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1
Ethiopian Public Health
Association
Guidelines for EPHA Members
Registration & Chapters
October 2014
Addis Ababa
2
Table of Content
Acknowledgement …………………………………..………..5
Members Registration Guideline
1 Introduction ………………………………………… 7
2 Objective ……………………………………..……… 8
3 Limit of Execution …………………………….……… 8
4 Executive and Participatory Bodies………….…….. 8
5 Definitions and Acronyms ……………….………….. 9
6 Details of the Guideline ………………….………….. 10
6.1 General ………………………….…..…..……….. 10
6.2 Members Registration ………….………………. 10
6.3 Membership Fee ………………………..……….. 13
6.4 Membership Verification Document …….…… 14
6.5 Responsible Bodies to Handle Members
Registration Process ………………………………….
15
7 Documents to be filed by the MAND ………….…… 15
3
Chapters’ Guideline 1. Introduction …………………….…………………… 18
2. Rationale for Developing Chapters’ Guideline….. 19
3. Vision, Mission, Values ……………….……………… 20
4. Goals of Chapters …………………………………..… 21
5. Establishment of Chapters ……………………….. 21
6. Duties and Responsibilities of EPHA Chapters …. 23
7. Main Chapter ……………………………………….. 24
8. Sub Chapter ………………………………………….. 26
9. Organization of Chapters …………………………… 29
10. Powers and Duties of Officers …………………….. 31
10.1 Chairperson …………………………………… 31
10.2 V/Chairperson ……………………………………… 33
10.3 Secretary ………………………………………..… 34
104. The Treasurer …………………….……………. 35
11. Officers Election ………………………………………. 35
12. Chapters Management ……………………….…… 36
13. Filling Vacant Posts and Removal of Officers …… 38
14. Membership …………………………………………… 40
4
15. EPHA’s Contribution to Chapters ………………..… 41
16. Chapter Meetings …………………….……………… 42
17. Financial Management …………………………….. 42
18. Amendments ………………………………………….. 43
5
Acknowledgement
The Ethiopian Public Health Association (EPHA) would like to
extend its gratitude to Centers for Disease Control and Prevention
(CDC) strengthening EPHA members/Chapters for the technical and
financial support associated with the execution of the preconference
session on the eve of EPHA 25th Silver Jubilee Anniversary and
printing of these guidelines. It also thanks all participants of EPHA
Chapters representatives of the preconference session for their
valuable contribution.
6
Members Registration
Guideline
7
1. Introduction
The Ethiopian Public Health Association (EPHA) was
established in 1989 with the objective of contributing to the
attainment of an optimal standard of health care to the people
of Ethiopia. EPHA is a non-for-profit, voluntary and multi-
disciplinary professional association that works to promote
the rights and privileges as well as professional standards of
its members. The Association is committed to improve the
health status and living standards of the people of Ethiopia
through its dedicated services, active involvement of its
members and strong collaboration with stakeholders.
Over the last 25 years of its endeavors, the number of
EPHA’s members has increased significantly and so have the
number of its staff and amount of its annual budget. The
Association is reputed and recognized for the well-organized
services that it has been providing through its members
locally and abroad.
8
EPHA’s new members’ registration manual has been prepared
upon the decision of the general assembly passed during the
24th Annual Conference held from January 25-26/2013. The new
members’ registration manual is developed by modifying the
exiting one to better facilitate the registration process and
associated services.
2. Objective
The objective of this manual is to effectively manage the
registration process of new members of the Association in a
quick and transparent manner and in line with EPHA’s
Memorandum of Association.
3. Limits of Execution
This manual shall be applicable to the Head Office of EPHA
and its Brach offices (Chapters).
4. Executive and Participatory Bodies
The Members Affairs and Networking Department shall be the
main executive body of this manual. Chapters and other
9
responsible bodies situated in the administrative apparatus of
the Association shall be playing their respective roles as
appropriate.
5. Definitions and Acronyms
5.1 Member: The members of EPHA shall be those individuals
and institutions, who were registered in various
membership categories before February 2013 in
accordance with articles 7, 8, 9 and 10 of the
Memorandum of Association.
5.2 Any word or explanation addressing men in this document
shall be equally applicable to women.
5.3 Branch Office (Chapters): refers to additional offices
established upon the approval of the General Assembly
whenever the need arises.
5.4 EPHA: Ethiopian Public Health Association.
5.5 MAND: Members Affairs and Networking Department.
10
6. Details of the Guideline
6.1 General
Members of the Association are organized in the following
four categories
A. Regular members
B. Associate members
C. Life time members
D. Honorary members
6.2 Members Registration
6.2.1 Any individual or institution interested to be
registered as member of the Association shall fill
out and submit MAND 0101 and MAND 0102 forms
to EPHA as a prerequisite.
6.2.2 Individuals interested to be registered as regular
members of the Association are required to fill out
the necessary forms and submit the following
documents:
11
A. Identity card, or passport or driving license or
other evidence that verifies the applicant is an
Ethiopian;
B. Certificate of first degree in Public Health or
certificate of work experience that verifies the
applicant is engaged in health related jobs. This
is important specially if the educational
background of the applicant is different from
public health.
6.2.3 Individuals interested to be registered as an
associate member of the Association are required
to submit the following documents as per article 8
of the Memorandum of Association.
A. Undergraduate Students: identification card
that verifies his/her studentship or any other
supporting document. (If the individual is a post
graduate/ masters program student, he/she can be
regular member).
12
B. Other individuals: Individuals who are
graduates of first degree in public health course or
any other field of study, but are not engaged in
health related businesses can be associate
members.
C. Institutions/ organizations: Written request of
membership shall be submitted to EPHA via mail,
fax or email.
6.2.4 Any member who is interested to be registered as a
life time member of the Association can do so upon
effecting a ten year regular membership fee at a
time. Such move shall entitle to a life time
membership status according to article 9 of the
Memorandum of Association.
6.2.5 Whenever an honorary member (be it an individual
or institution) is nominated as per article 10 of the
Memorandum of Association, a written explanation
and evidence justifying the contribution of the
nominee to public health in Ethiopia shall be
13
presented to the Executive Director. Having verified
the completeness of the request, the Executive
Director shall pass the request along with the
supporting documents to the Executive Board of
EPHA for decision.
6.3 Membership Fee
6.3.1 Membership fee is categorized as follows:
A. Regular members - Birr 150 annually
B. Lifetime members - Birr 1500 at a onetime payment
C. Associate members (individuals) - Birr 150 annually
D. Associate members (students) - Birr 50 annually
E. Associate members (Institutions)- Birr 1000 annually
F. Associate members (international organizations) –
USD 300 annually
14
6.4 Membership Verification Document
6.4.1 A membership identification card bearing an
identification number and legal stamp of the
organization shall be issued to regular and
associate members of the Association. This ID
card is renewable every year.
6.4.2 A Special ID card bearing a life time membership
identification number and legal stamp of the
organization shall be issued to lifetime members
of the Association.
6.4.3 A renewable certificate shall be provided to
associate institutional members every year.
6.4.4 A non-renewable certificate shall be provided to
honorary individual and institution members of the
Association.
6.4.5 Regular and life time members of the Association,
who lost their ID and request EPHA for a
substitution shall be charged 30 and 70 Birr for the
service respectively.
15
6.4.6 Members who request for a proof of letter that
verifies their membership with EPHA shall submit
a written application to the Members Affairs and
Networking Department. The Department shall
issue the letter upon checking whether the
applicant is member of the Association at least for
one year since registered and fulfils what is
expected of him/her including the membership
fee.
6.5 Responsible Bodies to Handle Members
Registration Process
6.5.1 Members registration process shall be handled
either by Members Affairs and Networking staff or
focal persons delegated in chapter offices.
6.5.1 Personal information and address details provided
by members shall be kept safe and confidential in
the membership database of EPHA.
16
6.5.2 Members should regularly update their
membership data online using the following
website: www.ephamembers.com.
7. Documents to be filed by the MAND
7.1 Members’ registration document;
7.2 Documents (short CVs) of members’ (Educational
qualification and work experience)
8 . Forms
8.1 Membership Application Form - F0101
8.2 Institutional Membership Application Form - F0102
17
Chapters' Guideline
18
1. Introduction
Established in 1989, the Ethiopian Public Health Association
(EPHA) has continued to be one of the leading professional
associations in Ethiopia with over a total of five thousand ever
registered members. EPHA is formed with the vision to
contribute towards the attainment of an optimal standard of
health care for the people of Ethiopia. EPHA promotes better
health services for the people of Ethiopia and maintains
professional standards through advocacy, active community
engagement, a dedicated involvement of its members and
networking. Its members belong to varying professional
backgrounds and level of qualification, and distributed across
the country serving in private, government and non-
government organizations. The Association has strong and
cemented partnership with governmental and
nongovernmental organizations as well as renowned
universities within Ethiopia and abroad. Besides, the
Association has proven track records and resounding
experience in implementing projects and strengthening
19
professionals’ skill and the capacity of its members through
annual conferences, continuing education, and sponsorship of
members to participate in international conferences,
development of curricula, guidelines and research
undertakings. EPHA closely works together with sister
professional associations, participates at pertinent national and
international fora as an advocate of public health, and provides
evidence based input in the process of national health policy
development endeavors. On top of these, it has been actively
engaged in advocacy activities focusing on a variety of timely
public health agenda, which contribute in improving the
performance of the nation's health sector and the profession of
its members. EPHA also produces and distributes several
scientific publications and conducts short, medium and long-
term trainings and annual seminars.
2. Rationale for Developing Chapters' Guideline
EPHA chapters are long arms of the organization to reach the
public health community distributed across the country.
However, absence of a clear guideline/procedure about duties,
20
responsibilities, authority, establishment, structure, and
management of chapters has set a formidable challenge in
their efficiency and accountability.
Hence, this guideline is developed with the objective of
properly administering EPHA chapters and thereby enable the
Association to make SMART decisions when it intends to
establish new chapters and lay down structure. The guideline
also defines the duties/ responsibilities and authorities of
chapter offices’ staff, level of authority delegated to chapters
and scope of their work.
3. Vision, Mission, Values
3.1 Vision
EPHA envisions the attainment of the highest possible
standards of health care for all Ethiopians.
3.2 Mission
The mission is to promote better health services for the
public and maintain professional standards through
advocacy, active involvement and networking.
21
3.3 Values
EPHA is committed to improve the health and wellbeing
of all Ethiopians through the dedicated and active
involvement of its members in collaboration with all
stakeholders. It also stands for the professional
development of its members without prejudice to their
professional background, gender, religious or ethnic
affiliations.
4. Goals of Chapters
The Chapters of EPHA are established with a view to
enhancing public health conditions in their respective locality,
and thereby improve the health status of every citizen in
conformity with the essential objective of the Association
through joint efforts with partners working for the same end
goal.
5. Establishment of Chapters
EPHA chapters shall be established in the form of either Main
Chapter or Sub Chapter.
22
5.1 Main Chapter
Subject to the approval of the Executive Board, a main
chapter of EPHA may be established on the basis of the
following criteria:
5.1.1 The office location shall be identified in one of the
main towns of the regional
administrative area where most members make
their living,
5.1.2 Consent shall be solicited from the health bureau
or higher education institute to
host the EPHA chapter office, and
5.1.3 The number of members in the region is expected
to be greater than three hundred.
5.2. Sub Chapters
Subject to the approval of the Executive Board, a sub
chapter of EPHA may be established on the basis of the
following criteria:
23
5.2.1 The office should be located in one of the
regional towns outside Addis Ababa,
5.2.2 Consent should be obtained from the health
bureau or higher education institute such as
colleges and universities to host the EPHA
chapter office, and
5.2.3 Number of members in the town under
consideration is expected to be greater than one
hundred.
6. Duties and Responsibilities of EPHA Chapters
Chapters are expected to perform the following activities:
6.1 Encourage and recruit new health professionals to be
members of the Association;
6.2 Collect annual membership fee from members residing
in their respective areas;
6.3 Distribute scientific journals, periodical newsletters and
bulletins to members, educational institutions, health
24
service centers and other stakeholders operating in
their respective regions;
6.4 Recruit new organizations to be institutional members of
EPHA;
6.5 Promote the mission and goals of the Association and
implement activities leading towards this end;
6.6 Organize seminars and workshops of public health
significance in their respective regions;
6.7 Organize and document their accomplishments and
achievements using print and electronic media; and
6.8 Encourage members of their respective region to
undertake operational researches on major public
health concerns of the time.
7. Main Chapters
The main chapters of EPHA shall have the following duties
and responsibilities:
25
7.1 Participate in the planning, monitoring and evaluation
of activities progress and performance at the main
chapter level;
7.2 Encourage and recruit new health professionals to be
members of the Association;
7.3 Collect annual membership fee from members residing in
their respective regions;
7.4 Design and implement capacity building projects that
benefit members of their respective regions;
7.5 Distribute scientific journals, periodic newsletters and
bulletins to members, educational institutions, health
service centers and other stakeholders in their
respective regions;
7.6 Encourage and recruit health sector organizations to be
institutional members of EPHA;
7.7 Promote the mission and goals of the Association to the
public and mobilize members to take active role towards
this end;
26
7.8 Actively collaborate with government and nongovernment
stakeholders and sister associations engaged in public
health activities in their respective regions;
7.9 Organize conferences that deliberate on major public
health concerns of the region and the country at large;
7.10 Design and implement income generating activities in
order to support the chapter’s budget demand;
7.11 Coordinate and follow up activities of sub chapters in
their respective regions when the need arises;
7.12 Organize and document the accomplishments and
achievements of their office using print and electronic
tools of media;
7.13 Establish formal business communication with the
headquarters of EPHA through quarterly and annual
report.
27
8. Sub Chapters
Sub chapters of EPHA shall have the following duties and
responsibilities:
8.1 Participate in the planning, monitoring and evaluation of
activities progress and performance at sub chapter
level;
8.2 Encourage and recruit new health professionals to be
members of the Association;
8.3 Collect annual membership fee from members residing
in their respective regions;
8.4 Distribute scientific journals, periodic newsletters and
bulletins to members, educational institutions, health
service centers and other stakeholders in their
respective areas;
8.5 Encourage and recruit health sector organizations
operating within their administrative area to be
institutional members of EPHA;
28
8.6 Promote the mission and goals of the Aassociation to
the public and mobilize members to take active role
towards this end;
8.7 Actively collaborate with government and nongovernment
stakeholders engaged in public health activities within
the area where the sub chapter is operating;
8.8 Organize and document their accomplishments and
achievements using print and electronic media; and;
8.9 Establish formal business communication with the main
regional chapter through a quarterly and annual report.
8.10 Structure of EPHA
EPHA has a General Assembly, Advisory Council,
Executive Board, a Secretariat and chapters. The
secretariat consists of the office of the Executive Director
(ED); Deputy ED and four departments. The Secretariat
has a management committee chaired by the ED,
Communication and Information Unit, Planning,
Monitoring and Evaluation Unit and lawyer under ED.
29
EPHA has 11 Main Chapters and 13 Sub-chapters, totally
24 chapters located in all the Regions and Administrative
cities of the country. The chapters are based in
government Universities and Regional Health Bureaus,
where public health professionals are available in a
relatively large numbers.
9. Organization of Chapters
9.1 A Chapter of EPHA is possibly established in a given
region in Ethiopia with the aim of facilitating fast
interaction and communication among health
professionals and promoting the mission of the
Association. Zonal and Woreda level sub chapters
are likely to be launched under the regional chapters.
9.2 A Chapter of EPHA shall be managed by a committee
member who voluntarily accepts the appointment
delegated to him/her to serve the specified EPHA
Chapter. The nomination / election / selection of the
Committee shall be based on the consent of the
30
majority of the members present in the chapter
meeting and its term shall be of two years and can
also be re-elected once again for another two years
office term.
9.3 The Committee of a Chapter shall consist of not less
than five (5) active members of EPHA, who are
working or residing in the specified geographical
area.
9.4 The Committee meets and reselects members with at
least the following bearers:
One person is designated to the most senior
position as a Focal Person or Chairperson;
One person responsible for the administrative
duties is appointed as a Secretary;
One person responsible for the financial duties
is appointed as a Treasurer.
31
10. Powers and Duties of Officers
The officers of EPHA's Chapter shall consist of a focal
person, a Secretary and a Treasurer.
10.1 Chairperson
10.1.1 Promotes EPHA among the public and recruit
new members;
10.1.2 Works with Chapter members and officers to
develop annual work plan, including the
annual budget;
10.1.3 Manages, coordinates and delegates daily
operations of the chapter;
10.1.4 Calls extra-orinary meetings as appropriate;
10.1.5 Appoints chapter members to committees,
10.1.6 Oversees the Chapter's operations and
ensures the proper execution of essential
tasks;
10.1.7 Serves as coordinator of the chapter;
10.1.8 Serves as a primary contact person of the
chapter with EPHA;
32
10.1.9 Acts as the spokesperson for the Chapter;
10.1.10 Maintains active and smooth
communications with other regional
chapters;
10.1.11 Responsible for catering during Chapter
meetings and events;
10.1.12 Promotes and announces activities and
events of the chapter;
10.1.13 Closely works along with officers and
members in assessing financial needs of
the chapter;
10.1.14 Expected to be familiar with important and
major operations of EPHA;
10.1.15 Maintains closer communication with all
members within its designated area on a
regular basis;
10.1.16 Prepares a proposed schedule of events of
the EPHA Chapter for the year in which
he/she plays a presiding role;
33
10.1.17 Disseminates every pertinent information
received from the EPHA head office, in
Addis Ababa to committee officers and
members under their close supervision;
10.1.18 Encourages members participation in
resource mobilization and fundraising
endeavors;
10.1.19 Develops professionally oriented Chapter
programs such as leadership/skill- based
capacity building workshops, innovative
careers in public health;
10.1.20 Responsible for preparing and submitting
the annual performance report of the
chapter.
10.2 V/Chairperson
The vice chairperson is expected:
10.2.1 To be familiar with all operations of EPHA at
Main and sub chapter levels;
34
10.2.2 To serve as an advisor to the Chairperson;
10.2.3 To assume the duties of the Chairperson in
his/her absence due to impeachment,
resignation or other cause; and
10.2.4 To assist the Chairperson in the performance
of his/her duties at all times.
10.3 Secretary
10.3.1 Attends all Chapter meetings;
10.3.2 Notifies members about the upcoming
meetings;
10.3.3 Documents and reports all business meetings;
10.3.4 Records minutes of meetings for the Chapter;
10.3.5 Maintains a written record of all events
convened by the Chapter;
10.3.6 Registers and files members application form
in the membership database;
10.3.7 Assists the Chairperson especially in
coordinating activities of the chapter;
35
10.3.8 Takes the chairmanship role and facilitates
activities accordingly whenever the
chairperson is absent from his/her duty.
10.4 The Treasurer
10.4.1 Keeps the Chapter’s financial records;
10.4.2 Reports financial information to the head
office of EPHA;
10.4.3 Prepares operating budgets and monitors
the spending patterns against the objective;
10.4.4 Manages membership records in electronic
and hard copy; and
10.4.5 Pays bills for the chapter.
11. Officers Election
Officers election shall be planned and executed in
accordance with the following criteria.
To be elected as a chapter officer an individual should:
11.1 be an active member of EPHA;
11.2 possess at least first degree in health care;
36
11.3 be qualified in having leadership quality; and
11.4 work either in Regional Health Bureaus or Public Health
Universities/Colleges.
12. Chapters Management
12.1 The immediate past office bearers (Chairperson,
V/Chairperson, Secretary and Treasurer) shall be
appointed as an advisory role to provide continuity
and guidance.
12.2 Chapters are encouraged to inform the Association
their forthcoming activities to be promoted through
the Association's corporate website and published in
its Newsletter. Chapters are also required to send
annual reports of their respective activities to the
Association.
12.3 Chapters may have their own website (linked to the
corporate Website) and they may also create a
page where they can exchange public health
information and strengthen their networking and
interaction amongst Chapters.
37
12.4 Each chapter should have a permanent group e-
mail and list of contact addresses that will be shared
to Focal Persons. For example, Bahir-Dar Regional
Chapter may have an e-mail address of
Bahirdar_chapter@yahoo.com. If the Focal Person
resigns or his/her terms of office terminated, his/her
successor will easily access all emails sent through
the above e-mail address to the chapter and hence
can be used as a source documentation. This helps
to ensure continuity of activities. Personal e-mail
addresses have been found to be creating problems
when office bearers change for various reasons.
12.5 One of the Committee members is assigned to
continuously update the database of the regional
chapter and finally provides the updated database
to the head office of EPHA every year or whenever
requested.
38
12.6 In three (3) months from the closing of the fiscal
year, the Chapter shall submit the following
documents to the head office:
- Annual activity report
- An updated database of the Chapter
13. Filling Vacant Posts and Removal of Officers
13.1 When the Chairperson resigns from his/her position,
the Secretary works replacing his/her responsibilities,
but this shall be effected upon receiving a written
letter from the Members Affairs and Networking
Coordinator at the head office.
13.2 Chapter officers shall be removed if he/she:
Willfully neglects his/her responsibilities;
Is found guilty of misusing Chapter properties;
and
Is over burned by his/her careers.
13.3 An officer shall not be removed from his or her office
unless his/her charges are discussed at a Committee
39
meeting and grounds for removal shall be
established by a majority vote of the Committee.
13.4 An officer may be removed if he/she is frequently
absent from meetings during the calendar year. In
such a situation, the officer shall be issued a written
warning from the Committee. If the officer continues
being absent, he/she may be called to attend a
hearing in the subsequent Committee meeting. If the
Committee could not find adequate explanation for
his/her repeated absence, the Committee asks the
officer to resign.
13.5 Upon the removal of an officer from his/her position,
the Chairperson shall have the authority to appoint a
replacement with approval from the Committee. This
shall be applicable only if the removed officer is not
the Chairperson himself.
13.6 When an officer is removed from his /her office under
the above conditions, he/she shall not be allowed to
be a candidate for any office in the Chapter.
40
14. Membership
14.1 Registration
14.1.1 Prospective members in the Association shall
be eligible for active membership upon
submission of the proper membership
enrollment form and payment of the dues set
by EPHA.;
14.1.2 Dues shall consist of regular, student and life
membership fees;
14.1.3 Dues shall be paid upon submission of a
membership enrollment form to the
Chairperson.
14.2 Receipts
14.2.1 Chairpersons/ Treasurers are responsible for
receiving registration receipts;
14.2.1 If a Chairperson/Treasurer has resigned,
he/she will provide the receipts to newly
elected Chairperson/Treasurer or Secretary;
41
14.2.3 The registration fee collected from members
shall be transferred to EPHA bank account or
in person to the EPHA main office, Finance
Department.
15. EPHA's Contribution to Chapters
The Association believes that its strength lies in the vibrancy
of its chapters. EPHA envisions connecting and integrating
itself with Chapters so that it can facilitate its business
smoothly. To this effect, the Association shall:
15.1 Provide support upon request to carry out chapters'
activities based on their number of members, growth
and past activities. The exact amount of contribution
may vary from year-to-year and depending on the
availability of funds and shall be determined by the
Executive Board.
15.2 Honor outstanding and excellent performing Chapters
with Award and represent their Coordinators into the
Executive Board of EPHA.
42
15.3 Consider any activity recommended by the Chapters to
strengthen their capacity and business activity upon
approval from the Executive Committee.
16. Chapter Meetings
16.1 Chapter committees shall meet twice a year;
16.2 The committees shall be notified the time and place of
the meeting at least one week in advance of time.
17. Financial Management
17.1 EPHA shall advance a certain amount of petty cash;
17.2 Request for replenishment should be forwarded after
utilizing 75% of the allocated budget;
17.3 The signatories shall be the chairperson and the
Secretary;
17.4 Chapters account shall be audited every three months
by their internal auditors and every six months by
EPHA Auditor;
43
17.5 EPHA financial year shall begin on January 1 and ends
on December 31 Gregorian Calendar;
17.6 Chapters shall adhere to the financial management of
EPHA.
18 Amendments
This guideline may be amended/altered at any time based on
the following procedures:
18.1 Amendments of the Chapter guideline shall be submitted
in writing to the Members and Networking Department;
18.2 The proposed terms of amendment(s) shall be
announced by the Members and Networking Department
coordinator and shall be made available for the
Committee of EPHA;
18.3 The proposed terms of amendment(s) shall be
announced for the second time and voted on the
following subsequent general assembly meeting;
44
18.4 The adopted amendment(s) shall be effected immediately
after approval by the designated body.
Recommended