Start an APS Chapter

Why an APS Chapters Program?

A collective voice sharing a mission for physiology will enhance our ability to support and strengthen the discipline. APS is an internationally recognized leader in the discipline of physiology and related disciplines. Working with an effective network of APS Chapters, we can support the role of physiologists and those wishing to further their careers in physiological research, education, physiology students and physiologists working in industry. Chapters are ideal vehicles for informative meetings and networking at the local level. No matter how large or small, all Chapters work for the goals of the Society which is the advancement of physiological sciences and related disciplines. Thank you for your interest in starting an APS Chapter in your region.

Getting Your Chapter Started

We are your partners in this process and are here to work with you along the way. If you have any questions or if you are ready to start a Chapter, please contact APS.

The following is the approval process for getting your Chapter started:

1. Review the APS Chapter Formation Guidelines.
2. Complete the APS Chapter Formation Application.
3. Schedule an interest call with the APS Chapter Advisory Committee.
4. Once the Chapter Formation Application is approved, complete requirements of the Chapter Affiliation Agreement.
5. Sign Chapter Affiliation Agreement and submit to APS.

APS Chapter Affiliation Agreement

The Chapter Affiliation Agreement is an official document between the Society and the Chapter detailing responsibilities and expectations of both parties.

The document is only completed after your new Chapter has been approved.

APS Chapter Program Model

APS’ Chapter program is based on a model in which each Chapter is incorporated as a separate legal entity with nonprofit tax-exempt status, and is affiliated with APS through an APS Chapter agreement. This agreement is framed around a shared commitment to our common vision, is drafted in the spirit of collaboration, mutual responsibility and collective impact.

Information and Tools for Chapter Applicants

The legal and IRS process for creating a Chapter is relatively straightforward. Below is some guidance to help you get started. Again, we are here to help you so please do not hesitate to contact us if you have any questions.

Please note: Do not complete these documents until your Chapter is approved.

Legal Entity

APS recognizes that Chapters may be at different stages of organization, from full incorporation and tax-exempt IRS status to a more informal, loosely organized group. To be part of this program, Chapters must be incorporated as separate legal entities, have an Employer ID Number (or EIN), and hold nonprofit tax-exempt status. This provides legal protection to Chapter leaders and forms the basis of our joint Chapter agreement.

How to do this:

1. Incorporate as a nonprofit legal entity. The simplest way to do this is to visit your Secretary of State’s website and file as a nonprofit corporation. As part of this process, your state will ask for Articles of Incorporation.
2. Get an Employer Identification Number (EIN) from the IRS. The EIN is a unique number that identifies your organization to the IRS and is required even if your Chapter will not have employees. You must have incorporated at the state level first to get an EIN (step #1 above). You can apply for your EIN online at: irs.gov/modiein/individual/index.jsp
3. Attain federal tax-exempt status using IRS Form 1023 EZ.
4. Of note, incorporation (step #1 above) is not the same as “tax-exempt status” (step #3), a term the IRS uses to exempt certain organizations from federal income tax. Federal exemption also does not relieve your organization of the obligations to pay state and local taxes.

Tax Filings

Below is an overview of what Chapters are responsible for and where APS can be of assistance:

1. Federal tax filings. The federal government requires both APS and all Chapters to file taxes annually using an IRS Form 990 or—if annual income is under $50,000—using Form 990N (known as the “postcard”). Failure to submit these forms for 3 consecutive years will result in the Chapter automatically losing tax-exempt status.
2. State and local tax filings. All Chapters are responsible for their own state and local taxes.

Governance / Management

Each Chapter should have the following governing documents and systems in place:

1. Chapter bylaws. Your Chapter bylaws outline the officer positions and tasks assigned to each position. Most Chapters have the positions of President, President Elect, Secretary, or Treasurer. When there is a change in officers, please notify APS. If you are creating a new Chapter, APS can provide you a sample bylaw template.
2. Chapter bank account. Please establish a bank account at a bank of your choosing.
3. APS will provide a one-time new Chapter startup payment of up to $2,000 which can be used to open a bank account and defray startup costs.
4. Bookkeeping system. We highly recommend setting up a simple bookkeeping system to manage your revenue and expenses. This will also be important for federal tax filings (Form 990). Quickbooks Online is one helpful tool; small business plan/pricing options are avalable here: quickbooks.intuit.com/pricing.
5. Membership database system. For state and local tax filing purposes each Chapter must maintain records of membership status and payment of dues.

Membership and Dues

Chapters have full flexibility to set dues levels. When setting the annual dues amount, consideration should be given to the amount of dues revenue needed to, at a minimum, support the Chapter by covering all its expenses. An annual budget will help in this regard.