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2010 Policies & Procedures

This is an informal summary of our policies and procedures as designated by the 2006 officers and is to be used as a reference for members. Any questions or errors should be directed to an officer. This is NOT our bylaws.
Preliminary Draft dtd 1/30/05

*** 2007 Policy Addendum listed below original policy

To be a member in good standing in AAEP you must attend/perform the following:

I. Officers:

Officers are elected at the end of the Fall semester. New officers duties begin at the start of the Spring semester or earlier if needed for specific events. Offices are only open to first and second year dues paying AAEP members.

II. Dues

All members must pay dues by the deadline unless an extension is given by the officers. Dues are $25.00 per academic year, or $15.00 per semester which will need to be paid within a week of the first meeting of the semester. They are made payable to AAEP and placed in the mailbox of the treasurer. Please write on your check your e-mail address and graduation year. Dues pay for food at meetings, scrapbook/shadowbox supplies, speaker gifts, all of the supplies for meeting notes and events such as mare palpations, wet labs, etc. A percentage of the dues, to be determined each year by the executive officers, based on the financial status of the club, will be used to fund students wishing to attend extracurricular educational events. Once all dues are collected, only these members will be placed on the LISTSERV and receive AAEP e-mails. An exception is if an e-mail is specifically sent to the entire school for school-wide participation, such as rounds.

III. Monthly Meetings

Our regularly scheduled monthly meeting is the third Thursday of every month at 5:30 PM. We usually provide food, cover the old and new business and then have a speaker discuss various topics. The details will be announced by e-mail prior to the meeting. Signing up by online survey (on which you will be asked to provide your full name) will serve to determine the number of students in attendance.”  . Only sign up if you intend to come because this is how we determine how much food to order and/or notes to produce. Sign-in sheets will be passed around during the meeting for members to initial. Failure to attend a meeting to which you have signed up without timely notification to the President will first result in a warning.  Any additional ‘no-shows’ will result in one demerit.  Each demerit received will be subtracted from the member’s total number of merits, and will affect the member’s ‘good standing’ within the club. The honor system will be in place and any fraudulent activity (which really never happens, our members are great) will be investigated by the officers and can result in suspension from activities. If you have any ideas for meetings please let one of the officers know.

IV. Website/Shadowbox

These are two great methods to find out what is going on with our club. The shadowbox lists officer contact information, pictures and upcoming events. The website can be accessed from the DVM students link on the website. It includes officer information, pictures, fundraising products, upcoming events, policies and procedures, local equine events, etc. If you have any contribution in the form of pictures or information on local events, please give them to the webmaster and/or historian.

V. Fundraising

Fundraising events also help to pay for the aforementioned expenses. Members are periodically asked to assist at fundraising sales and promotions.

VI. Community Service

Community Service credits include services done for the benefit of the club, such as assisting in preparations for wetlabs and cleaning refrigerators and our assigned club microwave in the Commons.  Community Service projects may change as community outreach and volunteer projects arise.  Former projects include:  Volunteering hours maintaining an equine facility that benefits children, grooming MDL horses, and a Vet Student Mentorship program for pre-vet undergraduate students at Virginia Tech.

VII. AAEP Notebook

This notebook is located on the bottom shelf of a bookcase on the right hand side upon entering the library. It includes officer contact information, policies and procedures, pamphlets on externships/internships, notes from wetlabs either on hardcopy or discs, announcements on scholarships, etc. It also contains a section for students to fill out a short externship/internship questionnaires to aid our members in finding the perfect place for them to learn more about equine veterinary medicine. If you have had an internship or externship, please take time to fill out copy and place it in the appropriate section of the notebook. Please be professional by using appropriate language and constructive criticisms of each experience.

VIII. Mare Palpations

We try to have 4 or 5 mare palpations per semester. These take place at the Price’s Fork Research Facility on weekend mornings. Due to school regulation and safety reasons, members cannot participate until they have successfully participated in the Equine Palpation portion of the Theriogenology course in the 3rd semester. Usually, this means that second year students do not participate until the very last palpation of the Fall semester. Only 8 students may participate per event. Once again this is due to school regulation and safety/comfort of the mares. Sign up sheets will be posted on the shadowbox and taken down before the assigned weekend. An e-mail stating the dates will be sent to the LISTSERV. Priority is given to 3rd and 4th year students. If other spaces are available, a lottery will be drawn out of the 2nd year students who signed up, with priority to those who have not yet palpated. Proper attire at palpations is overalls, closed toed shoes, etc. Any member who is late, does not show up, does not conduct themselves in a professional manner, or fails to assist with cleanup duties shall not have priority or may be excluded from the next palpation.

IX. Wet labs

The number and type of wetlabs held vary from year to year but we generally try to have intro to horses, anesthesia, and ophthalmology labs yearly. Time, support, supplies, cost, educational/hospital requirements, etc. play a significant role in the ability to hold different labs, how many students can attend, and the classes of students which may participate in the lab. At least one wetlab per semester is open to first year AAEP members. Due to the intense amount of time spent organizing labs, the officers who organized the lab are automatically admitted to the lab (if they meet the educational/hospital requirements). Selection for labs is based on seniority. 3rd and 4th years are usually automatically admitted in the order they sign up since they will soon be, or are already, in clinics. Also, some labs include information that is not covered until later in our education and it is more effective to only have members who have taken those courses participate. We have found that seniority is the best method and eventually everyone gets the opportunity to be in the class that receives priority. Sometimes lotteries are implemented in order to fill the leftover slots in an unbiased manner. The selection criteria will be at the discretion of the officers organizing the lab. Any member who is 10 or more minutes late to a lab or does not conduct themselves in an appropriate manner can be asked to leave by the officer in charge and may result in a possible suspension from wetlabs. If any questions arise about the selection process for any lab, please contact the officer in charge of the lab.

X. Rounds

Rounds are held at 12:20 on Thursdays in the Large Animal Clinic in the hospital. An e-mail will announce the details earlier in that week. Appropriate attire includes labcoat, nametag and closed toed shoes.

XI. Member in Good Standing

Some events require funding by the club. Member-in-Good-Standing allows the officers to evaluate the participation of members and how to divide the funding. Two examples are how to provide funding for members going to National Convention and rising 3rd years going to Rood and Riddle. In the future, Member-in-Good-Standing status may also be used to determine who may participate in select weekend events where participation is extremely limited. These members must meet the minimum criteria to even be considered to attend and/or receive funding for these events. Funding will also vary according to how much money is available in the AAEP account. Due to the fact that the number and type of events we have vary, the member in good standing requirements will be re-evaluated every semester to reflect this variation. Each semester, members must attend at least:

Those students who wish to complete their Fundraising credit in the fall will be required to complete their Community Service credit in the spring, and vice versa.

XII. National AAEP

Student dues for National AAEP last year were $35. We highly advise all members to become a part of National AAEP. Their website is and provides members with access to AAEP Avenues which is a great way to research and apply to various equine externships/internships. Members also receive various publications and newsletters. It should be noted that any SCAAEP member who wishes to attend the National Convention must be a member of National AAEP to receive funding from them. Student memberships run from Sept. 1 - Aug.31 of the following year to match the academic calendar,regardless of when you begin you pay dues.

XIII. Students from Other Schools

This year we had a 4th year student from Ross University wish to participate in our wetlabs. She was also the SCAAEP president for their chapter. The officers decided to allow her 4th year standing as long as she pays dues. Future students from other schools will be reviewed on a case-by-case basis. It is of the opinion of the 2005 officers that 4th year visiting students should receive 4th year status since they are not here for long but if a visiting student will be here for a long time or is a transfer, it should be considered that they are given 2nd year standing. ANYONE participating in wetlabs or mare palpations must meet the educational and safety standards set by the school.

XIV. Advisor Gifts

At the end of the calendar year we usually give our advisors gifts. In the past it has included gift certificates to local restaurants, bookstores, etc. A portion of dues goes toward this purchase but it is well worth it because we have the best advisors of any club!

2007 Policy Addendum


The purpose of these revised regulations is to protect the reputation of the VA-MD Vet Med SCAAEP, to fairly distribute the available openings in each wetlab, mare palpation session, and ICU shift, and to protect the interests of the clinicians and technicians who volunteer their time to help the students. The regulations are taken very seriously by the club officers and advisors, and will be acted upon when necessary.

Infractions Defined

- Wetlabs

  1. Skipping the wetlab once chosen to participate (this includes associated lectures, dinners, etc.)
  2. Arriving more than 10 minutes late
  3. Leaving prior to the stated conclusion of the wetlab, unless the club member is given specific permission by the wetlab officer in charge, and all of the individual's clean-up duties have been fulfilled
  4. Any other behavior deemed unprofessional/inappropriate by the club president, officers, and/or advisors

- Mare Palpations

  1. Skipping the palpation session once chosen to participate.
  2. Arriving more than 10 minutes late.
  3. Leaving prior to the stated conclusion of the palpation session, unless the club member is given specific permission by the mare palpation officer in charge, and all of the individual's clean-up duties have been fulfilled.
  4. Any other behavior deemed unprofessional/inappropriate by the club president, officers, and/or advisors.

- ICU Teams

  1. Skipping the shift (this includes not answering/responding to phone/email when called upon for a obligatory weekend shift; weekends are defined as Friday evening - Monday morning.
  2. Arriving more than 10 minutes late.
  3. Leaving prior to the stated conclusion of the shift, unless the club member is given specific permission by the ICU coordinator or technician in charge
  4. Breaking hospital regulations (these will be emailed to all members, in addition to being listed in the AAEP notebook and on the web page)
  5. Any other behavior deemed unprofessional/inappropriate by clinicians or technicians.


  1. Any of these infractions may result in a warning, dismissal, and/or suspension from future wetlabs, and/or mare palpations, and/or ICU shift-work.
  2. As for the ICU shift infractions, if the student does not respond to being contacted, or does not show up, the student will automatically be denied any participation in the next three wetlabs and mare palpations, as well as participation in ICU shift-work for the three proceeding school months.
  3. The student will not necessarily receive a warning before dismissal or suspension occurs.
  4. When a problem occurs with a member of the club, the following procedure will be followed:
    1. The club president will notify the club advisors of the situation.
    2. The club president and advisors will decide upon an appropriate course of action (warning, suspension, etc.)
    3. The club member in question will be notified of the infraction and chosen course of action via email.
    4. The club member in question will then have 7 days to appeal the decision by contacting either the president or the involved advisors
    5. Following the appeal, the president and advisors will make a final decision on the course of action, and promptly inform the club member.
    An exception to the above procedure may occur if a club member is disrupting a lab/palpation/ICU shift to the point that he or she is negatively affecting other participating students/clinicians/technicians. In this situation, the student may be immediately dismissed by the officer or technician in charge, (including club president, vice presidents, and mare palpation coordinators).

Important Points to Note

  1. The club advisors are notified early-on in the progression of events in order to protect the interests of the club members, providing a thorough and fair review of the situation. The club advisor involvement is not to be mistaken for a punitive measure.
  2. It must be stressed that if a wetlab involves lectures and meals, these are included in definition of a "wetlab" , and thus complete attendance is required. Additionally, if a club member is not selected to participate in a wetlab, but has elected to attend the associated lectures and meals, then complete attendance at these associated events is required.
  3. Due to the inherently "last-minute" notification regarding mare palpation participants, club members are responsible for verifying their participation . Mare palpation coordinators send out (via email) the list of those selected to the entire SCAAEP listserv, and it is the club members\rquote responsibilities to check these emails. If a club member does not receive this listserv email by 24 hours prior to the mare palpation date, then it is his or her responsibility to contact the mare palpation coordinators to confirm their participation status.