Organization for Associate Degree Nursing

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1 Organization for Associate Degree Nursing Chapter Formation Packet 7794 Grow Drive Pensacola, FL (850) Toll-free (877) (850) FAX 1

2 OVERVIEW OADN is the leading advocate for Associate Degree Nursing (ADN), promoting it through leadership, collaboration, advocacy, and education to ensure excellence in the future of health care and professional nursing practice. OADN strives to: Maintain eligibility for registered nurse licensure for graduates of associate degree nursing programs. Educate students and promote AD nursing programs at community colleges nationwide. Provide a forum for discussion of issues impacting AD education and practice. Develop partnerships and increase communication with other professional organizations. Increase public understanding of the role of the associate degree nurse. Participate at national and state levels in the formation of healthcare policy. Facilitate legislative action supportive of the goals of OADN. Benefits of membership: Subscription to Teaching and Learning in Nursing, OADN s Official Journal. E-communication to members on matters impacting associate degree nursing. Representation in Public Policy and National Legislative interaction and updates. Interaction with other nursing organizations. Opportunities for leadership development, authorship, public speaking, legislative activity, and more! Networking Opportunities through a member-only listserver Networking and Educational Opportunities sponsored by National and state chapters. Annual Scholarship Opportunities through the N-OADN Foundation Annual Opportunity for Educator of the Year Award. Reduced Member Rates at the Annual Convention, which offers an opportunity to earn valuable contact hours. PURPOSE OF OADN CHAPTERS Chapters are an important way to collaborate at the local level; it is in chapters where enthusiasm and interest in associate degree of nursing comes alive. OADN chapters serve as a vital link between people within the chapter, as well as between the chapter and the National Office. Involvement in a local chapter is a very exciting way to collaborate and pool the talents and expertise of people. Benefits of chapter membership: Professional growth within the specialty Ability to network with people of similar interests Potential for leadership at the local level Communication network at a local level Participation in educational programs at a local level Partnership with the National Office and all OADN chapters 2

3 REQUIREMENTS FOR ESTABLISHING OADN CHAPTERS A minimum of 5 individuals involved with associate degree nursing are needed to start a chapter. All members must be OADN national members. Chapters must be financially independent. Each chapter is a separate entity, both legally and financially. All expenses and liabilities of a local chapter are the sole responsibility of that Chapter, and the OADN shall have no liability with respect to any such obligation. Financial independence can be accomplished by charging local chapter membership dues, obtaining sponsors from local hospitals and pharmaceutical companies, and charging minimal meeting fees. If chosen, Articles of Association shall be executed by at least two persons. If a Chapter elects to incorporate, Articles of Incorporation must be approved by the appropriate state official. It is the obligation of each local Chapter to comply with all state laws. These requirements may vary from state to state. Chapters will develop local bylaws. The national organization will provide model bylaws for local chapters to adapt. Chapters have autonomy with respect to their mission, goals, objectives, and activities as long as there is no conflict with the national organization s mission, goals, objectives, and activities. GETTING STARTED The OADN National Office will provide a list of OADN members in the state. Plan a strategic method of recruitment: this can either be a mailed questionnaire or personal contact. Explain the purpose and benefits of forming a chapter. Contact local agencies in the area, in addition to local hospitals and home care services. Once interest is established, schedule an organizational meeting with adequate advance notice in a centrally located site for interested people. Some sites may include college meeting rooms, restaurants, or local clubs. Draft and mail invitations or flyers to interested people and various institutions. Appoint a program committee to help organize a brief educational session. A guest speaker can be a helpful drawing card. Set the initial meeting agenda, such as: 1. Call to order 5. Questions and answers 2. Welcome & Introductions 6. Elect or ask for volunteers for officers 3. Educational presentation 7. Plan next meeting/future education 4. Plans for chapter development 8. Adjourn for refreshments/networking Obtain a supply of OADN membership applications from the National Office to distribute at the meeting. Develop a plan for financial independence. File Articles of Association or Incorporation with the appropriate state official. Develop chapter bylaws. The national organization will provide model bylaws for local chapters to adopt/adapt. Complete the Chapter Application Form and return it, with attachments, to the National Office. 3

4 CHAPTER OFFICERS In order to get the chapter up and running, it is beneficial to create committees to divide the workload. The number of people on each committee will be determined by the objectives and the size of the chapter. Terms of office shall be staggered so that all officers and committee members do not begin and end their terms at the same time (officers shall serve a minimum of one year). The following are suggestions for officers/committees and their responsibilities: Nominating Committee Compile nominations for a slate of Officers and Board members Regulate/officiate nominations President President Elect Secretary Treasurer Program Planning Publicity/Membership Fund Raising Serve as the official representative of the chapter Preside at all official meetings of the chapter Serve as the link to the National Office Assist President in performance of duties when requested Substitute for the president when required, including chairing meetings in the absence of the president Record and circulate to all members the minutes of all meetings Send notice of all meetings to all members Conduct official correspondence Maintain correspondence for OADN Be in charge of all funds of the chapter Deposit all monies in the name of and to the credit of the chapter Render a statement of financial condition of the chapter at all meetings Provide the Annual Fiscal Report to the National Organization Develop and promote educational sessions Design and send flyers/announcements of all planned sessions Obtain and distribute handouts and evaluations for each program Obtain contact hour approval for each program (see Obtaining Contact Hours) Advertise the chapter by creating a newsletter, using bulletin boards, media, newspapers, and OADN website and listserver. Welcome and promote membership into the group (see Membership Development) Organize all activities related to fund raising. Some ideas for raising funds include: half or full day seminars raffles membership fees corporate sponsorship 4

5 THE APPLICATION PROCESS Complete the application form enclosed and return it with the following information to the Chapter Services Specialist, OADN National Office, 7794 Grow Drive, Pensacola, FL Roster of current officers (with the terms of office) and a membership list Chapter bylaws Copy of Form SS-4, Application for Employer Identification Number (EIN). Upon receipt of the EIN, send this number to the OADN Statement of financial independence When the application arrives at the OADN office, it will be checked for completeness. It will be verified that chapter members are also members of OADN. Copies are then sent to the OADN Membership Committee, which must make recommendations that are sent to the Board for final approval. Each Chapter must not control, be controlled by, nor be accountable to any organization other than the OADN. Upon approval, the chairperson of the chapter will receive a written response. Recognition will also be given at the convention and in other publications. ANNUAL REPORTS and CHAPTER RENEWAL The Chapter Annual Report form is due to the OADN National Office by October 1 of each year. For most chapters, it will be most effective for the person who served as president during the year to complete the form. The following should be submitted to the OADN office: Completed Annual Report Copy of Bylaws, if changed since last submission (please highlight any changes) List of current officers (including dates of terms) and members with addresses and telephone numbers Statement of chapter address change, if applicable A chapter s charter will be declared invalid and the chapter will be automatically disbanded if the chapter fails to comply with its bylaws, the written policies of the OADN, or properly submit for renewal of its Chapter Charter. 5

6 PUBLICITY Add to a chapter s mailing list by collecting names from peer organizations. During the first year, it pays to send mailings to a large list to inform potential members about the new chapter. Take advantage of the meeting or calendar of events on the OADN website and in the local newspaper to publicize meetings. If the chapter covers a large geographic area, send announcements to newspapers in all the areas in which members may reside or work. Use available bulletin board space in area colleges to post informational flyers. Announcements of upcoming meetings should also be sent to the OADN National Office to post on the calendar of events. Develop a chapter newsletter to announce member promotions and moves and share helpful tips. Positions and/or business card advertising (either free or reduced rate for members, higher rate for non-members) can be used to support the newsletter and even generate additional revenue for the chapter treasury. Some typesetters and printers will produce the newsletter either free or at a reduced charge if they receive a credit line in the publication. Ask other chapters in the region to send meeting announcements too. Try to find someone with some public relations knowledge in the chapter membership to serve as publicity chair and write the newsletter and generate news releases at no charge. The Publicity/Public Relations Committee should write and place stories about chapter activities in local newspapers and other media outlets in the area. MEMBERSHIP DEVELOPMENT Publicity efforts should create interest in membership. Introduce the membership chair at each meeting to address the benefits of membership. Make membership benefits obvious by charging non-members slightly more to attend meetings. Use different colored nametags to identify nonmembers, and encourage members to greet non-members and make them comfortable. Acknowledge new members (and the members who recruited them) in the chapter newsletter. Consider giving an annual award to the member who recruits the most new members. Ask members to encourage others in their organization to become OADN members. Use membership lists from OADN to reach national members in the state that the chapter encompasses. 6

7 MISCELLANEOUS INFORMATION Avoid burnout! As quickly as possible, recruit members to assist committee chairpersons. Otherwise, a small group of people will end up doing all the work and will quickly burn out. Say thanks to officers and committee members often and sincerely. Consider generating sufficient funds from chapter activities to partially or fully fund a chapter member s attendance at the national symposium or other leadership training programs. Surveys. As soon as possible after start-up, survey the entire mailing list to solicit opinions on meeting topics and program locations (provide a variety of choices). The survey can also be used to recruit committee volunteers and provide membership information. This data will provide solid direction for chapter activities and will encourage non-members to join the chapter. Chapter address. If at all possible, chapters should have published, permanent chapter addresses and phone numbers to: 1. Ensure that communications will be received and responded to in a timely manner 2. Ease administrative functions such as establishing legal and tax-exempt status 3. Foster a sense of identity and permanence 4. Decrease paperwork and confusion for the Internal Revenue Service; each time the contact person and address changes, Form 8822 must be filed with the IRS MEMBERSHIP. Never forget the fact that your relationship with a new member starts the day the application is processed. Be prompt, be accessible, and know what new members want. A CHARTERED CHAPTER Ensures an open line of communication with the regional and national organization. Directs the national organization through communication of needs, suggestions, concerns, and opinions. Facilitates the acquisition and recording of continuing education credits (contact hours) for approved programs. Provides an avenue for professional growth within the specialty. Provides an opportunity for members to share thoughts, learn, and attempt to solve common problems. Maintains financial independence. Reports annually to the National Office. 7

8 OADN Chapters and Tax-Exemption OADN is a 501(c)(6) non-profit, tax-exempt corporation, EIN # , meaning that it is exempt from federal income tax and organized exclusively as a non-profit business league. As such it is exempt from most federal income taxes. Employer Identification Number (EIN): Chapters must obtain an EIN, even if you do not have employees. Most banks will require you to apply to the IRS for one in order to open a checking account. You can apply for your EIN by completing the application (form SS-4) that is included in this packet. You can also apply for the EIN online at the IRS website (www.irs.gov). 501(c)(6) Requirements: To qualify as a 501(c)(6), you must, in general, be an association of persons having some common business interest, the purpose of which is to promote that common interest, and not engage in a regular business of a kind ordinarily carried on for profit. These associations must improve the business condition of the industry in general rather than benefiting individual members by supplying services. Professional associations are considered business leagues. A 501(c)(6) may engage in some business activities that do not promote an industry or line of business, subject to the rules relating to Unrelated Business Income, so long as such activities are not substantial. Your chapter must be organized in your state and will need to provide a copy of your articles of organization (articles of incorporation, articles of association, or any other written instrument by which your group is created). Your chapter must be primarily engaged in activities or functions that are the basis for its exemption. This means that your chapter will be devoted to the improvement of business conditions in your particular trade or that the interests of the community will be advanced. Your chapter must be primarily supported by membership dues and other income from activities substantially related to its exempt purpose. No part of the chapter's net earnings will inure to the benefit of private shareholders, individuals, or private interests. Assets of the chapter must be permanently dedicated to your exempt purpose. This means that should the chapter dissolve, its assets must be distributed for an exempt purpose (not to the chapter s present membership!). Contributions to a 501(c)(6) chapter are not deductible as charitable contributions on the donor s federal income tax return. They may be deductible as trade or business expenses if ordinary and necessary in the conduct of the taxpayer s business. Legislative Activity: A chapter that is exempt under section 501(c)(6) may work for the enactment of laws to advance the common business interests of the organization s members. A taxpayer, however, cannot deduct as a trade or business expense the part of dues or other payments to a business league that is for any of the following activities: 1) influencing legislation, 2) participating or intervening in a political campaign for, or against, any candidate for public office, 3) trying to influence the general public, with respect to elections, legislative matters, or referendums, or 4) communicating directly with certain executive branch officials to try to influence their official actions or positions. 501(c)(6) Status: Chapters must be financially independent from OADN. If a chapter is, in fact, organized in accordance with the applicable requirements, the chapter may claim tax-exempt status without the need for an IRS ruling to that effect. Any chapter normally having annual gross receipts of not more than $5,000 is exempt automatically if they meet the requirements for a 501(c)(6). Otherwise, to obtain recognition as a tax-exempt, entity you will need to apply 8 with the IRS by submitting form 1024.

9 Filing: Every organization exempt from federal income tax under section 501 must file an annual information return (form 990) except those having gross receipts in each tax year that normally are not more than $25,000 (you may however still need to complete form 990-N) It is the chapters responsibility to ensure they are meeting any requirements that may change over the years. Unrelated Business Taxable Income (UBTI): Even though a chapter is recognized as tax exempt, it still may be liable for tax on its unrelated business income. The Code permits an exempt organization to engage in some activities that are not related to its exempt purposes. Such activities are permissible so long as the exempt corporation s unrelated activities remain insubstantial when compared to the corporation s exempt activities. The Code imposes a tax on certain income generated from the conduct of an unrelated trade or business. Activities that are not treated as unrelated trade or business have the following characteristics: Substantially all of the work is performed by volunteers; They are carried on primarily for the benefit of members, students, patients, officers, or employees; They consist of selling merchandise, substantially all of which has been donated; They relate to the distribution of low-cost articles ($5) in connection with charitable solicitations; or The business consists of a legal bingo game, in a State where bingo games are ordinarily not conducted on a commercial basis. The Code excludes the following types of income from UBTI: Dividends, interest, payments with respect to securities loans and annuities; Royalties; Most rents from real property; Insubstantial rents from personal property when leased with real property; Gain from the sale of capital assets; and Certain research income. An exempt organization that has $1,000 or more gross income from unrelated business must file form 990-T and must make quarterly estimated tax payments if it expects its tax for the year to be $500 or more. Forms: You can request IRS forms and information via the internet at or by calling Ask for: Pub 557 Tax Exempt Status for Your Organization Package 1024 Application for Recognition of Exemption under 501(c)(6) State Tax Exempt Status: State requirements for filing reports by non-profit organizations vary. Chapters should call the non-profit office of the Department of Revenue in their state and request information on requirements. You will need to detail how you are organized (incorporated or unincorporated) and provide your IRS exemption status. If state forms are required to be filed for exemption from income tax, your non-profit status is ordinarily established by providing your IRS documentation. If the state income tax form requirement for filing is income in excess of $25,000, then a copy of your federal form 990 may be attached to the appropriate state form. Please note that state tax exemption from income tax does not necessarily include exemption from sales tax. Sales Tax Exemption: Some states provide for exemption from sales tax for non-profit organizations. This exemption provides that sales tax will not be added when supplies are purchased or affiliate initiations, programs, dinners, etc., are held. Chapters should check with their state s Sales Tax Department and if this type of exemption is available, file the necessary forms. If a State Sales Tax exemption number is obtained, the number can 9 be used for excluding sales tax from chapter purchases.

10 Organization for Associate Degree Nursing (OADN) Chapter Application Form NAME OF CHAPTER CONTACT PERSON ADDRESS TELEPHONE FAX DATE CHAPTER FORMED Attach the following information: 1. Roster of current officers and terms of office 2. Chapter membership list 3. Chapter bylaws 4. Copy of Form SS-4, Application for Employer Identification Number. Upon receipt, send identification number to the OADN National Office 5. Statement of Financial Independence Mail to: Organization for Associate Degree Nursing Attn: Chapter Services Specialist 7794 Grow Drive Pensacola, FL (850) Toll-free (877) FAX: (850)

11 CHECKLIST FOR CHAPTER FORMATION Keep the number of the OADN National Office handy: (877) Hold a meeting of all people interested in forming a OADN chapter. Compile a membership list of at least 5 members to charter the chapter. Elect officers in compliance with the OADN bylaws. Obtain an Employer Identification Number and develop a plan for financial independence. Establish chapter bylaws. Create a mission statement, goals, and objectives for the chapter. Organization for Associate Degree Nursing Attn: Chapter Services Specialist 7794 Grow Drive Pensacola, FL (850) Toll-free (877) FAX: (850)

12 OADN CHAPTER ANNUAL REPORT Due October 1 Chapter Name: Chapter Officers (please include term of office and address) Month Elections Are Held: Number of Chapter Members: Number of Board Meetings Held in Past Year: Number of Membership Meetings Held in Past Year: Number of Educational Meetings/Events Held in the Past Year: Chapter Activities: Please provide an overview of the chapter activities that have occurred or are planned though the end of the year. This may include Meetings and programs held, Chapter accomplishments, and future directions and activities planned. Future Directions and Activities Planned: State Initiatives Impacting Associate Degree Nursing Education: (optional) One Exciting or Out of the Box Chapter Initiative or Event to Share (optional) Return Annual Report to: OADN National Office, Attn: Chapter Services Specialist, 7794 Grow Drive, Pensacola, FL, FAX: (850) Questions:

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Organization for Associate Degree Nursing

Organization for Associate Degree Nursing 1 Organization for Associate Degree Nursing Chapter Formation Packet 7794 Grow Drive Pensacola, FL 32514-7072 (850) 484-6948 Toll-free (877) 966-6236 (850) 484-8762 FAX oadn@oadn.org www.oadn.org OVERVIEW

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