CSHP Elected Executive Officer Responsibilities and Timelines Presidential Officers cycle from President Elect to President to Past President. However, each Presidential Officer will carry one of three Liaison roles (Internal, External or Vision) through their three year cycle. The Treasurer will carry the Finance Liaison role throughout his/her three year term. See Appendix 1 for a summary of Time Commitment for Executive Officers and Appendix 2 for detailed Executive Liaison Responsibilities. Note: The responsibilities outlined in this document are in addition to those outlined in the CSHP Bylaws. PRESIDENT ELECT Member of Executive Committee and Board Professional Photos Finances CJHP - Presidential Officer Report (POR) Executive Meeting Teleconferences CEO Symposium (CSAE or ASAE) Portfolio Terms of Reference CJHP Presidential Officer Report (POR) Professional Practice Conference (PPC) Mid-term Board Meetings (MBM) For CJHP Presidential Officer Reports, etc. (obtain requirements from Publications Administrator) -- expensed to CSHP Contact national Treasurer for an orientation to the CSHP financial spreadsheets Write a self-introduction as incoming President Elect (250 words for Sept-Oct issue) PORs coordinated by CSHP s Publications Administrator Monthly meetings (schedule determined at October Executive meeting) Note: include Executive Assistant on ALL Executive business emails Attend session on board governance with Chief Executive Officer preferred date and location to be agreed with the CEO Work with chairs to review/revise affiliated board, committee and task force terms of reference. Write Presidential Officer Report (aka Commentary from Presidential Team) for March-April issue of the Journal -- topic to be drawn from portfolio activity and shared with all Exec as an FYI Attend conference, Career Opportunities evening, Awards presentations, New Fellows reception, DSA winners reception and dinner, joint officer and industry representative meetings, suite duty, ad hoc meetings Conference Chair-of-the-day for one day Executive schedule provided by the Executive Assistant Duration of time commitment for PPC is 4-5 days. Submit President Elect report -- 6-8 weeks prior recommendations and items for consideration prior to MBM Meeting material will be available on the CSHP website; download all meeting materials for use at meetings Updated: January 2019 1 June May/June Twice a year, as per Schedule of Deadlines for Journal Commentary from Presidential Team Monthly Fall or Winter (1-2 days + travel) November Twice a year, as per Schedule of Deadlines for Journal Commentary from Presidential Team January/ February February to March MBM in April
Past President s Tribute Planning CJHP Presidential Officer Report (POR) Fall Board Meetings and Annual General Meeting (AGM) Year-in-Review Portfolio Update Strategic Plan Update (Vision Liaison only) Attend Executive, Board Development Session, Issues Day and Board Meeting If External Liaison, allow an extra day, either before or after the Board Meetings, for joint meetings with external organizations arranged by the office, Duration of time commitment for MBM is 4 5 days Plus: Performance appraisal of CEO with President and one Board member With Board members, start to plan a simple tribute to the outgoing President As a CSHP tradition, the tribute would include a speech with a brief power presentation (typically with pictures) to roast/toast the outgoing President and purchase/inscribe a tee shirt with a logo or insignia that meant to reflect the President s term in office Write Presidential Officer Report (aka Commentary from Presidential Team) incoming President (for Sept-Oct issue) focus should be vision for coming presidential year Board Meetings: Submit President Elect report 6-8 weeks prior recommendations and items for consideration prior to Fall Board Meetings Meeting material will be available on the CSHP website for review; download all meeting material for use at meetings Attend Executive Meetings (2), Issues Day, Board Meetings (2), the New Board Orientation (President Elect Chairs the New Board Orientation Session) and AGM Also attend Joint Officer Meetings and Strategic Planning Meeting, when applicable Vision Liaison chairs the Strategic Planning Meeting Duration of time commitment for Fall Board Meetings and AGM is 4 6 days Note: As the new President, you Chair the post-agm New Board and Executive meetings Plus: If Internal Liaison, attend and chair Branch Presidents Meeting AGM - report on your portfolio (5 minutes maximum) July to September Twice a year, as per Schedule of Deadlines for Journal Commentary from Presidential Team August to October Write office copy-edits and distributes in ebulletin Oct./November Write office copy-edits and posts on website Oct./November Updated: January 2019 2
PRESIDENT Member of Executive Committee and Board Post-Fall Board Meeting and AGM Update to Members Executive Meeting Teleconferences Travel Schedule Meetings with Chief Executive Officer Portfolio Terms of Reference CEO Performance Appraisal CJHP Presidential Officer Report (POR) Professional Practice Conference (PPC) Midterm Board Meetings (MBM) Write office copy-edits and sends as e-announcement Monthly meetings (schedule determined at October Executive meeting) As President, you chair the meetings Note: include Executive Assistant on ALL Executive business emails Schedule reviewed trips assigned at the post-agm Executive meeting (demand varies with portfolio) You make your own travel arrangements, with assistance as needed from the office Note: Be sure to send copies of all original receipts (with Travel Claim) for charges on the CSHP credit card to the Finance Administrator. By telephone regular schedule to be established Work with chairs to review/revise affiliated board, committee and task force terms of reference. Begin the process of the CEO performance appraisal email evaluations to the Board, staff, and external stakeholders Write Presidential Officer Report (aka Commentary from Presidential Team) for Nov-Dec issue of the Journal -- topic to be drawn from portfolio activity and shared with all Exec as FYI May/June issue of the Journal Attend conference, Career Opportunities evening, Awards presentations, New Fellows reception, and DSA winners reception and dinner, joint officer and industry representative meetings, suite duty, ad hoc meetings Prepare summary notes from meetings attended for circulation to Board and/or discussion at a subsequent Executive Meeting Conference Chair-of-the-day for Opening Day Executive schedule provided by the Executive Assistant Duration of time commitment for PPC is 4-5 days. Submit President s report 6-8 weeks prior recommendations and items for consideration prior to MBM Meeting material will be available on the CSHP website; download all meeting materials for use at meetings Attend Executive, Board Development Session, Issues Day and Board Meeting If External Liaison, allow an extra day, either before or after the Board Meetings, for joint meetings with external organizations arranged by the office, Duration of time commitment for MBM is 4 5 days Oct/November Monthly Ongoing Weekly/ Monthly November December/ January Twice a year, as per Schedule of Deadlines for Journal Commentary from Presidential Team January/ February February to March MBM in April Updated: January 2019 3
Harrison Conference/ Banff Seminar Post-MBM Board Meeting Update to Members Nominating Committee Fall Board Meetings and Annual General Meeting (AGM) Year-in-Review Portfolio Update Strategic Plan Update (Vision Liaison only) Transition of Office Plus: Performance Appraisal of CEO with President Elect (arrange time with CEO) Attend the Harrison Conference/Banff Seminar (complimentary registration) and give a 15-minute CSHP National Update. Time of update on program to be confirmed with organizing committee. Write office copy-edits and sends as e-announcement (if membership fee increase approved at MBM, include rationale for increase) Include announcement of nomination of incoming President Elect As incoming Chair of the Nominating Committee, recruit replacements for those members of the Nominating Committee ending their terms Board Meetings: Submit President s report 6-8 weeks prior recommendations and items for consideration prior to Fall Board Meetings Meeting material will be available on the CSHP website for review; download all meeting material for use at meetings Attend Executive Meetings (2), Issues Day, Board Meetings (2), the New Board Orientation (President Elect Chairs the New Board Orientation Session) and AGM At the New Board Meeting, pass the gavel to the new President Also attend Joint Officer Meetings and Strategic Planning Meeting, when applicable Vision Liaison chairs the Strategic Planning Meeting Duration of time commitment for Fall Board Meetings and AGM is 4 6 days Note: As the new President, you Chair the post-agm New Board and Executive meetings Plus: If Internal Liaison, chair Branch Presidents meeting AGM - report on your portfolio (5 minutes maximum) Write office copy-edits and distributes in ebulletin Write office copy-edits and posts on website At end of term as President, meet with incoming President Elect to ensure smooth transition of office. February/March May June August to October Oct./November Oct./November Sept./October Updated: January 2019 4
PAST PRESIDENT Member of Executive Committee and Board Executive Meeting Teleconferences CJHP Presidential Officer Report (POR) Portfolio Terms of Reference Nominating Committee Professional Practice Conference (PPC) Midterm Board Meetings (MBM) Transition of Office CJHP Presidential Officer Report (POR) Fall Board Meetings and Annual General Monthly meetings (schedule determined at October Executive meeting) You don t have to chair the meetings anymore! Note: include Executive Assistant on ALL Executive business emails Write Presidential Officer Report (aka Commentary from Presidential Team) for Jan-Feb issue of the Journal -- topic to be drawn from portfolio activity and shared with all Exec as FYI Work with chairs to review/revise affiliated board, committee and task force terms of reference. As Past President, Chair the Nominating Committee (refer to CSHP s Nominating Committee Policy and Procedures). Assistance provided by CSHP s Executive Assistant Submit Nominating Committee report to Board for MBM Board meetings, presenting candidates for nomination, and subsequent election at AGM Contact successful and unsuccessful candidates after the elections Attend conference, Career Opportunities evening, Awards presentations, New Fellows reception, and DSA winners reception and dinner, joint officer and industry representative meetings, suite duty, ad hoc meetings Prepare summary notes from meetings attended for circulation to Board and/or discussion at a subsequent Executive Meeting Conference Chair-of-the-day for one day Executive schedule provided by the Executive Assistant Duration of time commitment for PPC is 4-5 days. Submit Past President s report 6-8 weeks prior recommendations and items for consideration prior to MBM Meeting material will be available on the CSHP website; download all meeting materials for use at meetings Attend Executive, Board Development Session, Issues Day and Board Meeting If External Liaison, arrive a day early for joint meetings with external organizations arranged by the office Duration of time commitment for MBM is 4 5 days Meet with incoming Portfolio Liaison to create plan for smooth transition of office. Write Presidential Officer Report (for July-Aug Issue) topic of choice; not necessarily portfolio-based Board Meetings: Submit Past President s report 6-8 weeks prior Monthly Twice a year, as per Schedule of Deadlines for Journal Commentary from Presidential Team November Post AGM March Updated: January 2019 5 April January/ February February to March MBM in April April/May Twice a year, as per Schedule of Deadlines for Journal Commentary from Presidential Team August to October
Meeting (AGM) Year-in-Review Portfolio Update Strategic Plan Update (Vision Liaison only) recommendations and items for consideration prior to Fall Board Meetings Meeting material will be available on the CSHP website for review; download all meeting material for use at meetings Attend Executive Meetings (2), Issues Day, Board Meetings (2), the New Board Orientation (President Elect Chairs the New Board Orientation Session) and AGM Also, may attend Joint Officer Meetings and Strategic Planning Meeting, when applicable Vision Liaison chairs the Strategic Planning Meeting Duration of time commitment for Fall Board Meetings and AGM is 4 6 days Plus: If Internal Liaison, attend and chair Branch Presidents Meeting AGM - report on your portfolio (5 minutes maximum) Plan to meet with the incoming President Elect for a portfolio review Write office copy-edits and distributes in ebulletin Write office copy-edits and posts on website Oct./November Oct./November Updated: January 2019 6
TREASURER Member of Executive Committee and Board Executive Meeting Teleconferences Portfolio Terms of Reference Chair of Finance and Audit Committee Professional Practice Conference (PPC) Midterm Board Meetings (MBM) Post-MBM Board Meeting Update to Members Fall Board Meetings and Annual General Meeting (AGM) Prepare a report of CSHP s financial status and activities of the Finance and Audit Committee Present audited statement to the Board for approval Submit annual budget for the Society, CJHP and CPRB to the Board for approval Review proposed plans and programs with regards to financial implications for the Society Monthly meetings (schedule determined at October Executive meeting) Note: include Executive Assistant on ALL Executive business emails Work with chairs to review/revise committee and task force terms of reference. Develop and recommend fiscal policy to the Board Review and update signing authority on all CSHP and Foundation accounts at the beginning of every fiscal/membership year Attend conference, Career Opportunities evening, Awards presentations, New Fellows reception, and DSA winners reception and dinner, joint officer and industry representative meetings, suite duty, ad hoc meetings Prepare summary notes from meetings attended for circulation to Board and/or discussion at a subsequent Executive Meeting Executive schedule provided by the Executive Assistant Duration of time commitment for PPC is 4-5 days. Submit Treasurer s report 6-8 weeks prior recommendations and items for consideration prior to MBM Meeting material will be available on the CSHP website; download all meeting materials for use at meetings Attend Executive, Board Development Session, Issues Day and Board Meeting If External Liaison, arrive a day early for joint meetings with external organizations arranged by the office Duration of time commitment for MBM is 4 5 days Write office copy-edits and sends as e-announcement (if membership fee increase approved at MBM, include rationale for increase) Board Meetings: Submit Treasurer s and/or Finance and Audit Committee reports report 6-8 weeks prior recommendations and items for consideration prior to Fall Board Meetings Meeting material will be available on the CSHP website for review; download all meeting material for use at meetings Attend Executive Meetings (2), Issues Day, Board Meetings (2), the New Board Orientation and AGM Also attend Joint Officer Meetings and Strategic Planning Monthly November January/ February February to March MBM in April April/May August to October Updated: January 2019 7
Year-in-Review Portfolio Update Transition of Office Meeting, when applicable Duration of time commitment for Fall Board Meetings and AGM is 4 6 days Plus: AGM - report on your portfolio (5 minutes maximum) Write office copy-edits and distributes in ebulletin At end of term, meet with incoming Treasurer to ensure smooth transition of office. Oct./November Sept./October APPENDIX 1 Updated: January 2019 8
Summary of Time Commitment Executive Officers Executive Officers must be able to attend the following meetings each year over the term of their appointment. Many meetings are scheduled over weekends; however most meetings involve some time away during the week, including travel time. AGM and Fall Board Meetings Professional Practice Conference Mid-term Board Meetings Branch visits ASHP/MAHP/CSHP Trilateral meetings External conferences Total estimated annual time commitment 4-6 days 4-5 days 4-5 days 0-4 days 2-3 days 0 10 days 14-33 days Executive Officers must be able to commit the following time during normal working hours or on weekends/evenings. Executive Officer teleconference / Once per month, 2 hours Committee conference call / Varies according to committee/liaison responsibilities CEO/Presidential telephone call / Once per week, 1-2 hours Email correspondence / Time varies--average 4/5 hours per week (Officers must respond to email in a timely fashion.) Correspondence, discussion with other members, follow-up with committees, media inquiries and other CSHP work / Time varies--average 4 hours per week Media interviews as required Recognizing their own work schedules, Executive Officers need to be available to deal with evolving issues on an unplanned basis. Flexibility of availability and schedule is required. Updated: January 2019 9
APPENDIX 2 Executive Liaison Responsibilities External Liaison The duties and responsibilities of the External Liaison include, but are not restricted to: General: Exercise leadership in motivation of officers, committee members, and membership. Regular telephone or email communication with the Chief Executive Officer is generally required to address issues requiring CSHP comment and action. Ensure Executive and Board members are informed of significant activities on behalf of the Society; primarily through the office of the Chief Executive Officer. Responsible, in conjunction with the Executive Committee, for reviewing requirements for assigned Committees and Task Forces. Act as CSHP as spokesperson, on issues relating to assigned portfolio, personally or through the Chief Executive Officer; to the press, public, legislative bodies and related organizations. Review and update signing authority on all CSHP and R&E Foundation accounts at the beginning of every fiscal/membership year. Serve as ex-officio member of assigned committees and task forces: Establish the terms of reference for assigned committees and task forces in accordance with the Bylaws and direction from the Board and Executive. Function as liaison with Executive. Coordinate the activities of assigned committees and task forces in respective portfolio. Review minutes and reports (in particular recommendations) and ensure clarity of intent. Appoint Chairs for assigned committees and task forces: Select with input from Executive and Board members suitable candidates for chair positions. Offer the position to the candidate, ensuring duties and responsibilities are fully outlined. Notify the Board of the names of chairpersons, following the Annual General Meeting. Represent CSHP at meetings of other health care associations, government and industry: Chair Joint Officer Meetings (JOM) hosted by CSHP, namely those scheduled around MBM and CPhA Conference. Represent the Society at other meetings as required. Represent CSHP at Canadian Pharmaceutical Association Annual Meeting: Attend the CPhA Annual Meeting as official representative of the Society. Maintain communication with membership: Establish, in conjunction with Executive, a travel itinerary which includes attendance at Branch Members' Dialogue sessions and Branch Annual Meetings. Prepare Presidential Officer's Report, according to established schedule, for publication in CJHP; and while President, reports to members following the Midterm and Fall Board meetings, for distribution by eannouncement. Updated: January 2019 10
Prepare correspondence: Prepare correspondence, related to assigned portfolio, representing the official position of the Society on major issues; acting as a CSHP spokesperson. Conduct any other correspondence, related to assigned portfolio, as may be required. Ensure thank you letters are sent to assigned chairpersons and representatives of past year. Internal Liaison The duties and responsibilities of the Internal Liaison include, but are not restricted to: General: Exercise leadership in motivation of officers, committee members, and membership. Regular telephone or e-mail communication with the Chief Executive Officer is generally required to address issues requiring CSHP comment and action. Ensure Executive and Board members are informed of significant activities on behalf of the Society; primarily through the office of the Chief Executive Officer. Responsible, in conjunction with the Executive Committee, for reviewing requirements for assigned Committees and Task Forces. Responsible, in conjunction with the Executive, for monitoring and evaluating organizational performance and effectiveness. Review and update signing authority on all CSHP and R&E Foundation accounts at the beginning of every fiscal/membership year. Conduct and prepare the performance appraisal of Chief Executive Officer: Responsible, in conjunction with the other Executive Officers and Board members, for reviewing the performance of Chief Executive Officer. Conduct the annual performance review of the Chief Executive Officer, in conjunction with the other Executive Officers. Present a summary of the performance review, in the presence of the Chief Executive Officer s, to an In- Camera session of the Board. Determine in conjunction with the other Executive Officers the Chief Executive Officer s salary in accordance with established salary guidelines. Ensure a written summary of the appraisal is prepared, signed, dated and placed on file in the Society Offices. Serve as ex-officio member of assigned committees and task forces: Establish the terms of reference for assigned committees and task forces in accordance with the Bylaws and direction from the Board and Executive. Function as liaison with Executive. Coordinate the activities of assigned committees and task forces in respective portfolio. Review minutes and reports (in particular recommendations) and ensure clarity of intent. Appoint Chairs for assigned committees and task forces: Select with input from Executive and Board members suitable candidates for chair positions. Offer the position to the candidate, ensuring duties and responsibilities are fully outlined. Notify the Board of the names of chairpersons, following the Annual General Meeting. Represent CSHP at meetings of other health care associations, government and industry: Represent the Society at meetings as required. Updated: January 2019 11
Maintain communication with membership: Establish, in conjunction with Executive, a travel itinerary which includes attendance at Branch Members' Dialogue sessions and Branch Annual Meetings. Prepare Presidential Officer's Re Twice a year, as per Schedule of Deadlines for Journal Commentary from Presidential Team ffft, according to established schedule, for publication in CJHP; and while President, reports to members following the Midterm and Fall Board Meetings, for distribution by eannouncement. Prepare correspondence: Prepare correspondence, related to assigned portfolio, representing the official position of the Society on major issues; acting as a CSHP spokesperson. Conduct any other correspondence, related to assigned portfolio, as may be required. Ensure thank you letters are sent to assigned chairpersons and representatives of past year. Vision Liaison The duties and responsibilities of the Vision Liaison include, but are not restricted to: General: Exercise leadership in motivation of officers, committee members, and membership. Regular telephone or e-mail communication with the Chief Executive Officer is generally required to address issues requiring CSHP comment and action. Ensure Executive and Board members are informed of significant activities on behalf of the Society; primarily through the office of the Chief Executive Officer. Responsible, in conjunction with the Executive Committee, for reviewing requirements for assigned Committees and Task Forces. Responsible, in conjunction with the Board, for the establishment of goals and objectives for the organization. Review and update signing authority on all CSHP and R&E Foundation accounts at the beginning of every fiscal/membership year. Serve as ex-officio member of assigned committees and task forces: Establish the terms of reference for assigned committees and task forces in accordance with the Bylaws and direction from the Board and Executive. Function as liaison with Executive. Coordinate the activities of assigned committees and task forces in respective portfolio. Review minutes and reports (in particular recommendations) and ensure clarity of intent. Serve as Chairperson of the Strategic Planning Meetings: Preside at the Strategic Planning meetings. Establish agenda, in conjunction with the Chief Executive officer, for meetings. Strategic Plan Update write in October/November and send to office (Chief Executive Officer and Executive Assistant) for copy-edits and posting on website. Serve as Chair of the PSN Coordinating Committee Refer to PSN Coordinating Committee Terms of Reference (ToR). Represent CSHP at meetings of other health care associations, government and industry: Represent the Society at meetings as required. Appoint Chairs for assigned committees and task forces: Select with input from Executive and Board members suitable candidates for chair positions. Updated: January 2019 12
Offer the position to the candidate, ensuring duties and responsibilities are fully outlined. Notify the Board of the names of chairpersons, following the Annual General Meeting. Maintain communication with membership: Establish, in conjunction with Executive, a travel itinerary which includes attendance at Branch Members' Dialogue sessions and Branch Annual Meetings. Prepare Presidential Officer's Report, according to established schedule, for publication in CJHP; and while President, reports to members following the Midterm and Fall Board Meetings, for distribution by eannouncement. Prepare correspondence: Prepare correspondence, related to assigned portfolio, representing the official position of the Society on major issues; acting as a CSHP spokesperson. Conduct any other correspondence, related to assigned portfolio, as may be required. Ensure thank you letters are sent to assigned chairpersons and representatives of past year. Finance Liaison The duties and responsibilities of the Finance Liaison include, but are not restricted to: General: Exercise leadership in motivation of officers, committee members, and membership. Regular telephone or e-mail communication with the Chief Executive Officer is generally required to address issues requiring CSHP comment and action. Ensure Executive and Board members are informed of significant activities on behalf of the Society; primarily through the office of the Chief Executive Officer. Responsible, in conjunction with the Executive Committee, for reviewing requirements for assigned Committees and Task Forces. Serve as Chair of the Finance and Audit Committee: Responsible for activities outlined in the Policies and Procedures for the Committee. Develop and recommend fiscal policy to the Board. Review and update signing authority on all CSHP and R&E Foundation accounts at the beginning of every fiscal/membership year. Review proposed plans and programs with regards to financial implications for the Society. Serve as ex-officio member of assigned committees and task forces: Establish the terms of reference for assigned committees and task forces in accordance with the Bylaws and direction from the Board and Executive. Function as liaison with Executive. Coordinate the activities of assigned committees and task forces in respective portfolio. Review minutes and reports (in particular recommendations) and ensure clarity of intent. Represent CSHP at meetings of other health care associations, government and industry: Represent the Society at meetings as required. Appoint Chairs for assigned committees and task forces: Select with input from Executive and Board members suitable candidates for chair positions. Offer the position to the candidate, ensuring duties and responsibilities are fully outlined. Notify the Board of the names of chairpersons, following the Annual General Meeting. Updated: January 2019 13
Prepare correspondence: Prepare correspondence related to assigned portfolio representing the official position of the Society on major issues and acting as a CSHP spokesperson. Conduct any other correspondence, related to assigned portfolio, as may be required. Ensure thank you letters are sent to assigned chairpersons and representatives of past year. Updated: January 2019 14