NORTHEAST ASSOCIATION OF ALLIED HEALTH EDUCATORS HANDBOOK

NORTHEAST EDUCATORS N. A. A. H. E. ASSOCIATION OF ALLIED HEALTH NORTHEAST ASSOCIATION OF ALLIED HEALTH EDUCATORS HANDBOOK

TABLE OF CONTENTS Page # Mission Statement 4 Board of Directors 5 Organization Meetings 6 Assets 7 Health Professions Network 8 Conferences 8 Allied Health Program recognition Award 8 General Policies 9 Board Member Responsibilities President 10 President-Elect 11 Vice-President 11 Treasurer 12 Conference Chairperson 12-15 Registration Chairperson 15 Publicity Chairperson 15 Communications Chairperson 16 Awards & Nominations Chairperson 16 Membership Chairperson 17 2

Historian 18 Regional Representatives 18 3

MISSION STATEMENT To maintain and improve upon the high standards of post-secondary education for students and instructors of Allied Health disciplines by stimulating intellectual growth of educators, dissemination of new methods in education and distribution of new standards. Our Objectives Stimulate intellectual growth among professionals involved in Allied Health education. Share educational methods, information and materials for academic and clinical instruction and evaluation. Coordinate opportunities for the membership in an effort to keep current in educational methodologies and in the changing health care environment. Encourage and support communication between Allied Health educators of various disciplines. 4

THE BOARD OF DIRECTORS The Board of Directors is the governing body of the Association. It is to function in a unified democratic manner giving due consideration to any and all issues brought before it by any member of the association. It is the duty of the Board of Directors to uphold the policies adopted by the membership of the Association. Personalities, prejudice and personal conviction must be put aside and the cold light of objective reason adopted as the scale of judgment. The primary duties and organizational structure of the Board of Directors are included in the Bylaws for the Northeast Association of Allied Health Educators. Specific responsibilities are detailed on the following pages. Board Members: President President-Elect Vice-President Secretary Treasurer Conference Chairpersons Registration Chairperson Communications Chairperson Awards and Nominations Chairperson Membership Chairperson Historian Regional Representatives 5

ORGANIZATIONAL MEETINGS 1. Board members shall call the Board meetings for the sole purpose of transacting the business of the organization. 2. The Board functions under majority rule. 3. In the interest of communication and the continuity of Association affairs and policy, it is strongly suggested that all State Representatives and Committee Chairpersons be included in Board meetings. 4. The president, in consultation with other members, must set the time and place for all board meetings with proper and sufficient notification to all that are to attend. 5. The president is to preside at all Board meetings. In the absence of the president, the vice-president will preside. 6. The number of meetings shall be at least two per year. The Board has the power to hold Board meetings at the discretion of its members. 7. The annual Business Meeting will be held at the Spring Conference. 6

ASSETS 1. The Board of Directors is responsible for all money or other valuables held by the organization. 2. An expense statement must be filled out for any expense and must be authorized by the treasurer and president or president s designee. 3. The president shall receive from each officer and committee member a written account of all expenditures. 4. The Board of Directors is responsible for providing a financial report for distribution to all members at the annual business meetings. 5. A proposed conference budget should be prepared in consultation with the president and treasurer, by the general conference chairperson. It should be presented to the Board of Directors for adoption at the Fall Board meeting. 6. The Board of Directors is responsible for review of the books of the Association. This work may be performed by a separate auditing committee comprised of 3 board members other than the treasurer, or by an outside auditing agent every 2 years following the annual meeting and at the end of the term of office for each Treasurer. 7. All contractual agreements entered into by the association must bear the signature of the president or his/her designee. 8. In the event that NAAHE dissolves any of its accounts will be dispersed according to the decisions (s) of the acting Executive Board. 7

HEALTH PROFESSIONS NETWORK NAAHE members are encouraged to participate in the Health Professions Network (HPN). HPN is a unification of professionals, representing diverse aspects of allied health, including primarily provider organizations, educators, accreditors and administrators. The group works together in a cooperative and interactive manner on issues relevant to health care. To support our organization s participation in HPN, the NAAHE will provide free registration to the HPN National Meeting for the President (or other designee) and another board member each year. For further information on HPN, visit their web site: www.healthpronet.org CONFERENCES The NAAHE will hold two conferences per year. The annual 2-day conference will be held in the Spring of each year and a 1-day seminar will be offered each Fall. Topics will be chosen by the designated conference chairpersons with approval of the board of directors. RECOGNITION MEMBER RECOGNITION AWARD Board members, who attend a minimum of three of the four executive board meetings throughout the year, are eligible to receive a portion of the treasury balance to reduce their Spring Conference expenses or to use for a program student scholarship. Ten percent of the treasury balance as of the January meeting will be divided among the appropriate board members and must be applied to either the registration fee or hotel expenses for that year s spring conference or to a student scholarship. BOARD OF DIRECTORS: POLICIES 1. The Board of Directors should hold an orientation meeting with the newly elected officers following their induction into office. It shall be their obligation to inform and instruct the new officers in the duties of their office. 2. The Board of Directors shall review all reports of the Association, consider recommendations of the members, and through the president, direct all new projects. 8

3. On or before the date of the fall meeting, the Board of Directors should review the plans for the coming Spring Conference. They must approve the final program and registration fee schedule. 4. The Board may change the date and/or site of the annual meeting if they deem it necessary. 5. The Board may be available to any member or group of members who wish to meet with them at the annual meeting. 6. The Board may grant complimentary registration to the conference chairperson for annual meeting. General: 1. With the exception of the Conference Committee, all committees shall have one chairperson. 2. Routine expenses of less than $100.00 can be reimbursed through the Treasurer without the President s approval. All expenses with receipts must be presented to the Treasurer prior to the Annual Meeting. In order to receive reimbursement for expenses of $100.00 or more, members must submit an expense voucher with the President s signature. Conference Speakers will be reimbursed for travel, meals, and rooms as indicated: a. Travel expenses will be reimbursed at a Board approved rate. b. Meals closest to the scheduled speaking time will be reimbursed, not exceeding the per diem rate. c. Sleeping accommodation expenses shall be covered at the discretion of the Board depending on time of presentation and travel distance. Board Member Responsibilities PRESIDENT: 1. Oversee all meetings of the organization and shall perform all duties consistent with the office. 2. Notify Board members of the time and place of upcoming Board meetings at least three weeks prior to each in consort with the President. 3. Prepare agenda, arrange for, and preside over business sessions at the Annual Conferences and at other meetings during the two-year term of office. 9

4. Appoint committee chairpersons for the coming year. 5. Coordinate activities of the committee chairpersons in consultation with the Vice President and/or president-elect. a. explain all policies b. describe responsibilities c. establish time schedules for each job d. stress importance of attending meetings during the year e. Inform committee chairperson of pre and post conference meetings. 6. At the business session of the Annual Conference, present any proposed changes to the By-laws. 7. Attend the annual HPN meeting if possible. PRESIDENT-ELECT: 1. Attend all Board Meetings. 2. Follow the progress of the Association business and planning. 3. Assist the president with his/her obligations to the Association. 4. Develop familiarity with the organization and operation of the Association, in preparation for assuming the role of President in the next year. VICE-PRESIDENT: 1. Follow closely the status of organizational business and maintain contact with the President. 2. Assume the duties of the President in his/her absence. 3. Appoint regional representatives. 4. Coordinate regional representative s activities on a regional basis. SECRETARY: 1. Record meeting minutes of all Board meetings held during the year. Send copies to the Board, Committee Chairpersons, the Historian, and State Representatives. 10

2. Prepare a list of names, addresses and phone numbers (work and home) of board officers and committee chairs and send a copy to all board members. 3. Record minutes of all business sessions including the Annual Conference and read minutes of the previous annual Conference business session. 4. Write thank you letters as requested by the President.) 5. Turn complete file over to succeeding secretary. 6. Prepare a summation of the minutes of the board meeting and submit them to the Communications Chairperson. TREASURER: 1. Receive all Association monies. 2. Maintain an up-to-date balance. 3. Write checks to pay bills and to reimburse members for expenses personally incurred. For expense of $100.00 or greater, authorization of the President is required. 4. Prepare brief financial statements for presentation at each Board meeting. 5. Prepare a detailed treasury report for presentation and distribution. 6. Prepare an annual conference report indicating net profit/loss for presentation at the Spring Board meeting. CONFERENCE CHAIRPERSONS: It is advisable that there be two conference chairpersons who divide the responsibilities of planning and coordinating the Annual Conference. Conference chairpersons should be present at all Board meetings and present updated progress reports. Conference Site: 1. Learn from the Board; a. general area of preference using survey information b. tentative dates of Conference c. basic plan for number of lectures and duration d. optional plans 11

2. Survey several hotels and/or resorts for information. Meeting and lectures rooms: a. capacity of each b. obstacles which limit view of speakers (i.e. pillars) c. Soundproof d. Number and location of electrical outlets e. Charge for usage Sleeping Rooms: a. estimate number needed (singles, doubles) b. charge for each category c. number which can be blocked for reservation d. facilities provided Function Rooms and Menus: a. charge for room use b. room for wine/cheese reception c. room for banquet style luncheon d. pre-conference meeting room e. menu choices and prices: breakfast, coffee breaks, luncheon Equipment/Audiovisuals: a. Type and changes: blackboards, microphones, screens, bulleting boards, extension cords, tables, and chairs, slide projectors, VCR, overhead projector, easel and flip charts, lap top computer, LCD projector b. lockable storage space c. copying facilities Restaurants: a. number and size of each b. hours serving c. average prices d. capability of serving large groups 12

Hotels should: a. be easily reached from major highways, airports b. be located in an interesting area c. be located near shopping centers d. be clean and well maintained e. supply security 3. Present recommendations for Spring Conference locations and speakers to the Board at the Fall Board meeting for a final decision. 4. Obtain written contract from the hotel (as detailed as possible). Send a copy of the contract to the President. 5. Reserve rooms at hotel for pre-conference and post-conference Board meetings. Pre-conference meeting may be held in a designated meeting room or in the President s room. Post-conference meeting may be held in the luncheon room. 6. Arrange for a master account at the hotel specifying authorized signatures (Treasurer and Conference Chairperson). Indicate persons whose rooms will be on master bill. 7. Keep hotel informed of any changes in the arrangements, forwarding all copies of correspondence to the President. 8. Prepare a pre-conference and post-conference update for the board and submit it to the Communications Chairperson. 9. Spring Conference Program: a. Select basic program outline and subjects at late Spring Board meeting. b. Contact speakers, arranging date, time, and length of presentation. Inform them of policy regarding honoraria, meals and room, and transportation. c. Obtain written confirmation from each speaker, including CV and outline of presentation for continuing education unit evaluation. d. List AV needs for speakers and notify the hotel. e. Prepare evaluation sheets for distribution at the conference. f. Obtain honoraria for speakers at the pre-conference meeting. g. Prepare introductions for all speakers. h. Assign individuals to meet speakers if you are not available on their arrival. i. Obtain a bill from speakers prior to conference. 10. Conference Brochure: a. Prepare detailed information to be included on brochure: 13

letter of greeting program schedule listing speakers credentials directions to hotel/conference site prepare registration form along with registration chairperson sites of interest in the vicinity of the conference registration deadline include membership application in the brochure mailing b. Plan layout for presentation to a printer. Allow adequate time to ensure that brochures are received by members at least 2 months prior to the conference. Confer with the President and Treasurer regarding the cost of printing, before signing a contract with the printer. c. Proof read printer s copy of brochure carefully before final printing. d. Obtain mailing labels from membership chairperson for members as well as all Allied Health educational facilities in northeast states and send brochures. e. Send ~50 conference brochures to registration chairperson as soon as available. 11. Conference: a. Review program plans with hotel staff the day before the conference, ensuring that all equipment and room needs will be met. b. Confirm speaker s attendance 24-48 hours prior to conference. c. Request from the hotel a report of rooms used for each day of the conference. d. Inspect meeting rooms on each day of the conference, checking for appropriate AV equipment. e. Be available throughout the conference. Introduce speakers, ensuring that presentations begin on time. f. After the business meeting turn over all files to the succeeding chairpersons. g. Collect conference evaluations. 12. Follow-up: a. Summarize conference evaluations and prepare a report to be presented at the post-conference Board Meeting. b. Write thank-you letters to each speaker, including positive feedback from evaluations. REGISTRATION CHAIRPERSON: 1. Attend Board meetings and pre and post-conference meetings. 2. Obtain the following: a. nametags 14

b. folders and pens preferably a commercial donation c. ribbons for Board, Committee chairperson, speakers, and State Representatives 3. Prepare an ample supply of registration forms for use at the registration desk. 4. Have receipt book available at registration desk. 5. Select assistants to help at registration. 6. Prepare registration table with two areas; one for pre-registered and one for unregistered. Request chairs and provide a cash box. 7. Bring blank name tags for on-site registrants. 8. Provide pens, staples, clips, tape, etc. for the registration desk. 9. Arrange with Treasurer for petty cash for desk. 10. Maintain an update of registration count. 11. Count and turn all monies to the Treasurer at the end of the registration day. 12. Prepare a report for presentation at the business meeting. 13. Turn over all files to succeeding Registration chairperson. COMMUNICATIONS CHAIRPERSON: 1. Attend board meetings and pre and post-conference meetings. 2. Coordinate bi-annual publication of the newsletter. 3. Obtain the following for each Newsletter and from the appropriate sources: a. President s Message b. Conference Update c. List of Board Members, Regional Representatives, Committee Chairpersons d. Articles of interest to membership e. Article from Awards Chairperson regarding student merit award f. Mailing Labels 4. Meet the printer to coordinate typesetting, layout, paper and print selection, number of newsletters to be printed, prices and time frame for publication. (if necessary to use printer) 5. Turn over complete file to succeeding Communications chairperson. 6. Coordinate changes pertaining to the web page with the board members and webmaster. 15

AWARDS & NOMINATION CHAIRPERSON: 1. Attend Board meetings and pre and post-conference meetings. 2. Prepare certificates of attendance for the Annual Conference: a. Distribute certificates at Annual Conference b. Bring blank certificates for those registered on site (Moved to Awards responsibilities from Registration responsibilities) 3. In conjunction with the Vice President, organize a means of obtaining continuing education units for all disciplines attending the Annual Conference a. Contact appropriate agencies for each discipline that approve CEU s b. Obtain necessary forms for C.E.U. approval c. Organize and report on C.E.U. subcommittee activities d. Contact State Representatives for suggestions of nominees. 5. Contact prospective nominees to ensure eligibility (active membership) and to outline responsibilities for the offices. 6. Designate one or more nominees for each office. 8. Present complete nominee roster during the business session when called upon by the President. Copies should be given to the President and Secretary prior to the start of the business session. 9. Provide ample supply of ballots for voting if there is more than one candidate for any office. 10. Select persons to assist in the counting of ballots. 11. Give voting results to President. 12. Turn complete file over to succeeding Awards & Nominations chairperson. 13. Prepare and submit to Communications Chairperson a report on recipient of merit award. 14. Prepare updated membership list for use in conference drawing for free registration the next spring conference. (added from membership responsibilities) MEMBERSHIP CHAIRPERSON: 1. Attend Board meetings and pre and post-conference meetings. 2. Prepare a list of current members for distribution to officers at Winter Board meeting. 3. Send e-mail acknowledgement to all paid members. 4. Update the membership list periodically, sending copies to the President and Treasurer. 16

5. Provide mailing labels for Newsletter, Conference and membership drive and make available labels upon request. 6. Membership Drive: Send a letter to all current members in the Fall/Winter informing them of site and dates of Annual Conference. 7. Send Registration Chairperson current membership list one month prior to conference deadline. 8. Send Registration Chairperson ~50 membership application/brochures prior to Annual Conference. 9. Turn over complete file to succeeding membership chairperson. 10. Prepare conference attendance list for use in conference drawing for free registration the next spring conference. 11. Update membership brochure to reflect current information about the organization. 12. Send a copy of the handbook to new members and have them available at the annual meeting. HISTORIAN: 1. Attend at least two business meetings during the year and pre and post-conference meetings. 2. Keep photos of annual conference with a program brochure. 3. This is a permanent position in the Association. A new Historian shall be appointed on resignation of the current officer or on removal of the officer by the Board of Directors. 4. Display the historian documents at the registration desk of each Annual Convention and be responsible for them. REGIONAL REPRESENTATIVES: 1. Appointment is by the Vice-President for a term of one year. 2. Representatives are selected from Northeastern states: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont, and New York. 3. Requirements for appointment are that the candidate be an active member and attend the Annual Conference during the year of his/her term. 4. Representatives are responsible for: a. Acting as liaisons between the members of their states and the executive board. b. Informing fellow Allied Health educators about the NAAHE and to promote membership. c. Providing brochures, applications and other pertinent information to interested person. d. Reporting activities to the Vice President prior to each Board Meeting. e. Attending board meetings and pre and post-conference meetings. 17

5. Regional representatives are notified of all Board meetings and are welcome to attend. 6. Turn over complete file to succeeding Regional Representative. NAAHE Handbook-2009 18