chapter, AHCJ staff is available to assist with:

• Organizing events
• Promoting events, including announcements in our weekly Health Beat newsletter and the AHCJ website
• Targeted emails to members in the area
• Funding (when appropriate and available)
• Advice and leadership

MEMBERSHIP

While the national organization encourages local chapters to gather AHCJ members together from a particular region, it recognizes that it’s not always possible – or beneficial – to restrict attendance. For example, events might be used as recruiting tools for the national organization or you may want to bring in an outside speaker. Therefore, eligibility for attendance to local chapter events will be left to the discretion of the officers of these chapters (see below for more on leadership) instead of being subject to the criteria for national membership. Regardless, just attending local chapter events will not constitute membership in AHCJ.

LEADERSHIP

Local chapters must have a leadership structure in place with at least two AHCJ members serving in chair and co-chair roles. How these officers are elected or appointed is at the discretion of the local chapters. A chapter is considered “active” if they convene their local chapter a minimum of two times per year.

COMMUNICATIONS

AHCJ encourages the use of emails for communication from local chapter leadership to area members, which allow chapter leaders to disseminate information about chapter events or other items of interest to local members. If a targeted list of AHCJ members within a certain region is needed, AHCJ staff can assist in providing that information to chapter leadership.

When communicating with members via email, chapter leaders should input the email addresses into the “BCC” field – NOT the “To” or “CC” fields. Using “BCC” for mass emails, such as chapter or event communications, hides the email addresses of recipients and protects their privacy.

If creating marketing materials or other visual elements to promote a local chapter, please adhere to AHCJ branding guidelines. These guidelines ensure that materials look professional and cohesive with other communications sent out on behalf of AHCJ. These guidelines can be viewed here.

EVENTS

It’s up to chapter leaders to organize events that they believe will be of interest to local members. For example, the New York chapter had a tour of the Bellevue Emergency Room; in Washington, D.C., members were invited to a luncheon at which former Sen. Hillary Clinton spoke, and in the Bay Area, the chapter hosted talks on the expanding role of pharmacists and how to find a literary agent. The Atlanta chapter has easy access to CDC employees. And, of course, there is always research going on at your area academic medical centers worth hearing about. 

Chapter events should conform to the highest ethical standards. Any potential or real conflicts of interest should be considered and disclosed. As much as possible, chapter events built around guest presentations or news discussions should be on-the-record events. Holding off-the-record sessions sends mixed messages to our news sources and is at odds with what we advocate for as a larger organization. When in doubt, please discuss this in advance with AHCJ’s executive director or with the membership committee chair.

Chapter leaders should send details about all events as soon as they are set to AHCJ’s membership manager. AHCJ staff can help publicize chapter events through the weekly Health Beat newsletter, the AHCJ website, and on various social media platforms.

FUNDING

AHCJ will provide reimbursements up to $200 to chapter leadership at the completion of a chapter event. Chapter leadership will be required to work with the AHCJ fiscal officer for reimbursement All reimbursements will be provided through Bill.com. Please review this AHCJ Guide to Bill.com for more information on setting up your account and getting reimbursed.Any outside funding beyond free meeting space, such as food, drinks, swag, etc., must be cleared with the AHCJ executive director or the chair of the membership committee prior. Any support must align with the AHCJ fundraising policy.