Trust in Governance
Members will respect governance they perceive to be:
Credible and Legitimate
- Structure: What authority is possessed by the unit, what the unit is empowered to decide, and who the unit is accountable to.
- Process: How the unit gets work done, the activities that occur before, during, and after decision-making to ensure effectiveness
- Culture: The values, norms, and bahaviors of the governance unit individually and as a group.
Our members put children first in everything they do, and at the highest standard of ethics and patient safety. As such, the American Academy of Pediatric Dentistry is THE leading national advocate dedicated exclusively to children's oral health. We are the embodiment of our members' expertise as the big authorities on little teeth.
AAPD began collecting dues for chapters in 2010.
The intent of the service is to be as turnkey as possible for chapters; chapter dues are listed alongside AAPD dues statements. In order to use the service a chapter must be on the same renewal cycle as AAPD: July 1st - June 30th.
- AAPD will add the chapter membership to a member's account every year, regardless of whether they chose to be a member the previous year. This allows for chapters to campaign without needing support from AAPD. A reinstating chapter member can pay for chapter membership at any time.
- If a member relocates to a new state mid-membership year their chapter membership is not automatically changed. The available chapter memberships are based on the address on file when renewals were run shortly before July. Please have a new or reinstating member contact AAPD membership if they don't see the chapter they want to join in their cart.
- Members may still pay the chapter directly. You are not required to inform membership, but we strongly recommend informing us so that we may update the members' profile.
- Members who do not live in your state are not prohibited from joining. Members may request to join any chapter regardless of where they live.
- When a chapter has a membership category that does not match AAPD's membership categories AAPD must hear from the chapter in order to move a member into the non-AAPD membership type.
Remittance checks are generally mailed the month following the last included month.
- 1st check, dues collected July-August, mailed September
- 2nd check, dues collected September-October, mailed November
- 3rd check, dues collected November-January, mailed February
- 4th check, dues collected February-May, mailed in June
The AAPD does collect dues in June, these are grandfathered into the new year and remit with July-August.
Changes & Joining
- Changes in dues and/or membership categories must be sent to AAPD in writing by March 31st.
- New Chapters joining should have paper work submitted before March 31st.
- Any changes in the address for remittance checks should be submitted when the officer rotation takes place.
Suzanne Wester, MBA, CAE
Senior Membership and Marketing Director
(312)337-2169 x 21
The AAPD allows the use of the AAPD logo by active and life members in good standing, as well as recognized chapter organizations such as state or provincial units and district organizations.
District and State unit organizations may utilize separate logos that indicate their specific name, provided such logos are approved by the AAPD board of trustees and do not conflict with the AAPD logo in terms of design and color scheme.
District and State Chapters, do you have an AAPD-approved meeting or CE Course you’d like to promote?
AAPD can include these in our bi-monthly E-News. AAPD will also add these under the event section of the AAPD website. Please note that you do need to contact AAPD publications separately from having the meeting or course AAPD-approved through the AAPD meetings department.
AAPD Headquarters can also prepare and send a quarterly District e-newsletter at the request of District leadership. District leaders can gather stories and information and quarterly send to AAPD and we will format and send to members in your district. If this is something you are interested in, contact Web and Social Media Coordinator Lily Snyder to set up your e-newsletter schedule today.
AAPD Social Media
Join the AAPDs activities on the Facebook consumer page, Facebook members only group, Twitter, and Instagram. Doing so will bolster both AAPD's and the Chapter's social media efforts.
VISIT -- FOLLOW -- LIKE -- SHARE
State and District websites are listed on the AAPD website. Don't forget to update or reach out to Lily Snyder to have your chapter included on the list.
Web and Social Media Manager
(312)337-2169 x 24
Consumer Facing Campaign
The mouth monster campaign was created with Weber Shandwick to educate the public; including Parents, Caregivers, Kids, and the Media!
Chapters, if not all members, should be familiar with the content on AAPD Consumer websites in the event they receive a call from the press.
How to Work with Press
Please contact email@example.com for the assistance with the following:
- Vet the media source: request questions, length of interview, determine scope (live/broadcast/region), learn pre-dispositions
- Play interference, Recommend AAPD Spokesperson, and/or Prepare the member/chapter for an interview
- Track throughout entire process
What to Do
- Train your staff ahead of time on how to react when receiving a call from press
- Take your time to respond; your staff should request a timetable from them for you to get back in touch
- From here we recommend reaching out to AAPD, however, next steps:
- Check the outlet
- Choose your messages
- Plan your defense
Don't forget that the information they are seeking may already be available on AAPD's consumer facing websites in the form of previous AAPD media placements and interviews.
How to Face a Media Crisis
Do's and Don'ts
- Do: Check in with AAPD
- Don't speculate
- Don't say "no comment"
- Don't minimize the crisis
- Do: Voice concern about the situation
Trust and Credibility of Speaker
Director of Research and Policy Center Dr. Robin Wright, has provided two charts representing the public's 'trust determination' based on the level of anxiety for the subject/crisis at hand:
Trust Determination - Low Anxiety
- Competence/expertise: 50%
- Caring/empathy: 15-20%
- Honsty/openness: 15-20%
- Dedication/commitment: 15-20%
Trust Determination - High Anxiety
- Competence/expertise: 15-20%
- Caring/empathy: 50%
- Honesty/openness: 15-20%
- Dedication/committment: 15-20%
Robin Wright, Phd
Director, Research and Policy Center
(312)337-2169 x 33
Understanding ADA CERP
The Continuing Education Recognition Program (CERP) does not accredit individual activities. CERP recognizes providers of continuing dental education (CDE) activities.
Recognition provides assurances to the public and governmental agencies (i.e. state licensing boards) that continuing education activities meet or exceed established standards for providing high quality educational experiences.
Extended Approval Process
CERP allows its recognized providers to extend their approval to constituent or component societies. The AAPD acts as the "approver" for the local CDE provider.
Benefits of Participating
- Provides a layer of quality assurance
- Allows the component society to utilize CERP recognition statement in promotional materials
- AAPD provides certificates of attendence to the component society
Educational Development and Academic Support Manager
(312)337-2169 x 30
Developing CE Courses and Getting Them Sponsored
- Identify the learner
- who is your target audience?
- who is attending and why would it benefit them?
- Understand the needs of your target audience
- review comments from past evaluations to determine topics
- conduct surveys
- read articles
- talk to industry peers
- Create balance for total audience
- consider offering a variety of courses to meet the needs of early career as well as seasoned experts
Development of Content
- Build the education by aligning course objectives, teaching and learning strategies, and outcomes
- Use a backwards approach where outcomes are developed first and the course is designed by progressing from there
- Write learner centered objectives
- Bring in fresh faces: AAPD Speakers Bureau
- Be sure to teach to the AAPD Guidelines
- Clearly communicate the knowledge and skills to be gained
AAPD Speakers Bureau
Each member of the AAPD Speakers Bureau was carefully reviewed and approved by the AAPD Speakers Bureau Committee. This Speakers Bureau connects state, districts, and dental institutions to the leading experts in the world of pediatric dentistry.
Marketing Your Course
- Product: how are you delivering the education, what are those benefits, and is it meeting the needs of the intended audience?
- Place: Access. Where is the registration for CE? How do they buy it?
- Price: Articulate the benefits relative to price. Value is the most important approach.
- Promotion: Educate your audience on the existence of your course. Email, website, social media, print, word of mouth.
Coordination with AAPD
AAPD will help promote your CE by including the courses in our eNews which is distributed bi-monthly. Don't directly compete with AAPD courses by offering programs outside of the chapter's state or district with the intent to offer annually or on a consistent basis. AAPD coordinates the time and place of our CE offerings to make sure they don't conflict with chapter CE courses.
- Learn what's important to potential sponsors
- Have options at different price points
- Create a customized opportunity
- Identify benefits to demonstrate their ROI
- Talk to your peers to share best practices
Kristi Casale, CMP, DMCP
Senior Meetings & Continuing Education Director
(312)337-2169 x 18
Why Incorporation Matters
AAPD Bylaws Chapter VII, Section 1.B. provide that:
"State Units shall be duly incorporated, non-profit organizations governed by an adopted constitution and bylaws which shall not be in conflict with or limit the constitution and Bylaws of the Academy."
Legal protection is important - incorporation protects against individual liability of officers, directors, and individual members.
A Brief Word About Directors and Officers Liability Insurance
The AAPD provides directors and officers (“D&O”) liability insurance for each of the recognized district and state chapters. This coverage is provided under the AAPD’s overall D&O policy. Note that coverage also extends to those Canadian provinces with state-equivalent chapters. The AAPD pays the premium for this insurance.
This membership benefit for chapters hopefully frees up additional resources in your budget. The D&O policy covers directors, officers, employees and the association as an entity, with aggregate coverage of $5,000,000 (including Employment Practices Liability and Third Party Liability) and $2,000,000 aggregate coverage for Fiduciary Liability. Further, legal defense costs are covered outside of the liability limit.
The D&O carrier, Arch Insurance, was selected by the American Society of Association Executives their endorsed D&O carrier for associations.
D & O Coverage
- Up to $250,000 for crisis management costs (including legal and public relations) for fund-raising fraud, management crisis, public relations event, or regulatory crisis.
- Up to $100,000 for crisis management costs for network security breach and privacy violation.
- Up to $50,000 in business travel accident coverage.
- Unlimited extended reporting period for all past board members.
- Up to $25,000 for conference cancellation.
How Incorporation Works
Most chapters are incorporated in their home state. Exceptions: Maryland, Massachusetts and Minnesota are incorporated in Illinois which has a very user friendly non-for profit corporation statute.
You can check the status via your Secretary of State’s website.
Annual reports with a modest fee must be filed each year to keep the incorporation valid. This can be done online.
If your chapter is NOT incorporated let AAPD know. We can help with filing in your state. Our outside law firm Barnes and Thornburg in Chicago has assisted chapters with incorporation.
This is an income tax exemption with the IRS.
This is not a state sales tax exemption (those are much harder to obtain– e.g. neither AAPD nor the AAPD Foundation has an Illinois state sales tax exemption).
Chambers of commerce and associations are generally considered by the IRS to be “business leagues” as defined by Section 501(c)(6) of the IRS Code.
Many associations and chambers operate a general education foundation which is organized under the provisions of Section 501(c)(3) of the IRS Code. This can be directly related to or affiliated with the 501 (c)(6) association without affecting the tax exempt status of either entity. Hence, AAPD is a 501 (c) (6) entity whereas the AAPD Foundation is a 501 (c) (3) entity.
Things the IRS looks to determine whether an association qualifies as tax exempt:
- that it not be organized for profit.
- that no part of its earnings inure to the benefit of any private shareholder or individual (except as payment for services rendered to the association).
- that the organization be an association of persons or firms having a common business interest.
- that its activities be directed to the improvement of conditions in one or more lines of business.
- that it not be engaged regularly in a business of a kind ordinarily carried on for profit.
- that its activities not be confined to the performance of particular services for individual members.
- that it be a business league and in the same general class as a chamber of commerce or board of trade.
Filing for exemption on your own (IRS form 1024)
Some chapters obtained their own income tax exemption years ago by filing directly with the IRS.
For tax-exempt organizations, a 990 form must be filed each year, or else exemption will lapse.
- Form 990 is filed for informational purposes only.
- Form 990 is filed by the fifteenth day of the fifth month following the end of the organization’s tax year. (May 15 for calendar year organizations). Extensions may be obtained.
- Form 990 includes Part VI questions on governance, management, and disclosure.
If an organization has gross receipts less than $200,000 and total assets at the end of the year less than $500,000, it can file Form 990-EZ, instead of Form 990. If gross receipts are under $50,000 annually you can file a 990-N e-postcard online.
AAPD Group Exemption
This was obtained by the AAPD in 2012. (GEN 5907)
Maintenance of this group exemption requires an annual filing by AAPD, and we can add new chapters as needed (provided a chapter has not previously sought tax exempt status).
As of 2019 the following 14 chapters are included: Connecticut, District of Columbia, Iowa, Maine, Maryland, Massachusetts, Minnesota, Mississippi, New Hampshire, New York, South Carolina, Tennessee, and Wisconsin plus the Northeastern Society.
AAPD files a 990-N online each year for each chapter in the group exemption if the chapter has under $50,000 in gross annual receipts, once we verify this financial information with the chapter. For the fiscal year ending June 30, filing must be complete by November 15, but AAPD files the 990-N forms in early July each year. Chapters above the $50,000 threshold but under $200,000 need to file the 990-EZ form. The AAPD assists in this process in working with an outside CPA firm.
Confirm not-for-profit/non-profit corporate status in your state and make sure annual reports are being filed with the Secretary of State.
Confirm tax-exempt status. Under certain conditions AAPD may be able to add you to the group exemption.
Follow-up with AAPD as needed.
Consider allocating some amount in your chapter budget for legal expenses in these matters; AAPD can help but it is a shared partnership.
C. Scott Litch, Esq, CAE
Chief Operating Officer and General Counsel
(312)337-2169 x 29
Looking to find about what might be around the corner in the new year for CDT? Is your State or District having an issue with any claims? Are you looking to have a coding workshop at your next chapter event?
These are all things AAPD's Dental Benefit's Director, Mary Essling, RDH, MS, can help you with. AAPD appreciates being kept informed of issues related to your particular state.
Resolve Claim Disputes
- Low Reimbursements
- Denied Services
- Contract Provisions
Free Coding & Insurance Workshops
- 2.5 hour course with 30 min Q&A
- Coding Issues
- Claims Processing
- Tips of Narrative Writing
- Chapter responsible for airfare and one night hotel expense
Mary Essling, RDH, MS
Dental Benefits Director
(312)337-2169 x 36
Summit & Workshop Documents
Sheraton Grand Hotel
Review agenda, attendees, and materials provided by AAPD Staff and Members.
2020 AAPD Chapter Leaders Virtual Town Hall
On October 3, 2020, the AAPD hosted a virtual Town Hall for Chapter Leaders. The recorded event appears below. Click here to review the presentations and view a list of attendees.