Membership Subscription Policy

CF360 v7.1

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Timeframe for review:                   Every two years, or earlier if required

Document authorisation:              ACEM Board

Document implementation:          Accounts Manager

Document maintenance:               Governance and Standards Support Officer

Revision History

Copyright

2023. Australasian College for Emergency Medicine. All rights reserved. 

1. Purpose and scope

The Australasian College for Emergency Medicine (ACEM; the College) is a membership-based organisation and all members of the College, unless otherwise provided for in the ACEM Constitution or College regulations, are required to pay a subscription fee as part of their annual renewal of membership. This policy relates to the annual subscription fees payable by College members and to fees payable by those individuals seeking admission to membership of the College. The purpose of this policy is to outline circumstances in which a reduction in the annual subscription fee may be granted on the grounds of financial exemption, concession or hardship to ensure a consistent approach is applied to the determination and granting of such requests. 

2. Membership application fee

Applications for election to membership of the College must be made on the appropriate prescribed form and be accompanied by payment of the relevant application fee and a pro-rata subscription fee.  Admission to membership is subject to payment of such fees and is contingent upon meeting the requirements as detailed in the ACEM Constitution, clause 2.6 – Admission to membership, and the applicable regulations.

3. Subscription fees

Pursuant to the ACEM Constitution and associated regulations, a membership subscription fee is payable each year by all members of the College, with exception of Honorary Fellows, Retired Fellows, and International Affiliate members from Developing Countries.

3.1 Timing of accounts

The annual subscription fee is for the financial year from 1 July to 30 June. Accounts for payment of a members’ annual subscription are ordinarily raised in early June, prior to the commencement date of the financial year to which they relate. Invoices are made available via My ACEM.

Subscriptions are due for payment on 1 July of each financial year (the ‘due date for payment’) and are payable within 30 days of that date (i.e., 30 July).

3.2 Payment options

Payment options are detailed on the subscription invoice. Ordinarily, payments may be made by BPAY® (only available with Australian banking institutions), credit card or cheque. Payments by credit card are to be made online via My ACEM (www.acem.org.au/pay). Once payment has been made and funds have been received by the College, a receipt will be issued to the member and made available via My ACEM.

3.3 Consequences of non-payment

a.    Pursuant to clause 3.2 of the ACEM Constitution, any member whose subscription has not been paid within three (3) calendar months of the due date for payment (i.e., 1 October) will become liable to payment of a surcharge (‘late lodgement fee’) of ten (10) percent on the outstanding amount.

b.    Pursuant to clause 3.3 of the ACEM Constitution, a member whose subscription or other fees remain unpaid six (6) months after they become due and payable (i.e., 1 February) shall cease to be a member of the College and shall lose all rights and privileges of membership pursuant to clause 4.2.1(f).

An individual who has ceased to be a member of the College pursuant to clause 4.2.1(f) of the ACEM Constitution may seek formal reinstatement as a member of the College in accordance with the provisions of Regulation A8. Such requests must include a written statement to the ACEM Board and payment of reasonable costs and expenses associated with reinstatement, including but not limited to, a reinstatement fee. The decision to reinstate a member is at the sole discretion of the ACEM Board and will be final.  

4. Exemptions and concessions

4.1 Applications

Members may apply to the College to receive a reduction (exemption or concession) on their subscription fee on pre-defined grounds (see Section 42, below). Any application for exemption or concession must be applied for each financial year, unless specified otherwise in this policy. The application for exemption or concession and accompanying supporting evidence (as required) must be submitted not later than
31 December in the relevant financial year. Any application should ordinarily be made prior (prospectively) to payment of the annual subscription fee.

Applications must be made on the prescribed form and, in addition to any other details required by this policy, must include:

• the grounds upon which the application is made;
• the length of time for which the exemption or concession is sought (where applicable); and
• information or supplementary documentation in support of the application, as required.

4.2 Grounds for financial exemption and concession

The grounds upon which a concession to the annual subscription fee may be granted and the associated percentage of full subscription fee payable (discount) are outlined in Appendix A.

Such grounds include but are not limited to:

• Incapacitating illness
• Working solely in a humanitarian or similar voluntary field
• Residing overseas
• Leave resulting from pregnancy, parental leave or carer leave (or other leave covered by anti-discrimination law)
• Part-time work (clinical) 20 hours or less per week following or arising from leave resulting from pregnancy, parental leave or carer leave (or other leave covered by anti-discrimination law)
• Part-time work (non-patient contact) 20 hours or less per week in a role which does not involve patient contact in a clinical capacity
• Full-time study
• Aged-based (65 years or over).

The College may grant an exemption or concession outside the stipulated grounds in exceptional circumstances, including on the basis of compassionate leave, extended leave due to illness, and reduced capacity to work. Members wishing to discuss their circumstances should contact the Finance Team (This email address is being protected from spambots. You need JavaScript enabled to view it.). Such matters will be considered and approved by the College on an individual basis.

4.3 Determination

Applications for exemption and concession will be reviewed by the ACEM Finance Team in consultation with the College Chief Executive Officer, as appropriate. The College may request further information from the member prior to making a determination on the application and, at its absolute discretion, may approve the application, either wholly or in part, impose any conditions it deems appropriate on any approval given, or refuse the application.  

4.4 Duration of exemption or concession

Unless otherwise indicated in this policy or otherwise determined by ACEM, any approval granted will apply only to the financial year to which the subscription relates.

4.5 Member obligations

Members who have been granted exemptions or concessions must notify the College immediately if there is any change to the circumstances under which they have been granted an exemption or concession.

4.6 Financial hardship

ACEM may, at its absolute discretion, grant a concession or deferral of payment to a member in cases of financial hardship.  Applications will be considered on a case-by-case basis.  Applications must be made in writing to the College addressed to the College Chief Executive Officer and include details of reasons for the request, any supporting documentation (if applicable), and a proposed schedule for payment of the fee (if applicable). Applications must ordinarily reach the College prior to 31 December in the financial year to which the subscription relates. Factors that will ordinarily not be taken into consideration include: mortgage(s), school fees; completing multiple training program(s); and other ordinary expenses.

4.7 Special consideration

The College may grant an exemption or concession outside the grounds outlined in section 4.2 in exceptional circumstances, including on the basis of compassionate leave, extended leave due to illness, reduced capacity to work and financial hardship. Members wishing to discuss their circumstances should contact the Finance Team (This email address is being protected from spambots. You need JavaScript enabled to view it.) in the first instance. Such matters will be considered and approved by the College on an individual case-by-case basis.

4.8 Review of decision by ACEM

ACEM may review a decision it has previously made granting an exemption or concession if the circumstances under which the decision was made have materially altered; and may, at its absolute discretion, vary the conditions of or revoke the exemption or concession, whether retrospectively or otherwise.